If you deal with a variety of documents with various elements like photos, links, and tables, then you need a consistent way to manage and interact with these files. The best solution for this is to convert your files to PDFs.
PDF files are a digital replica of your source file. They retain the same formatting components of the documents you convert them from, making them great for editing and sharing. You can even convert picture to PDF, Word to PDF, and Excel to PDF for simple transferring.
Because converting files is a commitment, you need to know why your files are better off in PDF form. To get you started, we have the best benefits of converting to PDF below.
Accessibility
Arguably the greatest reason to turn your documents into PDFs is for greater accessibility.
PDF files are the same regardless of the device they are being accessed from. This means that they can seamlessly be opened on your phone, home computer, or work laptop without complication.
Additionally, the file will keep the same elements and layout as your original documents. This means that you’ll have access to all components of the file like links and images.
The easier your documents are to access and edit, the better connected you can stay to your data and the more accurate it will be. PDFs simplify this process by keeping your documents constantly accessible no matter how you are trying to open them.
Storage
Another good reason to make use of PDF files is to make better use of storage.
While PDFs are not particularly large, they can be compressed to reduce their size. This is particularly important for files that have images and other forms of graphical data as they are bigger than text-only documents.
Compression in any manner does result in some quality loss, but the difference is extremely minor when compressing PDF files. As a result, PDFs are an extremely space-efficient file format for storage and sharing.
Security
PDF files also offer enhanced security compared to other document styles. Specifically, PDFs can be encrypted or secured with a password.
Any time you are sending your documents to others online, there is a risk of your data being intercepted by a cyber-criminal. You can’t always prevent this data theft, but you can minimize the extent of your losses by making the data unusable.
When your files are kept as PDFs, you can safely use and share them without fear of the wrong people accessing your data.
Convenience
Another fantastic reason to turn your documents into PDFs is for greater convenience.
PDFs have existed for decades and they are a widely-accepted document format amongst many businesses. Most other companies you interact with will surely use or have reader software for PDF files, meaning it’s a common language you need to speak.
Better yet, PDFs are incredibly simple to use and easy to understand. This means more focus on the data and finding solutions and less time navigating technical errors, confusion, and miscommunication.
PDFs can also be used for innovative tasks like e-signing. It can be difficult to pin down a client for a meeting to sign documents, but sending a PDF for an e-signature can ensure a quicker and smoother completion.
With this in mind, you can’t go wrong with your documents in PDF format. Document viewing and sharing is downright easier when your files are in a style that your colleagues understand.
Flexibility
A final benefit of PDF conversion is better flexibility for your documents and data.
PDF files are highly versatile and can be used for a variety of purposes. They are great for text-based files, but they are also perfect for documents with media on them like photos, videos, and sound clips.
Because PDFs are accessible anywhere and don’t take up much space, they’re a safe default save option you can always rely on. They can always be converted into other document formats or copied directly off of if you need an alternative style.
Closing Thoughts
PDF files are an excellent way to view, edit, and share multiple different types of documents you or your business might deal with. You can convert your existing files into PDF format to take advantage of this.
In particular, a few benefits stand out. This includes greater accessibility, better storage usage, enhanced security, increased convenience, and heightened flexibility with PDF files.
If you aren’t currently using PDF files, then you need to convert your documents before you run into issues with incompatibility. With the use of an effective converter, you can transfer any type of document into PDF format for easier viewing.