What is a PDF? What does PDF stand for?We've all used a PDF, perhaps thousands of times. But what is a PDF, really? A PDF, or Portable Document Format,...

What is a PDF? What does PDF stand for?

We've all used a PDF, perhaps thousands of times. But what is a PDF, really? A PDF, or Portable Document Format, is a file format developed to present and exchange documents reliably, independent of software, hardware, or operating system. The term "PDF" stands for Portable Document Format, and it is used to save files that cannot be modified but can be easily shared and printed. It encompasses various elements like text, images, hyperlinks, forms, buttons, graphical elements, and fonts. Let's explore, just what is a PDF.

History of the PDF: Who invented it, when, and why

Adobe Systems invented the PDF in 1992. The aim was to create a file format that could maintain fixed formatting, resembling a printed document. By making documents look the same on all computers, they became more accessible and shareable, increasing productivity in businesses. Ever since then, PDFs have proliferated the personal and business space and people have been asking "what is a PDF?"

Just what is a PDF file format?

A PDF file, standing for Portable Document Format, is a file format used to present and exchange documents reliably, independent of software, hardware, or operating system. Invented by Adobe, PDF files can encapsulate a wide variety of document types from text and images to complete, interactive 3D designs.

A key characteristic of Adobe PDF files is their ability to preserve the look of a document — including layout, fonts, colors, and graphics — across all platforms, thereby ensuring that the document appears the same way, regardless of the device or software used to open it. This is a critical feature when documents need to be shared or printed in a universal format.

PDF files can also contain interactive elements such as hyperlinks, forms, buttons, video, and audio elements. They can be password-protected for security, and digital signatures can be used to authenticate the source of a PDF file.

In addition, PDFs can be optimized for high quality print, standard quality print, or an ebook. They also support a version for long-term archiving of documents in which all the information necessary for displaying the document in the same manner is embedded in the file.

This universal and flexible file format is widely used in professional and personal contexts, from contracts, manuals, and ebooks, to scanned documents, interactive forms, and much more.

What is a PDF and how do you use it?

Now that we know just what is a PDF, let's see how we can use it. To use a PDF file, you need a PDF reader software. The most popular one is Adobe Acrobat Reader, a free PDF viewer that can open and interact with all types of PDF content. It's available for various operating systems including Windows, MacOS, and Android. Other PDF readers include Foxit, Google's web browser Chrome, and various other free PDF reader apps for iOS and Android.

A PDF, or Portable Document Format, is a versatile file format that preserves the fonts, images, graphics, and layout of any source document, regardless of the computer or software it was originally created on. This makes sharing documents digitally more reliable and easier, as it maintains the original design and layout across all devices.

PDFs are used in many contexts, from business and legal documents to forms, manuals, ebooks, and much more. They can contain links and buttons, form fields, audio, video, and even business logic. You can also protect your PDFs with passwords and permissions, integrate them with workflows, and even use electronic signatures.

Using a PDF is straightforward:

1. Opening and Reading PDFs: You can open a PDF file on almost any device using a variety of applications. Most web browsers, like Google Chrome, Firefox, and Safari, can open PDFs. Dedicated PDF readers, like Adobe Acrobat Reader, are also available for Windows, MacOS, iOS, Android, and other operating systems.
2. Creating PDFs: There are several ways to create a PDF. Many word processing programs, like Microsoft Word or Google Docs, have a feature to save or export a document as a PDF. Specialized software, like Adobe Acrobat, can create more complex PDFs.
3. Editing PDFs: To edit a PDF file, you will need a PDF editor like Adobe Acrobat Pro, PDFelement, or Foxit PhantomPDF. These applications allow you to change text, add images, modify the layout, and more. Keep in mind that the editability of a PDF can be restricted if the creator of the file has protected it with a password.
4. Sharing PDFs: Sharing PDF files is as easy as sending a file in an email, sharing a link if the PDF is stored in a cloud storage service, or even sharing it via messaging apps.
5. Remember, the main benefit of using a PDF is the ability to maintain the exact content and layout of documents, regardless of what computer or software is used to open them.

What is the main purpose of PDF?

The main purpose of the PDF format is to ensure that a document appears the same way, no matter what device or operating system is used to view it. The PDF captures a document as an image so that its contents remain consistent across all platforms.

How do I make a document a PDF?

