With the rise of popular word-processing programs such as OpenOffice or Microsoft Word and the increasing number of office workers who preferred to use Google Suite for Documents, it is undeniable that there is still a need to make sure that your document file is easily accessible across all platforms. Users automatically assume that the other party has this software to read their sent documents for as long as it is saved with a .doc extension.
However, there are still several instances where the receiving end won’t have access to word-processing software. Hence, the need to convert doc to pdf file. Here are 6 more reasons to consider why you might need to use a PDF format when sending your documents.
PDF files cannot be edited
If you are sending confidential documents such as a contract, resume, or reports, it’s necessary to make sure that the information contained in your file is secured — especially for legal documents that may contain a watermark or a signature. If you are using a .doc file, whoever gets a copy of it has the capacity to alter or change the information in the document. This can jeopardize the quality of the file that you are sending. To make sure that the recipient won’t be able to edit your work, consider converting your document file to a PDF.
PDF will save your formatting
Since there is a lot of word-processing software available in the marketing, it is no guarantee that the format of your document file will be the same as the others. For instance, if you are using an Apple Mac computer and the recipient of your document is using a Windows computer, there will surely be a difference in the layout, font, and formatting of the file. Furthermore, if you are expecting to print this document, there may be changes as well once a different platform is used to extract it. So, if you are sending a formal proposal or a school project that has images, tables, and graphs in the document, it is advisable that you convert your doc file to a PDF. Through this, you can be sure that your file will be laid out properly once you send it.
PDF can be accessed through mobile
Mobile has undoubtedly surpassed the computer in terms of usability. Many users nowadays are accessing their emails, documents, and conversations via mobile. Converting your document to a PDF file will make sure that your document can also be viewed on a smartphone or a tablet. There are preinstalled mobile applications such as Adobe Acrobat that will enable every smartphone user, whether iOS or Android, to view your file. Think about this, if you are submitting a comprehensive report to your boss who is currently in transit, he/she may not be able to open a document file to approve it right away. With the help of PDF file, you can send it to him/her and have it read in no time. It’s convenient for both ways.
PDF is can be secured with a password
This is one of the things that many people may not know about a PDF file — you can actually set a password to access it. Going back to confidential documents, a PDF can be protected with a password before someone opens the actual file. For example, you are sending the payroll report of the entire company but you accidentally sent it to the wrong email address. If you are using a protected PDF file, you wouldn’t need to worry about it because the unintended recipient will not be able to access it without the password. Furthermore, you can also calibrate the usage restrictions to make sure that the document will only be accessed by the intended recipient. This is surely more secured than the “Read-Only” feature of a document file.
PDF rarely have several versions
Unlike in document file where the extension name varies depending on the software version that you are using, PDF doesn’t come in several version. Hence, it’s accessibility. Regardless of what PDF reader you’re using, you can access the file with all its features and the entire document will not be affected. If you are having troubles using different versions of Microsoft Word and the impact it does with the formatting of your document, PDF is the solution to that problem. Did you know that the same PDF file that was sent 10 years ago can be 100% accessible to the latest Adobe PDF version today?
PDF compresses files
Document files are, sometimes, not just pure texts. If you are doing a research paper or if you are creating a report, there is a high chance that you will insert images, graphs, and tables to your document. These additional elements can actually increase the file size of your document. By converting your doc file to PDF, you can also compress the size of your file making it easier to share via email or instant messaging.
If you’re sending a document file today, regardless if it’s for personal or business use, it’s time to consider the features that a PDF file can offer. Convert your doc file to a PDF today!