Understanding how to leverage computers is one of the most important obligations as a business owner. This also extends to using the right type of software and files.
Many people are unaware of the benefits that the PDF file format can provide. Listed below are some of the most notable that you should keep in mind.
All Modern Computers Are Capable of Using It
One of the most outstanding attributes of PDF files is that all modern computers are capable of using them.
In the past, there was a certain point in time where people used a mix of old and new computers. This meant that there was a chance that only those who had more modern devices were able to use certain levels of functionality.
In this context, this could easily apply to working with a PDF file. Today, however, virtually every machine that would ever be used in a business setting can easily open, edit, and send a PDF. This means you won’t have to worry about converting a PDF into a different type of file so that you can view it.
The same can be said for any clients that you work with.
You Will Retain the Document Formatting
Unfortunately, it’s fairly common for certain types of documents to lose their formatting when they are transferred. This is particularly true for files that you view with a word processor.
One of the most common scenarios involves sending another party a document that was created with Microsoft Word. Although everything looks fine on your end, it could be significantly distorted when viewed by the other party. More often than not, this has to do with two people using different versions of the same software.
Depending on the situation, a scenario like this could also prove to be highly inconvenient. For instance, let’s assume that you send a contract over to somebody else so that they can edit and otherwise proofread for errors. If the document does not display correctly, you may waste extra time resolving this issue.
Having access to this level of file organization can both save time and effort when transferring files to other people.
Small File Size
PDFs are notably small when it comes to file size. This means that they are also easy to transfer. Interestingly, many people tend to have a significant amount of difficulty when it comes to transferring large files.
This is especially true if they no longer have sufficient space from a cloud storage provider, such as Dropbox. The good news, though, is that PDF files can be fairly extensive and include a large amount of information while also retaining their small size.
It’s also important to consider the amount of storage that this type of file will take up on your device. This means that companies that frequently deal with a large number of PDF files won’t have to worry about allocating a large amount of storage.
In other scenarios, this could lead someone to keep multiple external hard drives on hand to accommodate storage needs.
It shouldn’t come as a surprise that password encryption is one of the most important attributes that a PDF file has.
Many PDF files contain sensitive data that would be highly valuable to hackers. This can include trade secrets, payroll information, and similar file contents that would prove to be catastrophic if they were compromised.
Additionally, clients may choose not to work with businesses that do not take sufficient security precautions. For this reason, it’s imperative that you take advantage of password protection when transferring important PDFs.
To ensure that you maintain a certain level of security, should also only provide the password to the other party through a separate medium. For example, you wouldn’t want to email somebody an encrypted PDF and then mention the password within the body of the email.
Instead, you should send the encrypted file to the other party and then tell them the password over a phone call.
Operating System Interoperability
Most of us are familiar with the fact that certain files can only be opened on certain operating systems. More specifically, computers that use Windows are the only devices capable of working with .exe files under most circumstances. The same is true for Mac computers and .dmg files.
PDFs, however, have operating system interoperability. This means that you can open them on any type of computer regardless of what operating system uses.
This essentially eliminates the difficulties associated with OS-specific file types, something that can easily become frustrating for many different users across virtually every industry.
The Format Is Here to Stay
Since the PDF format is so ubiquitous, it’s unlikely to be leaving anytime soon. This means that getting used to working with this type of file won’t require many changes in the future.
In fact, PDF files can be thought of as a universal format.
Since technology as a whole evolves at a rapid pace, it can be relieving to know that certain aspects will stay the same as time goes on. Be sure to keep this in mind moving forward.
The PDF File Format Can Be One of Your Most Valuable Tools
So, it’s essential that you do not neglect it. The good news is that leveraging the PDF file format is relatively easy and is sure to help improve your workflow.
Looking for more tips that can help you out later on? Check out the rest of our blog for plenty of more useful information.