To make a document a PDF, you can use the "Save As" feature in Microsoft Word, Excel, or Google Docs. Choose the PDF format when saving the file, and your document will be converted into a PDF. You can also use Adobe Acrobat to convert files from other formats, such as DOCX, PNG, or JPG, into PDF.

What does a PDF look like?

A PDF looks like a captured image of a document, maintaining the original formatting, fonts, and layout of the document. It can also include interactive elements like forms, buttons, and hyperlinks. Unlike web pages, which can look different on different browsers or screen sizes, a PDF will look the same on every device.

What are the advantages of PDF?

PDF files have numerous advantages. They retain their format irrespective of the device, operating system, or software used to open them. They are compact and can be shared or printed easily. They can be password-protected for security and can also support interactive functions. PDFs can also contain annotations and digital signatures. Moreover, they can be made compliant with the PDF/A standard, an ISO-approved version of the PDF specialized for the digital archiving and long-term preservation of electronic documents.

What is the difference between pdf and pdf/a?

PDF and PDF/A are both file formats based on the PDF standard, but they have some key differences designed to address different needs.

PDF (Portable Document Format): This is the standard format invented by Adobe that's used for preserving and exchanging digital documents. PDF files can contain a wide variety of content including text, graphics, images, and multimedia elements like audio, video, and interactive fields. They can also incorporate a range of external references and dependencies, like fonts, color profiles, and hyperlinks.

PDF/A (Portable Document Format for Archiving): This is a version of the PDF standard that's designed for long-term document storage and archiving. The 'A' in PDF/A stands for 'Archiving.' PDF/A files are self-contained, meaning that all the information necessary to display the document in the same manner, irrespective of the time and the technology used, is embedded in the file.

The key difference between the two formats comes down to this concept of self-containment. In a standard PDF, certain elements like fonts and color profiles can be linked to external resources. If those external resources change or are unavailable in the future, the PDF might not display as intended.

In contrast, a PDF/A embeds all necessary resources within the file itself to ensure that the document can be faithfully reproduced in the future, even if the original resources used to create the document are no longer available. For instance, all fonts used in a PDF/A document are embedded directly in the file.

This makes PDF/A an ideal format for archiving documents that need to be preserved accurately for the long term. However, it also means that PDF/A files can be larger than standard PDF files, and they can't contain certain types of content, like multimedia elements or JavaScript, that could potentially change over time or pose a security risk.

The PDF/A format is an ISO-standardized version of the PDF standard, and it has several subtypes (like PDF/A-1, PDF/A-2, and PDF/A-3) which offer varying levels of compliance and compatibility. These are designed to address different archiving needs and constraints.

What is the difference between a PDF and a Word document?

While both PDF and Word documents are used to display text, they serve different purposes. A Word document (.doc or .docx) is a file that can be edited and formatted easily. It's used when the content of the file is still being written, edited, or needs to be manipulated. A PDF, on the other hand, is used for the final version of documents that need to be shared or printed, as the format remains consistent across all platforms.

What are some advantages and disadvantages of using a PDF?

The major advantage of using a PDF is its platform independence. The appearance of a PDF doesn't change based on the device or software used to view it. Additionally, PDFs can be secured with a password, preventing unauthorized access. They also allow for the integration of multimedia elements, like audio, video, hyperlinks, and interactive forms.

However, editing a PDF can be challenging and often requires specific software like a PDF editor. Although PDFs can include various media types, large media files can drastically increase the size of the PDF, making it difficult to share.

Difference between Adobe Acrobat and Adobe Acrobat Reader

Adobe Acrobat Reader is a free PDF viewer that allows you to read, print, and annotate PDF documents. Adobe Acrobat, however, is a paid software that goes beyond just viewing PDFs. It includes features for creating, editing, securing, and converting PDF files.

Top Software for Creating PDFs

What is a PDF's best app for creating?

