PDF, or Portable Document Format, is a modern file format used to format, edit, and distribute read-only documents. It is one of the most common file formats. From text and multimedia to hyperlinks and illustrations, PDFs can handle a wide range of tools and functionalities to suit your personal as well as professional life. Continue reading to find out how PDFs can benefit you and your business today.

PDF file

Edit

PDFs are commonly known as read-only files and are notoriously difficult to edit. They were designed to be distributed without the need to be printed. Even if you were the original author of the file, formatting was seen as an impossible task. This soon led to a number of useability problems down the line. Over time, updates enabled users to make changes to documents saved to a PDF file format. There are a number of ways in which you can now edit your PDF document. Adobe Acrobat is one of the most popular methods. As with most of Adobe’s tools, it is not free. You may, however, be able to access a 7-day free trial to allow you to convert a single document as necessary. The quickest and easiest way to edit a PDF file is by accessing the original file on Microsoft Word. By making changes to the first document and saving it as a new PDF file, you can ensure both versions are kept accurate and up to date.

Resize and compress

PDF files that are too big are a common problem. Whether you want to send a copy of your CV to a prospective employer or you are in the process of emailing an invoice, sometimes they just won’t budge. But do not fret, help is at hand. There is a wide range of tools available designed to resize and compress the size of your PDF document. By making the most of these platforms, you can learn to send large files quickly and efficiently. Compression allows you to compress raw data into a readable format. This is particularly useful for documents with graphic elements as the entire file can be reduced without compromising the quality of the visuals. You can also specify how small you would like to resize images, fonts, objects, and data within the document. You must remember to save a copy of both versions for future reference. The process of resizing and compressing PDF files can be time-consuming and complex. To find out how to compress PDF files on your personal or work-based Mac computer and which pitfalls to avoid, visit setapp.com/how-to/compress-pdf-files.

Convert

As well as resizing and compressing, you can also convert PDF files to a number of alternative file formats and vice versa. You can download your own personal Pinterest board to a PDF for a work-related presentation. You may also want to download a PDF file to read on the move on your Kindle or smart device. This can be done by visiting a site that gives you the option to print the page. Simply select PDF from the print pop up box when you are requested to do so, and it will save as a PDF file as opposed to printing a physical paper copy. You can convert files from a PDF as well as to a PDF. There are a number of benefits associated with converting your documents into PDF files. It offers increased portability and mobility for reading on the go. It also allows you to preserve all visual elements including hyperlinks, so no content is lost during the conversion process.

Set passwords

When it comes to our personal data, safety and security are paramount. Passwords allow us to safeguard sensitive information and shield it from prying eyes. Whether you are working with top-secret facts and figures or are using a shared computer with unrestricted access, passwords can provide an additional layer of protection. You can also encrypt your files and have the final say in who can view, print, edit, format, copy, comment, and sign them. This can prevent any unwanted changes from being made to your documents without your prior knowledge or them being shared with other users without consent or approval. Data breaches are a growing problem for small businesses and large corporations with a digital presence. They can be intentional or unintentional and on a minor scale or have long-lasting consequences for millions of users all around the globe. Many users are unaware they have the option to apply a series of passwords to their PDF files. By having control over who can view and edit your files, you can provide customer compliance and safeguard intellectual property.

Comments

PDF files can be a great tool for cooperation and collaboration. With the option to make comments for review, you can keep up to date with any changes made by others and confirm their approval. Comments can be highlighted as accepted, completed, cancelled, and rejected. This is handy for businesses with large employee bases or workforces comprised of a series of different teams and projects. By making changes as you go in real-time, you can streamline working practices and speed up project deadlines. This can be a substantial time saver for your business in the long run. You can type your comment or draw your comment. You have the option to highlight, underline, and strikethrough text produced by you or others. The drawing tool is a great option for visual learners or to demonstrate a process with arrows or drawings. You can also insert shapes, lines, and stamps.

PDF is a revolutionary file format. It was designed to display documents with ease and in a fraction of the time of text-based alternatives. It has been a fundamental tool and a saving grace for small businesses and large corporations for decades. PDF files contain several built-in processes that many users are unaware of. Familiarising yourself with the wide range of tools available can benefit you at home as well as at work.