PDF is currently the most used file format all over the world and it is a great file type to use, especially if you are looking to get more work done in less time. PDF is universal and is used all over the world which saves from the problems and headaches of not being able to open or send a document. In addition, a PDF has multiple functions that the other file formats don’t have which makes PDFs so much easier to manage.
Today, we will be taking a look at some of the ways by which working with PDFs improves your productivity and how you can become more efficient just by using PDFs instead of any other file format. Let’s get started:
1. Modify Text And Other Elements
By default, the text and other elements in PDF cannot be modified but it is possible to get around that limitation and modify text and other elements in PDF. The easiest and simplest method to get around this limitation is to use Adobe Acrobat. PDF was created originally by Adobe and using Adobe Acrobat you can edit text and other elements of the PDF. You can change fonts, change font color, size, and move elements around.
Another way to modify text in a PDF is to convert it into other formats such as PDF to Excel, PDF to Word, etc, and then edit the document as required. This is a bit lengthy process but if your PDF has tables and other elements then it becomes necessary to convert into other formats but you can always convert the document back with the help of tools such as Excel to PDF or Word to PDF which allow easy conversion back into PDF.
2. Interconvertible
PDF can also be converted into many other formats including Word, Images, Excel, PPT, TXT, HTML, etc. There are different tools available by which you can convert a PDF into other formats in no time. Sometimes, while changing the format, elements and formatting of the document may change but it becomes helpful in various situations such as web development.
Other format files such as Word, Excel, or JPG can be converted into PDF using tools such as JPG to PDF. These tools are very useful and this interconversion ability of PDFs makes everything so much easier and simpler. Another benefit of conversion is that it reduces the file size of the document allowing you to save a lot of storage space.
3. Electronically Sign PDFs
Electronic and digital signatures have become so much popular in recent times and PDFs can be easily signed digitally. The whole process of printing, signing, and scanning a document can be long and tiresome, whereas, with PDFs, you needn’t do all this tiresome procedure. You can use softwares like Adobe Acrobat to digitally add signatures to your PDF documents.
This ability of PDF to be signed directly can be a huge time-saver, especially if the documents are related to contracts or business agreements. In addition to that, digitally signed PDFs are also accepted legally and the document format has all the necessary protections and security protocols in place for legal backing.
4. PDFs Can Be Merged Together
PDF is one of the few document formats that can be merged together. If you have various documents available in different files then you can merge them to create a single, long document with all the documents that you need. It becomes much easier to manage a single PDF file format and it also reduces the chances of a document being left out. Plus, you can break a merged PDF into single documents at a later time if you need to.
5. Extract Individual Pages
As mentioned, you can pull out individual pages from a PDF and convert them into separate files. This feature allows you to select one page of a document and convert it into a separate file without all the long and complicated processes. All the elements of the documents including contents, comments, and other elements are retained. This makes working with PDF so efficient and increases productivity.
6. Add Watermarks & Backgrounds
If your documents require watermarks and backgrounds then these can also be added directly to PDFs using software such as Adobe Acrobat. Watermarks are used usually for copyrights and security purposes to protect documents but these are also used for other purposes such as brand recognition, prevention of online theft, etc.
Adding a watermark to a PDF is as easy as it gets, you can upload the company logo or type in the text for the watermark and simply add it onto your PDF. Apart from watermarks, you can also add backgrounds to your documents just by selecting an image or a solid color to one or more pages in the document.