- Rebecca Tomasis
- 1 day ago
- 7 min read
Think of PDFs (Portable Document Format) as the ultimate chameleon of file formats—consistent, reliable and ready to work wherever you need them. They look the same on any device, handle both text and images with ease and can be used for everything from presenting polished mockups to organizing important documents. image file type, PDFs offer versatility in managing both visual and text-based content seamlessly.
But what makes PDFs such a go-to format and how can you really make the most of their versatility? In this article, we’ll break down everything you need to know about PDFs—how they stack up against other formats, their pros and cons and how to create your own. Whether you're working on graphic design projects or managing documents, PDFs are a reliable tool you can count on.
What is a PDF file?
A PDF is a digital file format designed to present information consistently, regardless of the software, hardware or operating system used to view it. Created by Adobe in 1993, the format ensures documents maintain their layout, fonts and graphics exactly as intended.
The core philosophy behind PDFs is universality. Unlike Word documents that may shift formatting between devices, PDFs lock their elements into place. This is why they’re so widely used for invoices, presentations, eBooks and other important documents that require a professional appearance.
PDFs may contain text, hyperlinks, buttons, video, images, audio and form fields and can be encrypted so that a password is needed to view it. If you've ever downloaded a web form, press release or another type of detailed document, chances are you've already used a PDF file.
What are PDF files used for
The versatility of PDFs makes them ideal for a range of applications. Here are some common uses for this file format:
Business documents: Contracts, invoices and reports are often converted to PDFs to preserve their layout and ensure they open the same way across devices.
Graphic design: Designers frequently use PDFs to share finalized digital design layouts with clients or print shops, as the format supports high-resolution graphics.
Education: From academic papers to eBooks, PDFs are popular for educational use because they are easy to share, read and annotate.
Event planning: Agendas, programs and promotional materials can all be shared as PDFs to maintain a polished, professional appearance.
Advantages of using PDF files
PDFs have carved out their niche for many reasons, but their advantages truly stand out when you start comparing them with other formats.
Consistency across platforms: PDFs ensure that your file looks the same on a smartphone, tablet or desktop. Whether it’s the fonts, buttons or images, nothing shifts or changes position.
Compatibility: Most devices come equipped with PDF readers, so you don’t need specialized software to view them.
Security: PDF files offer password protection and encryption options, which makes them ideal for sensitive documents like contracts or invoices.
Multimedia features: Beyond text and images, PDFs can support links, videos and interactive buttons, making them versatile for both static and dynamic content.
Compression: Large files, such as image-heavy brochures, can be compressed into PDFs without losing much quality, saving storage space and making them easier to email or upload.
Tip: PDFs can be a powerful tool in marketing strategies, helping to enhance website visuals, boost performance and increase user engagement.
Disadvantages of using PDF files
Despite their many advantages, PDFs aren’t without their limitations. Understanding these drawbacks can help you plan better when deciding whether to use a PDF for a particular purpose.
Editing difficulties: Once saved, PDFs are difficult to edit directly without specialized software. This can be cumbersome for documents requiring regular updates.
Larger file sizes: While PDFs can compress some content, they can still end up being larger than other file types like plain text or simple images. This might cause storage or sharing issues for oversized documents.
Limited accessibility features: While strides have been made to make PDFs accessible, they sometimes lack adequate tagging for assistive technologies, making it hard for users with disabilities to interact with the document.
PDF vs other file types
Not all file formats serve the same purpose. Here’s a side-by-side comparison of PDFs and some popular file types to help you decide when and why to use them.
PDF vs HEIC
HEIC files are widely used for photos on Apple devices because they offer smaller file sizes without compromising image quality. This makes HEIC an excellent format for storing and sharing personal photographs efficiently. However, HEIC lacks the stability and versatility needed for documents, as it does not support structured layouts or provide reliable cross-platform compatibility. PDFs, on the other hand, are specifically designed for preserving document formatting and are universally compatible across devices and operating systems.
PDF vs JPEG
JPEGs are a common choice for images due to their balance of quality and compression, making them ideal for sharing photos online. However, JPEGs are less effective when it comes to text or graphics, as they cannot maintain sharpness or clarity when zoomed in. In contrast, PDFs support both high-quality vector graphics and text, ensuring that documents remain crisp and clear regardless of zoom level or screen size. This makes PDFs a better option for text-heavy content or documents requiring precision.
PDF vs PNG
PNG files are known for their ability to handle high-quality images and support transparency, making them a preferred format for graphic design and web elements. However, PNGs are limited to single images and do not support multi-page layouts or a combination of text and graphics in the same file. PDFs, however, provide a comprehensive format for combining multiple pages, text and graphics in a cohesive and easily shareable manner, making them more suitable for documents and presentations.
PDF vs SVG
SVGs are a scalable vector format widely used for web graphics like icons and logos. They excel at maintaining quality regardless of size but are not practical for documents that require complex layouts, multi-page functionality or a heavy reliance on text. Unlike SVGs, PDFs are designed for handling a variety of content, from text and images to charts and forms, making them a far better option for creating and distributing detailed, multi-page documents.
PDF vs WebP
WebP files are a web-optimized format that offers small file sizes along with support for animations and transparency, making them an excellent choice for use on websites. However, WebP files fall short when used offline or for storing content that requires structured layouts, as they do not support multi-page formats or detailed typography. PDFs, by contrast, are ideal for preserving intricate document layouts, making them more versatile for offline use and professional applications.
Learn more about how to edit photos to choose the best formats for your needs.
Comparison of image file formats
How to create a PDF file
You can turn just about any document into a PDF. This includes word documents, excel sheets, web pages and images. This can be done directly using Adobe Acrobat or by converting a file to PDF format on your computer.
To start, select File at the top of your document. Then, you can select either Export, Download, Print or Save As to save the document as a PDF. Depending on the system, this conversion feature might be found in different locations, - but it is available across Microsoft Office, Google Drive and other programs on both Mac and Windows.
You can also turn a webpage into a PDF on apps like Chrome, which have a “view PDF” option in the print section.
A third option is to use an online PDF converter application, which can instantly convert various file types into a downloadable PDF format.
How to edit a PDF file
PDF files are primarily used for viewing and not editing, so a standard PDF will not allow the viewer to edit. However, there are times when you’ll come across a PDF that is intended to be edited, such as a form. Forms include a special feature called form field which allows the user to type new information into the document and save the changes. It is also possible to electronically sign a PDF. This comes in handy when dealing with contracts and other legal or government documents.
Besides that, one can fully edit a PDF file using Adobe Acrobat software. The software even allows users to convert PDF files into editable Word, Excel or PPT files. While this option boasts the best features for editing a PDF, the downside is that it can be pricey. There are also free online tools that will allow for simple PDF editing, but users must examine the options to find ones that provide decent features and have no hidden costs.
How to convert to pdf file format
In some instances, you may need to convert a PDF file into a different format, such as PNG or JPG. If you're wondering how to convert an image, this process is typically straightforward and can be done using most graphic design software, like Wixel or online converters.
Easily convert your images to any format with the Wixel image converter tools:
PDF files FAQ
Are PDF files editable?
Not easily. To edit a PDF, you’ll typically need specialized tools or software. Simple annotations, though, can often be added with free PDF readers.