PDF, also known as Portable Document Format is a file format where text and image documents are presented separately from operating systems, software, or even hardware. PDF was first introduced by Adobe in the early ’90s.
Ever since it was introduced, PDF has continued to be embraced across the world as the most preferred form of document presentation. It has become so popular that businesses are free to use it for their documentation without the need for any royalties.
But why is PDF so popular?
There are many reasons why businesses and individuals prefer using PDFs to create and store their documents. Below are six common reasons for this:
- Fixed document format
It is always easy to get your documents distorted as they are moved from one computer or device to another. For example, when you create a document using Word Processor and transfer it into an excel sheet, you are likely to lose some elements of the document.
This is something that many people don’t like. With a PDF, your file format will remain intact irrespective of where you are going to open them. Besides, the files are always easy to print from any device that you open them.
- Ability to secure files
Security is a major concern for many businesses when creating and transferring documents. This is because some information may be sensitive and only a few authorized individuals are allowed to access such documents.
Unlike other formats, PDF documents are easy to secure using passwords such that only individuals with the password can access them. For example, Adobe Acrobat can password protect PDFs to be sent to a group of employees to prevent the document from leaking.
- Ubiquitous format
As mentioned earlier, PDF files can easily be shared across different operating systems without interfering with the original content. Other than maintaining the accuracy of files, PDF formats have an added advantage of universality.
Most businesses prefer this type of file-sharing because the contents in the documents can easily be viewed and processed.
- Small file storage
Long gone are the days when companies struggled with a lot of papers and documents.
Digitization has enabled businesses to go paperless and store almost all their documents electronically. This is where PDF file formats come in. No matter how large your file is, PDF will compress it for easy sharing.
- Can be supported by any operating system (OS)
This is another reason why you should use PDF for business content. There’s no doubt that PDF is the most compatible file-sharing format. Whether you are using Mac or Windows, you are able to quickly and easily create and share your business documents.
This is unlike other formats such as Microsoft Word where the contents always change depending on the version or devices the document is opened from.
- PDF supports non-text elements
Formats like MS Word are very limited in terms of the type and amount of data they can support. It is easy for you to lose things like videos, photos, and images when converting or transferring the documents to a different device.
In general, there are numerous reasons why you should use PDFs to create and store your business documents. From securing your documents with passwords to reducing file sizes, PDF file formats will never disappoint you.
