The Benefits of learning PDF formatting

Knowing the different file formats, you need for different situations can be confusing. However, using a PDF file format has an extensive list of benefits. Using a PDF file format gives you so much flexibility and you can adapt the needs of your document depending on the recipient.

For example, converting a PDF to a signable PDF is easy to do in a few simple steps. Let’s take a look at some of the other benefits to using PDF formatting.

 Benefits of PDFs

  • Accessibility

One of the top reasons you should be using a PDF as your go to format is that it’s one of the most accessible file formats available. No matter where you’re sending your document in the world, the chances of anyone not being able to access it are incredibly low.

Even if someone doesn’t have a PDF reader on their device, it’s easy to open the file up in their browser. It’s compatible with both PC and Apple products as well as being easily accessible on tablets and even smartphones.

  • Privacy

PDF files are very easy to limit access and password protect. You can change the document so that only certain people are able to make edits to it, while others are only allowed to view the document.

You can also password protect your PDF file so that only the right people are able to even view said document. This allows you to send information that is highly sensitive without having to worry about it being compromised.

  • Use less space

PDF files are very small and compact, so they take up a lot less space than other files. This means that they can be opened faster so that you have quicker access to the information you need.

It also means that they take up less space on your device as well as being easier to send via email. If you only have a small USB stick with you, you’re able to store a lot more PDF files than any other type of file.

Even though these files are a lot smaller, you don’t have to compromise on the quality of the document.

  • Easy to search

Using Adobe Reader makes it so much easier for you to search for the file you’re looking for. Even if you only remember one of the words in the file name or the date that you saved it, you won’t have to spend hours searching for the document you need.

  • Interactivity

You can add almost anything into your PDF file and you’ll be able to access it easily without compromising on the formatting. You can insert music, move clips, hyperlinks and file attachments without any difficulty.

This makes your document more interactive and dynamic. This can be particularly helpful if you’re putting something like a brief together as it’s sure to stand out from other documents that don’t use these features.

  • Formatting

Formatting is one of the more strenuous sides of writing documents. Any change up of text or adding in boxes or graphs can cause a whole world of chaos in other types of file formats. However, when you’re using a PDF format, no formatting is ever compromised.

Even after you’ve sent a file elsewhere, the formatting you used in your original document will always remain the same. No matter how your recipient is receiving the file, your file will always be kept in its original form.

  • Access to document analytics

If you’re nervous about where the information in your PDF is going, you can easily use PDF file analytics to see who has had access to the information. This allows you to take whatever action is necessary.

There are countless benefits to using a PDF file format but it’s the flexibility and security that bring the most value for personal and business use. When considering what the easiest file format to use is, you can always rely on using a PDF.

Adam Hansen

Adam is a part time journalist, entrepreneur, investor and father.