Businesses nowadays frequently share and distribute documents digitally – whether it is invoices, brochures, posters, reports, or anything else for that matter. Out of the numerous document formats out there, PDF is arguably the most popular among businesses, and by understanding its advantages you will be able to capitalize on them.
Simply put PDF is a format that has several key advantages that you should be aware of:
– Layout and formatting is preserved
Many other document formats frequently have issues with the layout and formatting of documents when they are viewed on different devices and platforms. That isn’t great for businesses as not only does it look unprofessional but it can cause confusion and mistakes.
Because PDF documents look identical irrespective of the device or platform they are viewed on, you don’t need to worry about any of that when distributing documents in PDF.
– Easy to view on any device or platform
While some formats are restricted to certain platforms, PDF is truly platform independent and can be viewed on practically any device or platform. Because of its popularity PDF viewers are easy to find, and most devices have them installed.
Nowadays you’ll find that the majority of browsers are able to open and view PDF files as well.
– Small file sizes
All PDFs use a variety of compression algorithms to compress images and other content that is contained within. Generally that means that your PDF documents are likely to have smaller file sizes than if the same document were to be stored in a different format.
For businesses it helps when file sizes are smaller for a number of different reasons. Not only does it make it easier to store the document as they consume less space, but distributing the documents by transferring or emailing them is much less challenging too.
– Customizable security settings
Unlike most other document formats, PDFs have a wide range of security settings that businesses can take advantage of to protect their files. That includes being able to password-protect documents as well as set up permissions for different users to read, edit or print the document.
On top of that it is possible to identify when PDF documents have been altered, making it possible to verify them and ensure they haven’t been manipulated.
Now that you understand the advantages that PDF documents present to businesses, it should be easy to see how they could benefit you. The only downside you may encounter is the fact that finding a good editor to manage and alter PDF documents can be tricky as many are either too basic or too expensive. That being said there are some options you could try, such as Movavi PDF Editor Mac.
Generally however it is easier than ever before to create and store business documents in PDF, and the popularity of the format has resulted in many business applications integrating it into their software in some form or other. In short it shouldn’t be too hard for you to switch your business over to PDF and reap the rewards of doing so.