PDF is short for portable document format, and it was initially developed to view digital files conveniently. Initially, an entire PC system was needed to access digital files, which limited the use. However, Adobe identified this problem and resolved it for college students. Over time, the format became so popular that offices worldwide now use it as their default file type. There are several advantages to using PDF file format, and it comes with a few limitations too. This article will venture through the utility of PDF file format.
Let’s start with all the good things first by listing down all the pros of PDF format. It will also give you an idea regarding their popularity. The pros are discussed below:
- Universal compatibility: You can access the PDF format from any operating system, saving a lot of time. Sometimes with different formats, the script gets distorted when different OS access the file. Universal compatibility is particularly crucial when you are sending the file to an unknown person. Also, if you want you can easily convert PDF to Word online and save the document for editing and formatting purposes.
- Graphic Integrity: A PDF file works in a universal format, and it does not require external resources for viewing. This means that no matter which version you use or which device you are on, you will access the original copy of the file.
- Multi-utility: A PDF file format gives you the liberty to experiment with the document. You can compile 3-D animations, hyperlinks, and other such add-ons into one document and ensure universal accessibility. You can use the compiled document for your presentation, reports, etc.
- Convenient: This is one of the USPs of the PDF. PDF files are easy to use and access. You just need to have a necessary application for the same. You can just click on the file on your phone or PC, and the document will pop right up without any gimmicks. Editing these files is also easy; you just have to access several PDF editors available online.
- Security: The security options that come with PDF file format make it popular with businesses and professionals. You can add a security key to the file along with digital signatures. To prevent plagiarism and blatant copying, PDF also provided an option for adding a watermark to maintain originality.
- Compact: Frequently Exchanging heavy documents can be tedious and time taking. PDF files offer a practical solution to the issue of bulky files. You can simply compress the document into a Zip folder and transfer it easily with minimum data usage. The best thing is that the image quality remains intact upon opening the compressed file.
With all the good things that come with the PDF file format, there can be a few limitations. A couple of disadvantages are discussed below:
- Difficult editability: Only the original owner of the PDF file has the authority to change the content. So in an organization, when information is passed on in PDF format, editing it becomes a challenge. The main objective of a PDF file is to preserve and protect the content, which makes information extraction difficult.
- The difference in platforms: Different types of PDF formats require different methods and different applications for access. This is a rare issue, but you might come across this issue if you deal with PDF files frequently.