Advantages of PDF files


The PDF format is everywhere. Job applications, invoices, brochures, contracts, official documents with sensitive data – the list of content that is shared as a PDF is endless. But why are we actually using PDFs? What makes the format so reliable that it is still one of the most used file types since its origin in the early nineties? How come even though new tools are continuously being designed for it to suit the latest developments in the digital world, PDF continues to be the preferred file type?

The most defining aspect of PDFs (Portable Document Format) is its portability. Regardless of the device or operating system you are using, the original layout, including fonts and pictures, will remain the same, both on a screen and printed on paper. It also makes no difference which software was used to write the file; you can rely on the result to look the same everywhere.

Another aspect that makes PDF one of the most popular formats is its security options. PDF files can be secured with a password, and it can be predefined whether a user with access is able to open, print or edit the file. This helps you maintain control over your data and to protect sensitive information.

PDFs offer much more flexibility than you might think

While almost everyone is familiar with how to convert Microsoft Office files into PDFs, some people think that this is all the format has to offer. However, PDF is far from being a one-trick pony!

With a PDF converter tool like the original PDFCreator, you have many more possibilities than simply saving your files as a PDF. It lets you preselect where your files are going to be saved and which email address they will be sent to. Furthermore, you can use tokens to predefine certain values such as today’s date, your username or add in a counter that increases each time you print a document. This can be very helpful when you print a lot of the same types of documents, e.g., invoices.

Furthermore, PDFCreator lets you merge multiple PDF files and rearrange their order. Can it get any better? (Hint: it can)

Editing PDF files and using e-signature

Despite its seemingly solid format, PDF is actually very flexible. You might think "but I can’t edit a PDF file like a Word document!" Well, actually, you can! A PDF editing tool like PDF Architect allows you to convert a PDF into a Word document or you can use its “Edit” feature to make modifications directly within your PDF file.

But that is not where things end. PDF Architect even allows you to quickly and safely send, request and track documents that require an electronic signature directly within the application. These electronic signatures are subject to the same legal scrutiny and authenticity that applies to any written agreement and thus makes them as valid as their paper equivalents.

With these main advantages of the PDF format in mind, it is easy to understand why PDF also plays a huge part in the professional world. The security features as well as its “portable” aspect make it an easy and safe way to share content with business partners.

For more information about the possibilities to modify PDFs, check out our article on how to edit PDF files.

If we have converted you into a PDF fan, we recommend downloading PDFCreator or to try PDFCreator Online. For businesses, we highly recommend ourdifferent PDFCreator Business editions which are suitable for all IT environments. If you are looking for a PDF editing tool we recommend PDF Architect.