Our reliance on technology is only increasing with the passage of time. We are straying away from traditional paper files and moving towards digital versions. One key reason for the transition is convenience: digital data is easier to manage, can be stored in multiple places, and is environmentally friendly.
One format that we’re all familiar with is PDF. Billions of PDF files are created and used daily in every sector and industry. While you can easily view these on any browser, you need a PDF editor for editing and securing pdf documents. You may wonder why you need an editor when you can just convert documents, but these make your work more efficient and manageable:
1. Easily Create and Edit Documents
You can easily create PDFs by saving files on word processing applications like MS Word, Pages, or Google docs in PDF format. However, with a PDF editor, you can create and edit the PDF file, which is impossible to do with other apps. With a PDF editor you can also create blank PDF pages and add text and images to it like it was a Word document. The software allows you to cut and add words, annotate, insert watermarks, change layouts, and include images and infographics.
Aside from the basics, you can use an editor to merge files and drag information sections from one PDF to another. The software also lets you export the file to a different format like Word, Excel, or image, HTML, and more. With a PDF editor, you can also scan copies of documents and, using Optical Character Recognition (OCR), can convert the image into searchable or editable text. This saves you time and effort by not needing to transcribe or retype information. A PDF editor also allows you to insert a digital signature into any document. This means that you do not need to print the document, sign it, then scan the paper again.
To edit data without a PDF editor, you need to convert the file into a different format to make changes. By manipulating information directly, you are saving time and can have access to more features.
2. Create Interactive Documents
You can also make interactive files with a PDF editor. An interactive file can allow you to create forms where users can check boxes and click buttons. These documents are easy to distribute, and you do not need to give edit access to everyone to get responses. It is an efficient way to gather information digitally and can be used by companies to receive feedback.
You can even connect the form to a back-end database for accessible data collection. This way, the software will organize your data, and you can swiftly analyze it. To improve your organization’s performance through feedback, consider creating interactive documents using a PDF editor.
3. Manage File Size
Large files with multiple pages, images, and infographics can take up a lot of space and can take longer to load on some processors. PDF editors help you by compressing the file size without compromising the media quality and format style. Compressed files are also easier to share. This feature is essential for organizations that have extensive records, for example, patient information. By compressing files, they can store vital data on a single hard disk.
4. Allow Collaboration
Sharing PDF files is common, and you do not need special software to accomplish it, but by sharing using a PDF editor, you and your team can collectively comment and edit on the same pdf file. The owner can limit editing rights according to accessibility. They can choose to make it fully accessible, so all changes are visible, or they can only allow reviewing, in which the team makes changes only visible to the owner. The owner or team leader can even put a deadline on shared documents to ensure efficient work. By collaborating on a PDF, a team can share ideas and make improvements to increase the quality of work.
5. Provide Security
One of the biggest fears associated with digital documents is their lack of security, as anyone who gains access can leak them. PDF editors counter this dilemma by providing a reliable security mechanism. They allow you to password-protect your files and may also enable you to protect your files with a digital signature, so only you can have access. You can modify and revoke access at any time as well. You may also use the redaction tool to censor information permanently.
6. Organize Documents
PDF editors can do more than just help you create, edit, and enhance your documents. The software is also perfect for helping you organize your documents, reordering and moving pages until you’re happy with the final result. With a PDF editor, you can split, merge, reorder, and crop pages of your documents. But that’s not all. Aside from moving existing pages, you can also insert PDF pages from other documents, duplicate, and even delete pages from your documents.
PDF editors also allow you to create and add bookmarks to your documents, making them even more convenient to use, and even quicker to find your place when you need it. Like a clickable table of contents, bookmarks can help you navigate long pages, and remind you of important information or content. Never lose your place and pick up where you left off with your sorted, organized, and bookmarked PDF!
Since PDFs are widely used and no other format has been able to compete with them, numerous PDF editors are available for you to purchase and install. However, not all of them will contain the features and benefits listed above. To ensure you buy the most reliable PDF editor, research them beforehand. Look for features that suit you the most, and you’ll have a powerful, versatile tool in your hands.
Mike Hostetler is an Entrepreneur & Technologist currently working to help technical teams grow and thrive. Mike formerly founded appendTo, a boutique consultancy born out of the jQuery project. He is an active OSS supporter and currently serves as CEO & Publisher of ModernWeb.com. Mike is passionate about Remote Work, the Future of Work, Leadership and helping others succeed.