Wondering why you need to convert all your word documents into pdf files? Then this article is for you because we are going to discuss how converting your word documents into pdf files will help you. But before we get into the advantages of converting docx to pdf, let us get over the basics of a pdf file and why it is considered as a standard format to share documents.
If you are working in an office then you would know that PDF format is the standard format to share documents with everyone in your workplace, right from superiors and coworkers to clients and vendors.
What is a PDF File?
Portable document format is acronymed as PDF. It is used to display documents virtually on the screen of electronic gadgets. PDF is used to display data in an electronic form of independent software, operating system, or hardware they are seen on. It was developed as a Universally Compatible File by Adobe Systems and is based on the PortScript Format.
PDF files currently are the standard or go-to format for sharing documents in offices across industries. Regardless of whether you work in the field of medicine or run a law firm, in case you require sharing any document with your client or co-worker then you need to send it over in a PDF file.
So now that you are well aware and educated about what a PDF file is, let us move onto the benefits of having your documents in PDF format over Word documents. In case you are wondering how to convert word documents to PDF files, then don’t worry we will be covering that too.
Advantages of having your documents stored as PDF files
No matter which operating system you are using to open a PDF file from work, it will be displayed in the same way as it was on your office desktop. A PDF file will maintain its visual integrity regardless of the operating system, software, or device it is used to open the file.
Even if you use your smartphone to open a file that was last opened by you at work on your office computer, then you will see no change in the contents or the visuals whatsoever. This is one of the main reasons why people in the corporate industry especially prefer using the PDF format as their standard format of sending official documents.
It is easier to read and there are no changes in the graphics of the documents no matter which device you use to view the documents.
You can play around with whatever element you want on a PDF document. Right from images and videos to vectors, graphics, and normal texts, whichever form of visual you want to include in your content, you can view it on the PDF.
You will be surprised to know that you can include all these elements in one single document and save it as a PDF File if you want to. You can present the entire document on the projector for your next meeting with ease as well.
It is a convenient choice
PDF files are easier to handle and manage. Since you don’t have many areas to edit on a PDF file, the chances of having errors or changes on the document without your knowledge are significantly less. It can be viewed by mails, projectors, and even on smartphones with ease.
If you are thinking of conducting a meeting on a weekend but do not feel like going to your office room then you can easily open the PDF file and start the meeting conveniently.
It is one of the most secure forms of documentation
For those who didn’t know that you can set a password for a PDF file then you will be even more surprised to know how much secure the PDF format of documentation is. In case you want to share data with your very sensitive co-workers, then you can easily share the data saving it in a PDF file.
Now you might be wondering anybody and everybody can check the data, but you will be relieved to know that only people who have access to the password can check the contents of the PDF.
After you share the PDF file with the selected group of people, you can then send them the password over text so that only they have the access to the password. People who are not aware of the password won’t be able to open the PDF file or read the contents saved inside it.
It is compact and easy to manage
The majority of people have no idea about the amount of data that can be stored in one single PDF and the size of the PDF will also be surprisingly small. Yes, you read it right. You can enter a lot of data in one PDF file and share it across people through email or other forms of text messages easily.
Now that you are aware of the benefits of storing your documents in a PDF file, we will be moving onto the next step which is how to convert docx to pdf. Most people like to work on Word documents because there is a lot of scopes to make edits and changes in content.
But since word document is no longer the standard format of exchanging documents, here is how you can convert the word document to a PDF file and send it to your co-workers.
- Open the website of PDFsimpli and go to docx to pdf conversion software.
- You will be then asked to upload the document/s. note that you can upload more than one document if you want.
- You will be required to wait for a minute or two for the conversion to take place and the software to process the document.
- After the document has been converted to a PDF file, you can have a preview of the file and download it.