Technology

Why Do You Need PDF: Functionality and Usage

If you often read e-books, print various documents, or use e-tickets, you probably know what PDF is. Usually, all documents of this type are saved in this file format. What is the purpose of such files, and how to use them with maximum profit? Let us dwell on these questions in the post.

What is the Purpose of a PDF?

A distinctive feature of a PDF is the peculiarities of storing such a file. It retains the look that was set when the file was created, and which does not depend on external factors. This means that whatever device and OS the user opens a PDF file on, it will always look the same. By the way, storing such files is easy if you have a PDF combiner in your offline software kit.

Let’s consider a simple example. You need to make a very important contract and send it to your chef for signature. You start the MS Word, add the relevant content (tables, text, fonts, diagrams), check the formatting, and save the doc. Then, the file is sent to your boss for approval. Finally, your chef opens the document on a laptop with a small screen, and the text and pictures are transferred to the next page, the tables are stretched out.

To avoid such problems, it is better to save files in PDF format. It preserves the formatting, regardless of the device and app the doc is viewed on. Besides, printing files becomes more convenient, as all elements of the file will keep their places, the text won’t go beyond the boundaries of the sheet, and the pagination of the text will remain exactly as it is on the screen.

How to Use PDF Files?

Here are the most common applications of the format.

1.   Viewing text

A user can view PDF files: instructions, e-tickets, magazines and books, brochures, posters, flyers, etc. Text editing is not available, and the file as a whole looks like an image pasted into Word, but you can use word search here.

2.   Printing files

If you always have a lot of printed materials, documents, coupons, and e-tickets, this file format provides wide printing options. Besides creating a PDF document from scratch, you can create it in Microsoft Word or Excel and then save the file in PDF format. Standard features allow you to do this without using additional converters.

3.   File protection

In addition to the standard features, it is worth paying attention to the security of PDF files. A PDF allows you to configure extended protection. For example, external links will not be available or an attempt to install additional software will be blocked. Also, important documents in which it is impossible to allow changes to some data can be protected from editing and sent for signing using an electronic signature.

If you still avoid using PDF files, we strongly recommend you try this format. This will greatly simplify your life.

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