PDF or Portable Document Format is a file format that is known all over the world to transfer data from one place to another without losing any of the document contents. PDF was developed in the 90s by Adobe and over the years, this file format has gained popularity and acceptance all over the world, especially in businesses and companies who are using PDF as the default file format for their documents.
Apart from text and images, PDF supports other elements of digital content such as videos, interactive annotations, graphs, et. There are various reasons why PDF is global and used all over the world. Plus, using PDF for business is very beneficial and some of the benefits of using PDF for business are mentioned below.
1. PDFs Are Ubiquitous
PDF is a ubiquitous format that is found all over the world. Most companies prefer PDFs over other file formats because it is easily accessible and its content and formatting remain as it is. Companies who have overseas clients most do business through PDFs than any other file format because the data remains as it is, whether it is text, images, videos, or drawing, once you make a PDF, it will stay the same, plus you can share a PDF to any part of the world and it will be easily accepted.
Another thing about PDFs is that they are easily converted into other formats and also other formats can be easily converted into PDFs. Whether you need to convert PDF into any other format such as PDF to Word, or PDF to JPG then it can be easily done. Similarly, if you need to convert other file formats into PDF such as Excel to PDF or PPT to PDF then it can also be easily done.
2. Can Be Password-Protected
One insecurity that most people have is about the privacy of their documents. Any negligence could land the documents in the wrong hands and if it contains sensitive information such as banking information or personal information then it could be very problematic.
Luckily, PDF files can be secure using a password. So, after you create a PDF file, you can secure it with a password and in this control who has access to your information. It is an extra layer of security that prevents anyone from accessing your data and information, even if someone was negligible to let the documents fall into wrong hands.
3. PDF Is A Global Format
PDF is global, not only is it used in different companies and organizations all over the world but it is also supported by almost all the Operating Systems. Whether you use macOS, Windows, Linux, Android, or iOS, you can create and open PDFs on all Operating Systems with ease and the best thing is that the document formatting remains whether you are opening PDFs on Windows, Mac, or any other platform.
If you are away from the office and need to access some important documents, then you can do it through your mobile phone. The convenience of PDFs increases their demand so much and as they are compatible with computers, tablets, and mobile devices, they are considered to be one of the best file sharing formats.
4. Small Sized Documents
Companies and Businesses are now shifting to paperless offices and it has in fact become a reality. Most businesses now prefer to store the data and information into digital documents instead of storing it into paper documents because it now only saves a lot of space and time but it is much easier to find a specific piece of information through digital documents than paper documents.
There are many digital file-sharing formats available but the best one is PDF, which can not only store a huge amount of data into small-sized files but it doesn’t interfere with the quality of documents. Regardless of the size of the documents, PDF tries to compress them into a small file without affecting the quality of the documents. This not only frees up extra storage space on your hard disk and allows you to add more documents, but the information is easily accessible on PDFs.
5. Support For Non-Text Elements
There are many things about PDF that distinguish it from other file formats but one of the very appealing features of PDF that makes it better than other file formats is the support for Non-Text Elements. Let’s take Word documents for an example, which have limited support for non-text elements and it is easy to lose those non-text elements such as images, video, and other multimedia when you convert into other documents and this could be a huge problem for businesses that are operating under tight deadlines.
With PDFs, that is not the case. You can insert all sorts of non-text elements such as images, videos, notes, and they will be transferred as they are. You needn’t worry about losing the contents of the documents when you transfer PDF from one place to another. Due to this, PDFs are very efficient in the transfer of data & information that is difficult with other file formats.
Over the years, many file-sharing technologies have come and gone but one file format that has been here for a very long time is PDF. As mentioned above, PDF is a universal format and it is accepted all over the world. It is an ideal file-sharing format that is used by many businesses around the world. People who are looking for an ideal file sharing format for their business should pick PDF because it is very effective and accepted all over the world plus PDF is one of those technologies that is futuristic and will stick in the future with us.
Of course, there would be some changes and upgrades to PDF to make it much more effective, efficient, and flexible. All of this would be for our good. Businesses who haven’t yet implemented PDF, well here is the chance for them to implement technology into their business that will stick with us for a long time.
If you are interested in even more business-related articles and information from us here at Bit Rebels, then we have a lot to choose from.