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?
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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.
What Makes a PDF Editor Reliable
Modern businesses will benefit from having a reliable PDF editor on hand for their document-related tasks, but what does reliability mean in this context? For a PDF editor to be reliable it has to be fast, capable of handling documents of different sizes, and have all its features work correctly at all times.
Guide to Choose the Best PDF Editor
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The best PDF editor for a business depends on its specific needs and the nature of its operations. You can use the guide below to choose the right PDF editing software for your business:
1. Determine your Needs
All companies have different modes of operations, so it helps to determine what your specific PDF needs are. If you need to handle simple tasks like highlighting text, adding text to a document, and filling out forms, a basic PDF editor will suffice.
However, if you have more advanced needs like adding electronic signatures to a PDF document, redacting sensitive text, using optical character recognition (OCR), and converting a PDF document to other file formats, you should opt for more powerful software.
2. Balance your Needs with Your Budget
Some PDF editors are free while others can either be purchased or have a subscription plan to give users access to a specific period. The free versions usually have limited features, often the basic ones.
Therefore, if your business has basic PDF needs, you can use the free ones. However, if you have more advanced needs, you may be better off with the paid versions because they often have plenty of advanced features.
Every paid version of a PDF editor is priced differently. Some of them that offer subscriptions limit features depending on the plan you pay for. Some also offer discounts if you pay for a longer subscription, so you should look at a few options and find what suits your budget before making your choice.
3. Consider Software Compatibility
Any PDF editor you want to use has to be compatible with the operating systems your company uses.
There are PDF editors that work across different platforms like Linux, Windows, MacOS, Android, and iOS. Some are better at handling certain types of PDF files than others. Compare the performance of different editors with the devices and files you and your employees regularly use.
4. Evaluate User Experience
A PDF editor with a clean and easily navigable design is better than one that is not. Therefore, you should opt for one that is well-designed and provides easy access to its features. This will increase workplace productivity because employees will be able to work on documents faster. It will also reduce the amount of time new employees will need to learn how to use the software.
5. Look for Security Features
Cyber attacks are a major concern for most companies, so they embrace software that keeps their documents safe from cybercriminals. You should adopt this mindset and opt for a PDF editor that allows you to encrypt and apply password protection to documents.
This is essential for business cybersecurity because employees will be able to share confidential documents without safety concerns.
6. Prioritize Software Integration Capabilities
Companies now use multiple software programs for their operations. If this is the case for your business, it is crucial that the PDF editing software you use can be integrated with a wide range of third-party software. This should include word processing software and cloud computing platforms.
7. Consider the Availability of Customer Support Resources
Ensure that any PDF editing software that you want to use for your business has customer support resources you can consult if you need help with a feature or your subscription. They should also have channels like email, phone calls, or live chat that you can use to connect with customer support staff. This facilitates seamless usage and swift issue resolution.
8. Check for Free Trials and Favorable Return Policies
Ensure that the PDF editors you are considering have free trials so you can test their features to know if they suit your business needs. This helps you be certain that the software works well for your company before you purchase it or pay for a subscription.
Also, consider if they have a favorable return policy or money-back guarantee so you can recover your money if the product does not give enough value for money.
9. Read User Reviews
Before deciding on a PDF editing software, read online reviews from other users to know if it is worth paying for or reliable enough to use for free. Also, read the reviews to find out if the features work as well as advertised.
10. Consider Future Needs
It is best to consider your long-term PDF needs before selecting a PDF editor. This will make it easy for you to seamlessly grow your company in the future or adapt to new demands that require advanced features.
Reasons to Pay for a Reliable PDF Editor
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It is normal for companies to look for every possible means to save money, and they might extend this cost-saving mindset to the selection of a reliable PDF editor. However, it isn’t easy to find reliable and secure PDF editing software like PDFPro for free. Here are some reasons why it is wise to invest in a paid PDF editor:
Access to More Features
Most paid PDF editors have more features than free ones. They allow you to do more with your documents, which increases workplace efficiency and productivity. It also makes PDF documents more secure.
Streamlined Workflows
Using paid PDF editing software streamlines workflows because they have more features. Sometimes when employees use free PDF software to edit documents, it may have file size restrictions, watermarks, and other restrictions.
Therefore, employees will need other software to modify the document to the state they want it. Paid software does not have these restrictions, so people can achieve their desired results in a short period.
Improved Document Organization
It is challenging to organize a large amount of PDF documents that you have worked on. However, premium PDF editing software organizes them neatly so you can easily find and access documents that you have previously modified with the software. This saves time and makes work easier.
Common Mistakes People Make When Editing PDF Documents
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These are the mistakes that often occur when people edit PDFs in work settings:
Overwriting Documents
On many occasions, people modify PDF documents and forget to save the new documents as a separate file, thus overwriting the original. This makes them lose important information or make mistakes that are difficult to reverse.
Overcompressing Files
Over-compressing a PDF file to reduce its size can affect the quality of the texts and images that are contained within it. This makes them difficult to view and read, which can affect work-related operations.
Refusal to Proofread
Some people refuse to proofread the pdf documents they edit. This can result in formatting issues and text misalignment that they could have easily spotted and corrected.
Conclusion
The PDF format has made it easier for modern businesses to work with softcopy documents. It is versatile and can be used for many daily office tasks. The contents of PDF files are always intact, regardless of the device or application it is viewed on.
Documents in this format are designed for their contents to be unmodifiable, however, they can be altered with reliable PDF editing software.
