If you use a computer or laptop at work, files saved in PDF format won’t be unusual or unfamiliar to you. You’ve probably encountered the “Save File as PDF” function more than once. But what exactly is this format, what is it used for, and how do you save a PDF file and convert a Word document?
Saving files to PDF – what format is it exactly and what is it used for?
PDF, or Portable Document Format, was developed by Adobe, a company that owes its reputation, among other things, to its production of computer graphics software. The word “portable” comes from the English language and means “portable.” This means that using the PDF format, you can transfer documents to various devices, send them to others via email, or post them on websites for reading.
Saving your work in PDF is very convenient when you’re sending someone an important contract, a crucial document, or even an image and want to make it difficult or impossible for the recipient to edit the file. It’s also possible to encrypt the file for additional security. In this case, to open the received PDF message, you’ll need a password, which is set by the sender. This format is also helpful when you want to have a real preview of the item that will be printed.
PDF is used to publish eBooks, embed user manuals, read text files, preview images, and even play videos. Saving Word to PDF allows you to view all these documents, even in a web browser, without the need for an application installed on your computer. Furthermore, whether you open the file in a browser or with a downloaded program, it will look the same. Converting items to PDF also means you can open them on any device with any operating system. So you don’t have to worry about the recipient using different software than you.
How to save a Word file to PDF? Step-by-step instructions
When you’re finished editing your document, click “File” in the upper left corner of the screen, then “Save As.” When the save window appears, find “Save as type” at the bottom and select “PDF.” If you’re using the Google Docs word processor in your web browser, click “File,” then “Download,” and then find the PDF format.
PDF software has many useful navigation features that make reading a document easier. One of its most important advantages is the ability to reduce or enlarge the view without losing the quality of the text or graphics. You can adjust the document to fit your monitor size.
You can write comments, create a thumbnail of the displayed page, or add a bookmark if you’re reading an e-book. Furthermore, you can use the “Read Aloud” option, which will have the document read to you in a pleasant, female or male voice. A useful feature is the drawing feature, which allows you to add notes, highlight interesting passages of text, or simply decorate the document with whimsical drawings. The PDF format also allows you to embed a hyperlink that will take you to a page related to the displayed text.
Saving files from other programs to PDF
The process is similar for other programs, such as Microsoft Excel or PowerPoint. Converting to PDF is also straightforward. You can also save the file in this format using numerous online tools. All you need to do is upload the document to a website converter and convert it to PDF. But what if you want to edit the finished element?
One way to edit PDF files is to install Adobe Acrobat DC. You might think the Standard version would be sufficient, but it’s only available for Windows. Adobe Acrobat Pro DC, however, is also supported on macOS devices. Both versions allow you to sign documents, edit them, and convert PDFs to other Microsoft Office formats (including PDF to Word, Excel, PPT, etc). There are also many alternatives to the Adobe program, such as SwifDoo PDF for Windows.
Another way to edit a document is to use the Adobe Acrobat website. The website allows you to convert a PDF file to a Word document, allowing you to edit it however you like. There are many other free converters available online, but they aren’t as accurate as Adobe Acrobat and can significantly distort the file.
At first glance, for someone new to PDF files, it might seem complicated. Converting a Word file to a PDF can be even more challenging. Nothing could be further from the truth. Converting Word to PDF shouldn’t be difficult either. A few clicks are all it takes to get the desired result.
Editing a PDF file, while difficult, is not impossible. There are paid software options available online, as well as many free converters and tools designed for this task.