For most businesses, the complete elimination of paper isn’t really a feasible option; but that doesn’t mean that they can’t still participate in “go paperless” initiatives. Even small steps can help.
A small reduction in paper usage can cut costs significantly and make important daily tasks more efficient! Whether you work for a startup or a well-established company, reducing paper always has its benefits. Plus, PDFs can be your best friend, since many tools that aredesigned to assist in going paperless involve the use and management of PDF files.
Why use PDFs?
PDF is a file format that can be used without the need of a particular operating system or even hardware or software. Everything that is required for displaying the content of the PDF is embedded within the format including the fonts, texts, and the graphics. As a result, PDF is considered to be an almost exact digital representation of a paper document. So, for documents where the layout is important, PDF is the ideal choice. Plus, it eliminates the use of hard copies!
Generally, almost all computing devices including tablets and smartphones can display PDFs, and they will look the same regardless of the platform you use for viewing them. Apart from their portability, using PDFs is also a good idea for the following reasons:
· Quick access
By converting the documents to PDFs, you can quickly get access to the information. Websites and web pages can also be converted to PDFs so that you can, later, go back and have a look at them.
Converting Microsoft Word documents into PDFs ensures that the document cannot be copied, altered, or even printed without using a special PDF editing tool. Thus, you can give others access to your work without losing control of your documents.
Benefits of printing to PDF
When going paperless, printing to PDF can provide the following benefits.
1. Document formatting is maintained
PDFs enhance the efficiency and professional image of the company. With documents such as invoices and receipts converted into PDFs, it is easier to sort, file, and organize the files, plus their formatting is properly maintained. A big issue when sharing Word documents is that the formatting can change when being transferred between devices. This can make you look unprofessional to your colleagues. By printing a document to PDF before sending, you can be sure the document will look exactly the way you intended.
2. Client communication is made easier
Communicate sales and offers to your customers without paying for printing and postage costs. Since many people now have smart devices, it is easier to send out PDFs so that the customers can access it immediately. As a result, efficiency is increased while storage costs and paper copies decrease. PDF files can be easily retrieved on the go too, and can be shared via email or over a network with coworkers, clients, etc., reducing the hassle of carrying a pile of papers with you. Plus, the transport of data is more efficient, and no document couriers or fax machines are involved when you simply print to PDF.
3. File size is more compact
A huge advantage of the PDF file format is that you can compress high-quality files to a relatively small file size easily and without losing quality. That’s ideal for sending documents to clients because the file size won’t be too big to send over email, and PDF files don’t take up a ton of space on your hard drive. Next time you are sending that long presentation to a client or colleague, make sure to print to PDF!
4. Security and privacy are improved
When it comes to security, the only way to protect sensitive data on a hard copy sheet of paper is to lock it inside a filing cabinet or throw it in the paper shredder. PDFs on the other hand, can be easily encrypted with a password so that no one else can make changes to it. You can also redact certain information that you don’t want visible to everyone receiving the document.
Have any other reasons why it’s beneficial to print documents to PDF? Let us know in the comments below!