Facts You Should Know: 6 Main Benefits of Using PDF Files


PDF documents are commonly used by many users online because they are affordable and very easy to open and read. The advantages of using PDF to publish a document are many. 

The biggest advantage being that the document can be read by other devices easily. This can be done regardless of the operating system, whether it’s Windows or Linux, or Mac. A PDF file can be opened quickly and downloaded within minutes depending on the file size. 

Facts You Should Know 6 Main Benefits of Using PDF Files

In this article, we’ll briefly go through some of the key advantages of PDF and hopefully help you make up your mind as to whether it is right for you.

Ease of Use

Using a PDF document management service makes it possible for documents to be changed, added, or deleted whenever the need arises. Also, a person does not need to be a technical wizard to open, read, save or print a PDF document. 

If you’ll like to convert your current file format to PDF, there are programs like PDFBear that can help you easily convert different file formats to PDF, for example, XLS to PDF, Word to PDF, or ppt to PDF and so much more. 

There are a variety of software applications for managing PDF files; some of them are free, some of them are paid, and the best ones are developed by well-known businesses such as Adobe.

Also Read: Top 5 Free Pdf Editors

Compatibility and Ease of Access 

One advantage of using PDF files is that they are 100% compatible with just about any operating system and printer. When you download a file from the Internet, the file is sent over the Internet as an Adobe Acrobat file.

This means that it can be opened on almost any computer and the only requirement is that the computer has the Adobe Acrobat version installed. Another advantage is that there are several different programs available for viewing PDF documents. 

Ease of Document Sharing

If you are looking to share documents with people, you might be wondering why you should choose PDF and not some other format. There are numerous benefits of choosing PDF as opposed to others. 

PDF is incredibly universal, being accepted across the various platforms you might have on your computer, which means that millions of people worldwide can read and view the files.

The format has been used to create emails, website content, web pages, and more, so if you want to share a document with anyone on the internet, you can safely send it as a PDF file.

PDF documents are incredibly flexible too. You can use the format to create documents that are in the shape of a book, newsletter, brochure, or report. PDF files are commonly used in combination with other formats to provide extra functionality and benefits.

Image Integration

There are many benefits of using a PDF file, one of which is that it is very easy to integrate images into your site.

Most websites contain a lot of graphics and photos, and it can be hard to choose which images to display on your pages without using some sort of image editing software. This is one of the reasons why so many web designers use PDF for their websites.

If you’ll like to publish an e-book or a guide online with lots of images, using PDF would help you maintain the original image format in high quality. You can use Adobe Acrobat to open the PDF file and it will let you easily manipulate the images in it. 

There are different features available for Adobe Acrobat that include a toolbar to help you manage the documents and the zoom option so that you can see all the details of the images. You can even crop certain areas of the image.

All of these options will make it very easy for you to modify your document and its accompanying graphics.

Small File Size

The PDF file is widely used by many users all over the world as the most compatible document format. PDF is capable of carrying images, videos, and other multimedia content without having to use up all your space. 

With PDF you can easily compress large files to create a high-quality document that won’t consume a lot of your storage space. This is ideal if you’ll like to save space on your hard drive or when you’re working with limited storage space. 

Many online programs can help merge or compress your PDF file into a smaller format. 


It is recommended that the PDF file is downloaded from a trusted site only. This ensures that your confidential information is not available to hackers who may harm your computer or steal your business information.

All  PDF file formats have the option of being password protected and therefore are safe from any type of security breaches. All the PDF file formats also allow the user to customize the security settings of the file.

A perfect example of this security feature of the file format is the fact that PDF does not allow the user to change the size of the font except with the use of a third-party PDF editor. 

Another example, let’s say that you have a thesis that you’re working on and you want it to be available only to people who are involved with your study. With a password-protected PDF viewer, you can make sure that only the people you need to have access to the thesis can do so.

Also Read: Word Counter Tool: Why You Need This Tool While Writing? 


Now that we know the advantages of using PDF, the easiest way to get started is by searching for a PDF viewer in the search engine of your choice. Once you have found one, you will be able to view PDF files effortlessly. 

One of the best ways to make sure that your PDF documents are well-maintained is to regularly back up your files. A PDF file can be backed up using an online service, such as the one provided by Adobe.

Backing up your files will ensure that if your computer crashes, you will still have a copy of your document. This will also allow you to restore your document in case your computer gets lost or damaged.


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