The pros and cons of using PDF format for your business operations

The pros and cons of using PDF format for your business operations

There is no doubt about it; PDF is one of the most popular file formats used today – whether in business or in academics. If you have ever wondered why that is so, then you are asking to know the benefits of using PDF.

PDF files come with lots of benefits – ranging from its easy accessibility to the protection it offers files and documents. There is a reason it comes top among the several file formats. However, that doesn’t mean it doesn’t have its own downside. And of course, there is a couple of them. That is why it’s important to consider having a PDF to Word converter by the side even as you set out to enjoy the numerous benefits of using PDF.

So, in this article, we are going to be talking about the pros and cons of using PDF format for your business operation. At the same time, we will suggest an easy way to convert your PDF files to Word in case you need to make a quick edit on the files.

Benefits of Using PDF Format for Your Business Operations

#1: Convenience 

PDFs work efficiently no matter what kind of operating system the company has. This is because the file will be easy to view and share. In fact, most devices come with integrated apps to view PDF files. 

In today’s digital world, people are always occupied. So they don’t have the time to download an application by which they can view a file. Here’s how PDF files are unique because they can be accessed anytime, anywhere. Resulting in an improved complete user experience. 

#2: Compact 

Any format can be converted to a PDF File without ruining its quality. Users can even merge multiple documents like spreadsheets, word documents, illustrations, PowerPoint presentations, etc. into a single file. 

Also, one of the factors of using PDF is how you can effortlessly compress unlimited information to a file size that is shareable. Like in Gmail, the largest file you can send is 25MB. With a compact PDF, you can constrict your document to follow Gmail’s rules. 

#3: Universal 

PDF is very common. And as I’ve already mentioned, you can share PDF files across many operating systems without ruining the document. This is the reason why overseas companies prefer sharing documents via PDF files because of its adaptability. As a matter of fact, it can be proven that PDF is the most flexible document-sharing platform that is available around the world. 

Another reason for the latter is because of a less hassle view and access while ensuring the complete accuracy of the document’s data. Which prevents confusion to clients or colleagues. Meaning, using PDF as your format will maintain and present the exact layout of documents. 

#4: Visually attractive 

In the business industry, it is important to be professional at all times. In regards to communication, attitude, and sharing of documents. So when a company wants to disclose a presentation, PDF format can be their only solution. 

This is because PDFs allow you to preserve the visually-pleasing layouts of your presentation. Unlike a document that can be easily manipulated, a PDF file will remain in its format. You don’t have to adjust the format after finishing the final copy. This implies that your PDF files are also ready to be printed and save a lot of your precious time. 

#5: Safeguarded

This may be the best reason why a business should start using PDF formats for their business operations. Particularly if your business involves handling customers’ information like banks. 

PDFs are password protected to give you the ability to make sure that documents are not compromised by hackers or virus threats. Also, with this feature, you can give your documents to people with limited access rights. Meaning, they can view the document but cannot change any details to the content. 

So, if your business values private information, this can be your unique security document format that will keep the documents safe. Moreover, Adobe Systems offers watermarks for PDF files. This can be used for more protected content and to claim ownership of a valuable digital file. 

A Few Downsides to Know

It is not appropriate for all scenarios

Yes, not every time is PDF the best format. Not all businesses and institutions accept the format when they require you to submit a document to them. Some would prefer their files in other formats such as Words, HTML, Excel, etc. while you may not be able to tell which body or organization will accept PDF format or not, having a PDF converter can help save the day.

It can be difficult to edit

This is the major downside of having your files in PDF format. When you always have your files in PDF format, a time would come that you would need to edit some data on your document. This is practically impossible on a PDF document. You will need to have such a document in other editable formats before you can make any changes.

This is another time, a PDF converter will also come in handy. With it, you can easily convert your PDF document to Word or other formats without having to start creating a new document altogether.

If you are lost on which PDF converter to use, you may want to consider PDF to Word converter. It is a reliable tool that helps you convert your PDF documents to Word format easily and quickly. Even with little or no technical experience, you can convert several documents in a very short time.

It is a free tool and doesn’t alter the quality of your document in any way. If you are looking for a tool to have your back as you send files around in your business, then it should be this tool.

John Norwood
John Norwood is best known as a technology journalist, currently at Ziddu where he focuses on tech startups, companies, and products.