May 22, 2024
Office Talk: 7 Reasons Why You Should Convert Word to PDF

MS Word is one of the most reliable software today. It has replaced the old-school typewriter for professionals who need to encode letters, receipts, memos, etc. Because of this, there is no doubt that more and more people are trusting this software to aid their daily work tasks. While MS Word is a helpful tool to create these documents, using it for sharing and long-term archiving may not be the best option.

Word processing software such as MS Word is designed to create different kinds of documents. It has features that will allow you to personalize the contents and design of your documents. However, there are instances when sharing and using this file for archiving is not ideal. It comes in different versions which makes it harder to manage in the long run.

Why do you need to convert Word to PDF?

Luckily for you, there is a more effective way to manage your documents. By simply converting your Word to PDF, you can easily share these files with more users and it’s easier to manage your files. With the help of an online PDF tool such as PDFBear, you can conveniently convert your documents to PDF in no time. Here are some reasons why you should consider doing this.

1.It keeps the integrity of your document:

MS Word is editable files. It means that it is vulnerable to other users. Whoever may have access to your documents will have the capacity to edit the contents of your documents. If you convert these files to PDF, you don’t need to worry about it anymore. PDF cannot easily be edited. If you share it with other users, you can guarantee that the integrity of your document will remain intact. This will be helpful for confidential and sensitive documents that you share with other people.

2.It keeps the formatting of your file:

Many people love using MS Word because of its formatting features. You can choose different fonts, colors, and designs to make your documents look more presentable. However, did you know that these formats tend to change if you are using a different version of word processing software? Fonts are saved on a user’s computer. So, if the recipient does not have that, the document will use the default font save on his computer. This will truly ruin your document’s presentation. To make sure that you will keep the formatting of your document, you can convert it to PDF. It saves an image-like finish of your file. This will keep the formatting as the original document, regardless of which device they are using.

3.It can be interactive with links:

One of the best things about PDF is that you can easily access linked words with just one click. If you are doing a presentation via a Word file, you can use hyperlinks to essential keywords and link them to URL references. The users can easily access those references and they can have a better understanding of your presentation.

4.It’s easier to view and read:

As mentioned above, PDFs are saved like an imaging finish. It basically looks like an e-book when you view it on any device. Because of that, it’s easier for the recipient to view and read your documents. Moreover, PDF viewers have different settings that increase the readability of your document. They can zoom in on the page to have a clearer view of the file, they can change the background to make it easy on the eyes. All of these settings are personalized on the recipient’s view and will not affect, in any way, your new document.

5.It doesn’t have numerous versions:

The PDF file saved ten years ago can be opened, with full accessibility, today. Simply because PDF does not have numerous versions, unlike most word processing software. It is one of the best things about using PDF. You can be sure that your documents are reliable even after a decade.

6.It is mobile-friendly:

Now that more people are working remotely, it’s ideal to share documents that they can easily view on their mobile devices. Since PDFs are like e-books, you can be sure that your readers will be able to access them using their smartphones and tablets.

7.It can be protected with a password:

For documents that contain confidential and sensitive information, you have the option to protect them from malicious users. PDF has a special feature where you can add a password to the document. In that way, if a user tried opening your file, they will be prompted to input a password before accessing its contents. It’s a great way to ensure the security of your files.

Choose PDF for long-term document archiving

These Word documents are your bread and butter. This is how you mostly conduct your business and dealings with your colleagues and clients. That is why you need to make sure that it is always in its best condition all the time. By converting it to PDF, you can guarantee that your Word documents will be more accessible and reliable all the time.

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