Friday May 26, 2023

Top Reasons why PDF Files are Better than Excel/Word Documents

shrink PDF file size

One of the most common file formats used is the PDF file format. It is extensively used in the medical, legal and real-estate industries, small businesses, schools and colleges. The format started gaining popularity around 2008 when Adobe released it as an open standard. 

The PDF format offers a broad range of nifty advantages over the other file formats like Excel, Word and PowerPoint documents. Here’s why the PDF is better than the other formats. 

Reduction of the File Size 

The PDF file format allows users to shrink PDF file size. If you are working on a document containing many graphs and images, you may have problems sharing the file through messaging or email since they have a size limit. When you need to share files, you can lower the quality of the PDF document and make the file size significantly smaller. 

As soon as the file is compressed, it becomes more accessible to share the file via email and messaging applications. 

Ease of Creation 

The PDF file format is popular today because it is easy to create these documents. Most applications allow users to share their current files as PDFs. You can copy, transfer or share the PDF file anywhere with a lot of ease. You can easily export the documents as PDFs on Mac or Windows even when using Microsoft PowerPoint, Excel or Word applications. 

Enjoys Universal Compatibility 

Since 2008 the PDF file format has been an open standard and has received extensive support in all kinds of applications. Most browsers are capable of opening PDF files and displaying them. Also, most modern operating systems come with basic pre-installed applications to quickly open PDF documents. Therefore, the same PDF document can work on Mac, Windows and Linux, and the file will look the same. 

Ease of Portability 

The PDF file format is known for its portability and is right in the name. You can quickly move or transfer the files around without worrying too much. You don’t have to think of dependencies. 

Have you tried opening a Word Doc and only seen a warning or error message saying some of the fonts are missing in the document? Or when opening a PowerPoint presentation and finding some photos are missing in it? Everyone has faced such issues with Word, PowerPoint or Excel documents. With PDF documents, you don’t have to worry about anything. Once you have created the PDF file, you can easily share it with anyone, and the images, fonts, formatting and table contained in it will be safely moved with it. 

High Level of Reliability 

The PDF format is known for its reliability. When you create a PDF document containing any amount of data like images, paragraphs, tablets or vector graphics, the document will always display the data, in the same manner you view it. The PDF format is trustworthy, and you can export the documents you wish to share with others. You can also release the documents publicly so that the information you wish to convey is conveyed to everyone in the same manner as it was intended. 

Augmented Security

Securing PDF documents is no hassle at all. Users can secure their files quickly with a password, and the file’s contents will be protected from anyone who isn’t authorized to see it. When a PDF document is password-protected, the can file cannot be viewed without entering the correct password. 

After you have protected your file with password, you can safely share the file or transfer it over messaging or email applications. If you are a Mac user, you can use PDF Expert, and this program allows users to share the file from the Export dialog box directly. Furthermore, you can even remove a password from a PDF document if you want if you remember the original password. 

Huge Amount of Versatility 

The PDF file format is practical, and you can use it the way you want. You can use it for graphics, images, text documents, vectors, college assignments, long annual reports, spreadsheets, presentations, etc. The format readily welcomes different kinds of content, and that’s why it is one of the most versatile file formats you can use. 

Version Independence 

Suppose you have received a .docx file but don’t have the corresponding software installed on your computer. Your system will promptly return with an error message saying the file isn’t compatible because of a version difference. With PDF documents, you don’t have to worry about such things. The format is universally compatible, and you can open PDF files with any reader. Moreover, the files can be merged or combined. 

So, these are some of the reasons why PDF documents are considered better than Excel or Word documents. Start working on this file format to unlock its excellent benefits.

Also read about – Wordle Today

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