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Why Use PDF: 10 Reasons to Use the File Format

By Emily Shaw | on December 26, 2023

This blog post aims to explore the many advantages of PDFs over other file formats. We'll begin with an
overview of PDF files, looking at their inherent characteristics that contribute to widespread usability.
Following that, we will explore the top 10 reasons that make PDFs a preferred choice for individuals and
businesses alike. From document integrity to universal accessibility, each reason underscores the
significance of embracing PDFs in various contexts. As we progress through this guide, we'll uncover the
extra tips and benefits associated with using PDFs, shedding light on how they enhance efficiency, ease of
management, and integration with tools like DocFly.

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Source: Unsplash/Austin Distel

Table of Contents
• Overview of PDF Files
• Top 10 Reasons to Use PDF
• Extra Tips for Using PDFs

Overview of PDF Files

Before assessing the many benefits that make PDFs a great file format, let us first understand the
characteristics that define the file format. PDF stands for Portable Document Format. Created by Adobe in
the early 1990s, PDFs were designed to preserve the formatting and structure of a document across
different platforms and devices. Unlike other file types, the PDF format encapsulates text, images, and
multimedia elements in a fixed-layout, ensuring that the document looks the same regardless of the
software or operating system used to view it.

A PDF viewer is available for every device

One of the key strengths of PDFs lies in their universality. A PDF document can be opened and viewed on
virtually any device, be it a computer, tablet, or smartphone, without compromising the layout or
formatting. This universal accessibility has contributed to the widespread adoption of PDFs in various
industries and sectors.

PDF files have in-built security features

Moreover, PDFs are inherently secure. They support encryption and password protection, making them an
ideal choice for sensitive documents. Such security features ensure that the content of the document
remains confidential and tamper-proof, a crucial aspect for industries dealing with sensitive information
such as legal, financial, or healthcare sectors.

PDF files can be compressed for reduced file size

Furthermore, PDFs are known for their ability to compress large files without significant loss of quality.
This compression not only saves storage space but also makes it easier to share documents over the
internet, facilitating efficient collaboration.

Now, let us uncover the top 10 reasons to use PDF files.

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Top 10 Reasons to Use PDF

Preservation of Formatting

PDFs excel in preserving the formatting (including fonts) and layout of documents across various devices
and platforms. Whether you are sharing a document with colleagues, clients, or collaborators, you can be
confident that it will appear as intended.

Universal Accessibility

Unlike a Word document, Excel spreadsheet or PowerPoint presentation, PDFs are universally accessible,
ensuring that your documents can be opened and viewed on any device without the need for specific
software. Free PDF readers are generally available on any device. This level of compatibility makes PDFs a
reliable choice for sharing information with a diverse audience.

Security Features

PDFs come equipped with robust security features, including encryption and password protection. This
ensures that sensitive information remains confidential and protected from unauthorized access, a crucial
aspect for industries where data security is paramount.

Interactive Elements

PDFs support interactive elements such as hyperlinks, buttons, and forms. This makes them ideal for
creating interactive documents, forms, or presentations, enhancing user engagement and interactivity.

File Compression

PDFs can efficiently compress large files without compromising the quality of the content. This not only
saves storage space but also facilitates quicker and more efficient sharing of documents, especially in email
attachments or online uploads.

Digital Signatures

PDFs support electronic signatures, adding an extra layer of authenticity to documents. This feature is
particularly valuable in scenarios where document verification and authentication are critical, such as
contracts and legal agreements.

Read-Only Nature

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PDFs can be set as read-only, preventing accidental modifications to the document's content. This feature
is beneficial when you want to share information but maintain control over its integrity.

Cross-Platform Consistency

Whether you are using a Windows PC, a Mac, or mobile devices, the consistent display of PDFs across
different operating systems ensures a seamless user experience, eliminating compatibility issues.

Printability

PDFs are designed to be print-ready, ensuring that the document's layout and formatting are maintained
when printed. This is particularly advantageous when producing high-quality physical copies of documents.

Searchable Text

PDFs can contain searchable text, allowing users to easily locate specific information within a document.
This feature enhances the efficiency of document navigation and retrieval.

As we explore these reasons, it becomes clear that PDFs offer a comprehensive solution for a wide range of
document-related needs. As highlighted above, the advantages of PDF are clear and numerous. Next, we
will look at additional tips and benefits that go beyond the core features, further enhancing the appeal of
PDFs in various professional settings.

Extra Tips for Using PDFs

In addition to the fundamental strengths that make PDFs a preferred file format, here are extra tips and
benefits that enhance their utility, especially in a business context.

Collaborative Annotation

PDFs support collaborative annotation, allowing multiple users to add comments, highlights, and
annotations to a document. This feature streamlines the feedback and review process, making it invaluable
for collaborative projects.

Form Creation and Editing

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Businesses often deal with forms, and PDFs offer convenient tools for form creation and editing. Whether
it is surveys, feedback forms, or registration forms, PDFs simplify the process, ensuring a professional and
standardized appearance.

Batch Processing

A PDF editor like DocFly enables batch processing, allowing users to perform operations on multiple PDFs
simultaneously. This includes tasks such as merging, splitting, or converting multiple files (e.g. convert PDF
to Word), saving time and improving workflow efficiency.

Optical Character Recognition (OCR)

PDFs with OCR capability can convert scanned documents into searchable and editable text. This is
particularly beneficial for businesses dealing with large volumes of physical documents that need to be
digitized and made searchable.

Watermarking for Branding

Protecting the intellectual property of documents is crucial for businesses. PDFs allow for easy insertion of
watermarks, adding a layer of branding and security to documents, ensuring their authenticity.

Integration with Cloud Services

Many businesses operate in cloud environments, and PDFs seamlessly integrate with popular cloud
services. This facilitates easy storage, sharing, and collaboration on documents, promoting a more agile and
accessible workflow.

Version Control

PDFs support version control features, helping businesses manage changes and revisions effectively. This is
particularly valuable in industries where document versioning is critical, such as legal, research, or
regulatory compliance.

Redaction for Data Privacy

Businesses dealing with sensitive information can benefit from PDF redaction tools, which enable the
removal of sensitive or confidential information from documents before sharing. This is crucial for
maintaining data privacy and compliance.

Electronic Archiving

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PDFs are an excellent choice for electronic archiving due to their stability and consistency in preserving
document formatting over time. This is essential for businesses that need to maintain a reliable and
accessible archive of historical documents.

Training and Documentation

PDFs serve as effective tools for training materials and documentation. They offer a structured and
consistent format for manuals, guides, and educational materials, ensuring clarity and ease of
understanding.

Harnessing the full potential of PDFs often involves utilizing dedicated tools like DocFly, which streamline
various tasks and enhance the overall user experience. These extra tips and benefits underscore the
adaptability and efficiency that PDFs bring to the table, making them an indispensable asset in the modern
business environment. As businesses continue to evolve, the versatility of PDFs ensures their continued
relevance and prominence in the realm of digital documents.

Emily Shaw is the founder of DocFly. As a software developer, she built the service from scratch and is
responsible for its operations and continued growth. Previously, she studied engineering at the
University of Hong Kong and mathematics at the University of Manchester.

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