If you use apps, like Word or Google Docs, you might not think that a PDF if necessary in your life. But, there are plenty of reasons why you might find having PDF printers and converters beneficial. PDF printers allow you to save documents in their original forms without having to worry about reformatting or other issues.
You can use a PDF printer to save your documents. The most important reason is that PDF printers save a document in the format that you want. It doesn’t matter where you open the document, if it is a PDF, it always looks exactly the same. No one can edit it.
But, when you use Word or Google Docs, your document could be reformatted when different computers are used to open them. Reformatting can be problematic when preparing a document for publishing.
Problems with Reformatting Documents
When a document is reformatted in Word, the pagination can change. This can affect documents that need to be printed in a certain order. It can also be an issue for teachers or other professionals who need documents to be referenced in certain places. When the pages are changed, it can be confusing to get to specific places. The pagination can also affect the way hyphens are used, too. So, words can be broken in unexpected and awkward places.
Another reason to use a PDF file is the fact that not everyone has the most up-to-date version of Word. So, when documents are shared, they can be changed into unrecognizable forms. In some cases, they might not even be accessible, especially if the document was created on a new version and sent to someone with an old version.
But, if you send a document after using a PDF printer, the recipient is able to see it exactly the way you want it to be viewed.
Using PDFs for Legal Reasons
For these and other reasons, those who work in the legal profession appreciate the PDF format. In fact, if a lawyer needs to submit an electronic document in court, it must be a PDF file. In court, an electronic document must be in a format that is unalterable. PDF files meet this requirement. These read-only documents leave electronic footprints if they are altered, and this is one of the requirements for documents that are admissible in court. Lawyers also like PDF files because they do not take up much space. They can be easily saved and accessed for as long as necessary.
Also, the legal profession and court system requires PDF files because they can be password protected. When you want only one person to see a PDF file and you send it via email, you can require a password for that person to open and view it. The password can be at the user level, so it provides security for legal documents that are “for your eyes only.” Those without proper clearance are not able to accidentally or intentionally open and view them. Those password-protected documents can be opened only by that one person, but any computer.
Federal Government Uses PDF Files
The legal profession is not the only industry that appreciates the use of PDF files. The government does, too. In fact, the government prefers to use PDF files because they are unalterable and can be compressed tightly.
Many of the forms that the federal government keeps online, like IRS documents, are in PDF form. So, users can either print them out, complete them, and mail them in. Or, users can complete them online and send them in electronically. But because the form is a PDF file, users cannot change the actual form. They can only add information, like their name, address, and necessary numbers. If the government used a Word document, it would have to worry about users changing the essence of the document. With the PDF file, there is nothing to worry about.
Owner’s Manuals and PDF Files
Another useful way that PDF files are used is for user’s manuals. To protect the owner’s manuals from changes, businesses save them and make them available to users in PDF form.
Otherwise, the owners who read them would be able to change them, which could create problems for manufacturers. Because electronic documents are so prevalent in today’s world due to PDFs, companies no longer have to include large paper copies of manuals. Think of the iPhone and its minimal packaging because the owner’s manual can be read online in PDF form.
The ubiquity of the PDF format has truly changed the way that the world saves and reads documents. PDF printers and converters are a necessity now. How do you use PDF converters and printers in your industry?