1. Adobe Acrobat: Adobe Acrobat is widely recognized as one of the most powerful and versatile software for creating PDFs. It allows users to convert various types of files like DOCX, PPT, and HTML into PDFs, while ensuring that formatting and layout are preserved. It also offers a host of advanced features like the ability to add security settings, embed multimedia, create forms, and more. It's available for both Windows and MacOS.
2. Microsoft Word: While primarily a word processing software, Microsoft Word offers an easy and straightforward method of creating PDFs. Users can write and format their document as they would normally, and then simply choose to save the file as a PDF. This converts the Word document into a PDF, retaining all formatting, fonts, and images. Word is a part of the Microsoft Office Suite and is available for Windows, MacOS, and as a web app.
3. Google Docs: Google Docs, a part of Google's free, web-based office suite, allows users to create PDFs directly from the browser. Similar to Microsoft Word, once a document is created in Google Docs, it can be downloaded as a PDF, ensuring all formatting and text are preserved. Since it's cloud-based, it allows for easy sharing and collaboration.
4. Foxit PhantomPDF: Foxit PhantomPDF is a robust PDF solution offering a suite of features. Users can create PDFs from common file formats, scanners, blank pages, and even the clipboard. Additionally, it offers advanced features such as creating PDF/A compliant files for archiving, adding watermarks, headers, footers, and digital signatures. It's available for Windows and MacOS.
5. PDFCreator (Windows): PDFCreator is a popular application for creating PDFs on Windows. This free tool installs itself as a printer subsystem, enabling you to create a PDF from any Windows application that can print. It also provides the ability to encrypt PDFs and protect them from being opened or printed.
6. PDF Expert (MacOS): PDF Expert is a fast, robust, and beautiful PDF editor for MacOS. Besides reading and annotating PDFs, it also allows users to create PDFs directly from the application or by saving other file formats as PDFs. Additionally, it provides options to merge various documents into a single PDF.

Top Software for Reading PDFs

What is a PDF's best app for reading? There are a plenty, but there's really only one winner. See the list below.

1. Speechify PDF Reader: Speechify PDF reader is the best in class app for reading PDFs. With features like 200+ voices, multiple language support, focused interactive listening and reading experience and with a built in AI bot that you can ask questions to about your document, it rivals apps like Adobe and Foxit. Try it for free.
2. Adobe Acrobat Reader: Adobe Acrobat Reader is the most widely used software for viewing PDF files. It's free, reliable, and available for multiple operating systems including Windows, MacOS, Android, and iOS. Apart from reading PDFs, it allows users to annotate PDFs with comments, highlights, and drawing tools, making it a comprehensive PDF tool.
3. Google Chrome: Google Chrome is not just a web browser, but also a convenient PDF viewer. It opens PDFs in a new browser tab when you click on a PDF link, allowing you to view the document without needing any additional software. It also offers basic features like zoom, search, and print, making it an efficient tool for quick PDF viewing.
4. Foxit Reader: Foxit Reader is a multi-feature PDF viewer known for its speed and lightweight design. It offers advanced features such as annotation, form filling, and sharing via email or social networks. It also supports the secure reading of PDFs, enabling users to view PDFs that are password protected or include digital signatures. It's available for Windows, MacOS, Linux, and mobile platforms.
5. Nitro PDF Reader (Windows): Nitro PDF Reader is a free and robust PDF viewer for Windows. It includes features for viewing, creating, and converting PDFs. The software stands out for its office-style interface, ease of use, and advanced features like form filling, document signing, and text extraction.
6. Preview (MacOS): Preview is the default PDF viewer for MacOS. Apart from viewing PDFs, it allows users to add annotations, insert signatures, and fill out forms. Users can also use Preview to view and edit image files, making it a versatile tool for MacOS users.
7. Xodo (Android, iOS): Xodo is a mobile-friendly PDF viewer and annotator. It's free and easy to use, offering a range of features such as highlighting, underlining, and adding comments to PDFs. It's also cloud-integrated, meaning you can access and manage PDFs stored in Google Drive, Dropbox, or OneDrive.

