Gone are the days when we used to carry files to the workplace, stacked on the table, going through several of them, signing them – and files here mean the physical ones, not the soft copies, but hard copies. Then came computers and laptops, the advancing technology making it possible to store as many files that could never have been stored or stacked on an office desk at once.
Files can be stored on a computer or a laptop or a mobile phone in many formats. But the most common and convenient file format is PDF, which stands for Portable Document Format.
What? You still do not use the PDF file format? No problem. You will get enough reasons to do it once you read this article.
If you send any other file format to someone, they need to have that particular software to be able to open it on their device. This will make it difficult for not just the person who receives the file, but also for you. But, a PDF file is compatible with all operating systems on all modern devices. It can be easily opened on any device, without requiring any specific software.
This advantage is most important when it comes to working in a team. If you are preparing a team report, a proposal, or a project along with a team, you will require the input of all the members in it. It is very easy to edit PDF.
A PDF file supports annotations, it is possible to highlight text, scribble, draw, and add notes. Anybody who has access to the file can do it, so you can easily get good and detailed feedback from your boss on the reports you have prepared.
Data security has been an increasingly big concern these days. The PDF file format also has an option to secure the data in it by protecting it with a password. You can keep a password for a PDF file, and change it whenever you want, and only the people who know the password can access the file.
As the name itself suggests, PDF files are portable. This means that there are no fonts or images or designs or any other elements lost even if the receiver of the file does not have them. The formatting, tables, and all contents of the PDF once created will be ported along with it, with nothing getting lost.
Even when you are using any other file format, you always have the option to convert it to PDF format. All other software provides this option. And vice-versa, which means a PDF can be converted to any other file format, for example, you can convert PDF to Word.
It is not just the workspace where PDFs make it more convenient to share data and reports, but also in other places such as schools, colleges, and even homes. Assignments can be easily written and submitted in this format, even a grocery list can be prepared in PDF format. Thus, it is the easiest and most convenient file format of all.
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