In this digital era, many organizations are switching to digital file formats to improve efficiency in document management. Moving all your documents online eliminates errors associated with paper-based approaches and guarantees high data security.
Portable Document Format (PDF) is one of the most popular digital file formats. Adobe Systems developed it during the early 1990s. In 1993, they introduced it as a proprietary format at OS|2 and Windows conferences. And in 2008, PDF was released as an open standard (ISO-32000) and has since become increasingly popular.
A PDF file conveys vital information that can be readily accessed online and shared effortlessly via different digital platforms. Also, the distributed documents retain their original document formatting. Usually, text files may lose their formatting when opened on a different device. However, a PDF file maintains all formatting from the source file. Also, they display correctly on any device you use to view them.
That said, read on the four things you can do with a PDF file:
1. Convert
You can convert your PDF file to alternative formats such as Word, spreadsheets, PowerPoint, or RTF. For example, you may want to convert a PDF file into a Word document to make edits directly within the file. Fortunately, with technological advancement, conversion tools have been developed to enable users to convert PDF files into different file formats hassle-free. The following are the universal steps to follow during conversion:
- Navigate to the Converter platform
- Upload your PDF file using the ‘drag-and-drop’ option. You can also upload the file directly from your device by clicking ‘Open File.’
- Click ‘Tools’ and then ‘Export PDF.’
- Choose the file format you want to convert your PDF file from the Converting from PDF list. For instance, if you want to export the PDF file to Word format, click the Word Document (.docx) version.
- Select your preferred storage location, then click ‘Save’ to save the converted file.
Notably, many users prefer to convert their Word documents back into PDF format afterward using software like https://automateddocs.com/. That’s because PDFs preserve all formatting elements no matter how they’re opened. Besides, they offer increased portability and mobility. Read here https://www.foxit.com/word-to-pdf/ for more details on how to convert Word to PDF online.
2. Edit
PDF is one of the most restrictive digital file formats as it was explicitly developed for viewing documents, not meant to be edited. The read-only feature enables it to protect the original formats of documents.
However, over time, there’s been the need to modify PDF files. Editing allows PDF users to make changes to the original file to improve quality or make them more presentable. Luckily, PDF editors now enable you to edit your PDF documents seamlessly. Some are free, so you don’t have to pay a standard monthly fee.
With a PDF editing tool, you can insert new text, format your existing format, add form elements, annotate, and include images. And while every pdf editor has unique procedures for editing documents, below are the basic steps to follow:
To add new text:
- Open the File
- Select ‘Édit Text’
- Highlight the text you want to modify
- Click backspace to delete the unwanted words, then type your new text
To change the font:
- Highlight the text
- Navigate to the edit tab
- Select the font type and size
To add new images, click the “Add Image” on the toolbar. It generates a dialogue box that allows you to draw or insert an existing image from your device. You can resize or drag the object to the right spot using the dialogue box handles.
3. Merge
PDF merging is combining two PDF files into a single document. Merging PDF files into one eliminates the need to organize and review multiple documents. Additionally, you can share a merged PDF file faster and more efficiently. Besides, recipients can easily find the information they need.
You can merge your PDF files using a PDF combiner or an online converter. Here are the basic steps to follow when merging:
- Visit the PDF online converter platform
- Drag and drop the PDF files you want to combine into the drop zone. Alternatively, you can use the ‘Select’ tab to browse and upload the files from your device.
- Click the up and down arrows to rearrange your documents in the correct order
- Select ‘Merge Files’ to combine the two files
- Download and store your merged file in your preferred location
Notably, you’d want to use a cloud-based PDF combiner that safely hosts its services in the cloud, allowing you to work on your PDFs from anywhere.
4. Add Signatures
Append a signature to your PDF file if there’s a need, for instance, if it’s a legally binding contract. To do that, select Fill & Sign > Sign > Add signature on your toolbar, then add your signature by typing, drawing, or uploading an existing one from your device.
Conclusion
Occasionally, it might be necessary to modify your PDF files to organize your documents better or facilitate easy sharing. Fortunately, with the advent of technology, working with PDFs is now beyond easy. You can convert, edit, merge, and add signatures to your PDF files using tools such as online converters and PDF edits. Most importantly, consider using a PDF tool with incredible features to maximize value.