7 Significant Benefits of Using PDF for Business

Audrey Goodwin

2023-02-10 15:06:14 • Filed to: Knowledge of PDF Files • Proven solutions

You might have used a simple online PDF merger tool or some PDF converter service online at some point. Or you may have some experience with a PDF editor or PDF creator. In fact, you might even be a pro at advanced PDF tasks such as OCR and data extraction. Whatever your level of experience, using PDFs for your business helps you in many different ways. Whether it’s straightforward digitization of paper workflows using a PDF creator or advanced batch-processing of PDF tasks, the use of PDFs for any business brings an abundance of advantages. Let’s look at some of the benefits of using PDF for business.

Part 1. 7 Significant Benefits of Using PDF
Part 2. What Program Can I Use to Create PDFs

Part 1. 7 Significant Benefits of Using PDF

#1: Fixed Document Format

PDF is universally appealing because it is completely device-agnostic and OS-independent. No matter what device, or browser you use, a PDF file will look identical. The same cannot be said for most other formats like Text, Word, HTML, and so on. That’s the primary reason it is so useful for businesses. The consistency it brings translates into an accurate distribution of information regardless of the platform.

#2: PDF is Ubiquitous

Although the early years of PDF saw a very narrow usage trend, the format quickly picked up in terms of popularity until it became the global standard for business documents. Now that it’s been nearly three decades since the first format came out, there are numerous downloadable and online tools to handle PDF workflows. That is solid proof that PDF is here to stay.

#3: Security is Guaranteed

PDF security has become an important part of the modern business workflow and has evolved over time. Today enterprise-grade security features such as password encryption and redaction are default features in premium PDF applications like Wondershare PDFelement and Adobe Acrobat DC. Such tools offer superior data protection and preserve the confidentiality of the documents that you share externally outside your company.

#4: Small Footprint (File Storage)

PDF files generally have a small footprint compared to a similar document in Word and other formats. Unless your file is packed with high-resolution images, it will only be a few MB in size. Of course, larger files are often used for business requirements, such as regulatory filings, training manuals, and so on. Nevertheless, PDF has the smallest footprint in terms of file size. This allows organizations to save on on-premise or cloud-based storage and archiving expenses that can easily go out of control.

#5: Supported by Any Operating System

Whether a user is running Windows, Mac, Linux, ChromeOS, Android, iOS, iPadOS, or any other operating system, PDF files are supported. All you need is a browser that can display PDFs or a software application designed to handle PDF files. No matter what your business requirement, there’s a PDF solution to fit that.

#6: Supports Non-text Elements

The beauty of PDF is that it supports all types of content, even embedded media. The combination of multi-media and multi-element capabilities along with a small file size makes it superior to formats such as TXT or even RTF. This enables businesses to use PDFs for text, images, graphs, tables, embedded content, file attachments, watermarks, redaction, and other types of non-text elements. That’s another reason why it is highly suitable for business use.

#7: It is the Future of Document Management Workflows

PDF is highly versatile, making it future-ready. Most businesses have already digitized their documents and archived them as PDF files, and the future belongs to PDF. As a flexible and robust solution for electronic information, it is superior to almost any other file format, most of which are only suitable in certain situations. In stark contrast, PDF can be used anywhere, and all you need is a simple tool to be able to edit and do other actions.

Part 2. What Program Can I Use to Create PDFs?

Composing a PDF file from scratch or creating a PDF by converting a file from a different format can only be done with a specialized online service or software designed to handle such tasks. A great example of such an application is Wondershare Wondershare PDFelement - PDF Editor.

What Other Features Does PDFelement Offer?

Convert PDF to Other Formats

PDFelement can accurately and quickly convert PDF files to more than a dozen different formats such as DOCX, XLSX HTML, RTF, EPUB, JPG, PNG, and more. The content will be preserved in the exact same format as it was in the source PDF file, but you will now be able to edit it in its own native application

Secure PDF

You can protect documents by adding Open or Permissions passwords. You can also mask existing content using the redaction tool, which is a permanent action that protects sensitive information from falling into the wrong hands.

Annotations

Collaboration is a breeze with easy and robust annotation tools to review and comment on shared PDF files. The new versions PDFelement take it even further with annotation lists and other advanced features.

Forms Management

You can easily fill a form, create one, or convert from another non-fillable format to create fillable PDFs. Intuitive tools like Form Field Recognition and Highlighting will help you along the way. In addition, you can apply a legally valid electronic signature or handwritten digital signature to PDF documents.

OCR

PDFelement can convert image-based text into searchable or editable text from in 20 different languages. The conversion is faster and more accurate than most other PDF OCR modules.

Batch Process

Instead of processing files one at a time, you can convert, add watermarks, extract data, etc. from a large batch of files by queueing them up in PDFelement and letting the software do the rest.

File Optimization

File size can be reduced by as much as 80% or more depending on the type of content it contains. This is accomplished using a complex backend process but the user only needs to select the output quality and hit the Optimize button, making it easy for anyone to do.

File Management and Page Management

Easily split or merge PDFs, organize pages, remove and add content, renumber PDFs and do more to get them the way you want.

Using PDFelement

Step 1: After you install the product and launch it, you’ll see an initial home page where various actions are laid out in a neat and concise manner. Choose the action you want to perform and use the File menu to open a PDF file. Alternatively, you can simply drag and drop a PDF into the interface and it will automatically open the file. You can also directly open a file using the welcome page icon for Open Files.

Step 2: Once the file is open, you can execute various tasks using the tool tab at the top. This includes editing, converting, form-filling, electronic signature, security, and more.

Step 3: Once a particular mode has been selected, you will see all the tools pertaining to that feature, and it will appear in a convenient position right above the document. Clicking on any of those options will reveal more tools right above the selection. Here, you can make lower-level edits such as font size, etc.

Step 4: Once you finish editing a file, use the File menu option to save it to your desktop. In the new PDFelement Pro DC for Windows, you can even save a document directly to Wondershare Document Cloud, which is a standalone cloud storage and electronic signature platform from Wondershare that has been integrated with PDFelement.

Final Words

PDFelement is to PDFs what PDFs are to document management. In other words, the flexibility and versatility that PDF documents bring to the world of business are exactly what PDFelement brings to PDF documents themselves. With PDFelement, you have the freedom to create, convert, and manipulate PDF files exactly the way you want them, making it an indispensable part of your enterprise software arsenal. It is also useful for educational institutions, teachers, students, professionals, creative teams, and anyone else looking for the best way to securely store and distribute business-critical and mission-critical information, whether it’s text, imagery, file attachments, links, or just about anything else.

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