Modern businesses prefer to store their files as softcopy documents because they are easy to transmit, increasing workplace productivity. These softcopy documents exist in different formats, depending on their nature and what they are being used for. However, the PDF format is often the most used because of its numerous features and properties.
What is the PDF Format?
Source: Canva Pro
PDF is a file format made by Adobe. It is primarily used to store texts in a way that preserves their original state regardless of the device that the document is viewed on. In addition to texts, PDF files can also contain images, graphic designs, tables, infographics, and many other special characters.
Many companies use PDF documents because they are versatile and compatible with many devices regardless of operating system. There used to be dedicated software for viewing PDF documents but web browsers and other applications can now view them too.
Uses of PDF Documents
The versatile nature of PDF documents makes them have many use cases. Businesses use them to create forms, contracts, offer letters, reports, and other important documents daily. They can also be used to print out hard-copy documents and encrypt or password-protect sensitive information that needs to be shared.
One of the best features of PDF documents is their ability to keep their contents intact while being shared and viewed on different devices. Documents saved in formats like Word (.doc) that can store text and other special characters tend to shift their contents around depending on the device they are viewed on.
Can PDF Documents Be Edited?
PDF documents are also non-modifiable by default in most cases. When a recipient opens a PDF file, they usually cannot and should not edit its contents unless there is a task that requires it. However, many office tasks require PDF file modification, so every modern business should have a reliable PDF editor on hand.
PDF editors like PDF Pro can convert PDF files to other formats like.jpeg,.png,.xls,.webp, and.doc. They can also edit text, add watermarks to documents, merge and split documents, rearrange pages, and redact text.
The software also makes administrative tasks more efficient. For example, employees can use it to sign softcopy documents without printing, signing, and scanning the printed document.