Top Software for Editing PDFs

1. Adobe Acrobat Pro: Adobe Acrobat Pro is a premium PDF editing software that offers a suite of tools for modifying and enhancing PDFs. Users can add, delete, and modify text and images; add annotations, comments, and digital signatures; and manipulate pages within a PDF. It also includes features for converting PDFs to other formats and creating fillable forms. It's available for both Windows and MacOS.
2. Foxit PhantomPDF: Foxit PhantomPDF provides a full-featured PDF editing experience, with tools to edit text, add images, and change the layout of your documents. It also includes features for combining and splitting PDFs, securing them with encryption, and adding annotations or digital signatures. It's recognized for its speed and user-friendly interface, and is available for Windows and MacOS.
3. Nitro Pro (Windows): Nitro Pro is a comprehensive PDF editor for Windows that offers a wide range of features. It allows users to edit text, images, and pages; convert PDFs to and from other formats; review and annotate PDFs; and protect PDFs with passwords and permissions. Its interface is similar to Microsoft Office, making it easy to navigate.
4. PDFpenPro (MacOS): PDFpenPro is a powerful PDF editing tool for MacOS. It provides features for editing text, images, and page layout; annotating and marking up PDFs; OCR (Optical Character Recognition); and creating interactive PDF forms. It also offers tools for securing PDFs with encryption and password protection.
5. PDFelement (Windows, MacOS, iOS, Android): PDFelement is a versatile PDF editing software that offers tools to edit, annotate, convert, create, and secure PDFs. It stands out for its clean, intuitive interface and OCR capabilities. The software also supports batch processing, making it suitable for businesses or individuals who need to handle large numbers of PDFs.
6. Sejda (Web, Windows, MacOS, Linux): Sejda is a user-friendly PDF editor that works in your web browser, eliminating the need to download any software. It provides tools for editing text and images, merging and splitting PDFs, signing and securing PDFs, and converting PDFs to and from other formats. It also offers a desktop version for offline use. Sejda's browser-based interface makes it a flexible choice for users on any operating system.

Can you convert PDFs into other file formats?

Yes, you can convert PDFs into a variety of other file formats. This is particularly useful when you need to edit the contents of a PDF file in a more flexible format, such as a Word document, or when you want to use the data from a PDF in a different context, like a spreadsheet or a presentation.

There are several ways to convert a PDF into another file format:

1. PDF Editing Software: Tools such as Adobe Acrobat Pro and Foxit PhantomPDF can save PDFs as other file types, including Word documents (.doc, .docx), Excel spreadsheets (.xls, .xlsx), PowerPoint presentations (.ppt, .pptx), and image files (.jpg, .png, etc.).
2. Online Conversion Tools: There are many free online PDF converters that allow you to upload a PDF file and convert it to a different format. These tools can usually convert PDFs into various file types, including Word documents, Excel spreadsheets, PowerPoint presentations, and image files.
3. Office Software: Some office software suites, like Microsoft Word and Google Docs, can open PDF files and convert them into their native formats. However, the accuracy of the conversion can vary, particularly with complex layouts.

Remember, the conversion process might not always preserve the exact layout and formatting of the original PDF, especially if it contains complex elements like tables, graphics, and special fonts. It's also worth noting that some PDFs may be password protected or have other security settings that prevent them from being converted.

Can you integrate PDFs with other apps?

Yes, PDFs can be integrated with various other apps in several ways. This integration can offer increased productivity, enhanced collaboration, and streamlined workflows. Here are some common examples:

1. Document Management Systems (DMS): Apps like Microsoft SharePoint, Google Drive, or Dropbox can store PDFs and allow for easy sharing, collaboration, and version control. Users can access these PDFs from anywhere and often directly from the DMS app.
2. Cloud-Based PDF Editors: Apps such as Adobe Acrobat DC and Xodo allow you to open, edit, and annotate PDFs directly from your web browser. These tools often include features for sharing and collaboration.
3. Electronic Signature Apps: Tools like DocuSign and Adobe Sign can integrate with PDFs to facilitate the electronic signing of documents, contracts, forms, and other paperwork.
4. Project Management Tools: Apps like Trello, Asana, and Slack can integrate with PDF files to allow users to share and discuss PDF documents directly within a project or task.
5. Email Clients: Most email clients can preview PDF attachments directly in the email interface. Some, like Outlook, also offer the ability to save emails or entire folders as PDFs.
6. Mobile Apps: Various mobile apps allow users to open, annotate, and share PDFs on their smartphones or tablets. Some can even capture images or text and convert them to PDF.
7. OCR Software: Optical Character Recognition (OCR) software like Adobe Acrobat or ABBYY FineReader can convert scanned PDFs or images into editable and searchable text.

It's important to note that the level and type of integration depend on the specific app and its features. The app may need to be configured to work with PDFs, or an extension or plugin might be required. In some cases, only certain versions of an app (e.g., the paid version) might support PDF integration.

PDF has become an integral part of our digital lives, owing to its ease of use and cross-platform consistency. Despite the rise of many other file types, the PDF continues to hold its ground as the preferred format for secure, reliable, and portable document sharing.

We hope this blog answered what is a PDF and that you were able to choose the best PDF reader. Try Speechify PDF Reader for free.