A lot of work in a professional environment involves exchanges of files like texts, reports, and PPT. While a lot of people use Microsoft Word or Google Docs to write their documents, they are more likely to share them in a PDF format. But why? This is because PDF files have various added benefits which do not come with Word files. Some of these benefits are as follows –
PDFs Are Compatible On Every OS
Microsoft is one of the world’s famous operating systems but a lot of big companies use macOS and Linux. And due to this word doc cannot be shared everywhere. So if you are sending a doc file to someone who works on MacBooks and iMacs then they might not be able to open them. Thus, sending PDF to the sender will be more feasible and if they want to have a word file, they can easily convert PDF to Word.
PDF’s Format Remains Intact
The format of an application or report is of prime importance when you are sending a professional document to your boss or any client. Sometimes when you send a word file, the format gets distorted. This happens because the receiver probably would not have the same version of the word that you are using or they are opening a word file on any other OS other than Microsoft. And this damages your reputation and the file does not look good.
However, this might not be the case when you send a PDF file. In PDF the format, font, and spacing do not get messed up when sending the file across different operating systems.
Word Documents Are Not Secured
If you send your document in PDF format then you get an option to apply a firewall on it. You can set a password to your PDF file and send the password to the designated person. This is the reason you will find that all your official documents will be downloaded in PDF format from the government website. However, if you are wondering that the PDF file might be hard to edit and you want to have a signature in any PDF file. You are wrong, you can easily edit PDF online using any online tool.
PDF Saves Space
One of the many benefits of PDF is that it saves space and one can store more PDF files than Word documents in their system. So if you are worried about your drive getting overloaded with documents, you can convert them all to PDF and save a lot of space. Furthermore, this quality of PDFs will also help you in sending documents in bulk over email because email carries only a certain size of documents to the receiver.
So these were some of the benefits of using a PDF file. If you are still comfortable sending a Word file then it’s your choice but facts indicates that a PDF file will be more convenient in day to day operations. Therefore, if you want to save space and have hassle free exchange of documents, switch to PDF files today.