Convert Document To Pdf

Written by Kevin Tavolaro
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Portable Document Format (PDF) files provide a means to archive and distribute data as universally accessible, secure documents. With such a variety of computers, software, and operating systems in the world, it's difficult to author a file that can be accessed just as easily on one platform as another. Compatibility issues can create many problems for businesses, as well as their clients and customers.

If you rely on digital files for the distribution and storage of important information, you most likely want to be certain that those files can be accessed when needed, and not subject to errors arising from differences between computers. PDF format was created to solve this problem by enabling cross-platform, universal accessibility.

The PDF protocol was developed by Adobe Systems, which originally created the format to streamline inter-company data exchange. PDF files were first intended to transmit records, memos, manuals, updates, and reports that could be accessed by any employee via the company network, regardless of his or her computer. Prior to PDF, many common file types were associated with a particular application. If a file created with one application was forwarded, the recipient(s) would require the associated application to open it. They would also need to be running the same operating system.

Why Convert a Document to PDF?

Adobe infused PDF with cross-platform compatibility by making it a self-contained format, embedded with all the data required to present the file exactly as it was authored. Other document-related programs, such as MS Word, present a file as it is interpreted by the system. For example, if you create a Word file with a particular font and forward it to a coworker, she will need to have the same font installed on her computer in order to view the file exactly as you composed it. If not, Word will substitute an available font, which can also alter the document's layout, alignment, and length, as the text is displaced by the change. When you create a PDF file, the font is embedded in the finished document, enabling it to maintain the same appearance no matter where it is viewed.

The universal accessibility of the PDF format makes it ideal for the distribution of electronic files. PDF documents are not only system-independent, but resolution-independent as well. This means that a PDF file will maintain its same appearance in spite of monitor size, window size, or resolution settings. The consistency of the format has many benefits, such as the ability to produce and distribute effective, dynamic media, knowing that all recipients will view the exact same document.

This is especially important with business tools such as sales charts, projections, graphical presentations, and other image-based documents. For example, a sales projection document may feature a color-coded chart. With a non-PDF file, crucial data may be misinterpreted due to cross-platform differences between color settings. The system-independent nature of PDF can protect your data from similar situations by promising an identical appearance on any platform.

Using PDF Files Creates Consistency

The consistent reliability enabled by the self-contained structure of PDF documents makes the format well suited for a number of uses apart from inter-office data exchange. For example, PDF is an ideal format for electronic publishing. Ebooks and other varieties of digital print media are becoming increasingly popular, as novels, manuals, references, periodicals, and more can be quickly downloaded to PDA devices and laptops, and exchanged between users. PDF is the most popular format for accessing these files, as it provides an efficient, easily negotiable interface. Portable Document Format is also superior for preserving the original appearance of the ink-and-paper documents, as is apparent when compared against other file types.

If you download two copies of the same ebook in two different formats, you'll immediately notice how well the PDF file replicates the appearance and easy navigability of a traditional printed book. A version of the same document in text format will consist only of unformatted text passages, which can be moved, erased, or replaced by the same application being used to view it. The consistency of PDF conveys a reliable quality that's missing from the more transitory file formats.

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