PDF Software

PDF Software Guide

PDF stands for Portable Document Format, which you’ll usually see denoted with a .pdf file extension. Essentially, PDF is a file format type that has become one of the most important and widely used file formats for documents. You convert documents into PDFs — portable document formats — to make them easier to share across platforms. They can be printed and notated or not edited at all. It’s an exceptional way to protect the integrity of your files.

PDF software essentially converts documents into images. The output can optionally create an editable document. These are not necessarily document creation software like Word, though they can share the same attributes. PDFs have the capacity for password creation and the designation of fields. Typical document creation software is collaborative, letting multiple users edit any portion of the document.

PDF editors are the answer for individuals who work with contracts and other legal documents. This includes lawyers, contractors, realtors, salespeople and others. The software can alter documents/templates for individual clients. The PDF software often integrates with scanning software.

What You Need to Know About PDF Editor Software

PDFs are print documents which can be created in any software, which are then converted into electronic images. There can be editability, but that’s up to the user’s discretion.

PDF editors converts .doc, .xls, .psd and other formats into .pdf. PDF software is not file readers. It's software that allows viewing of any type of file, including PDFs. But if you hope to change the content in a PDF file, you need a PDF solution.

PDFs promise a range of protective features. There’s the aforementioned password protection. There’s the ability to add a watermark to protect the ownership of your documents.

PDFs are significantly compressed. So a large file will be reduced to a smaller file that can be transmitted easily. They are a simple solution used around the world AND works across any operating system.

PDF editors can include redaction components. This lets you remove sensitive information you prefer to not share. It’s a complex though easy-to-apply tool. Redaction lets your PDF recipients know an area has been removed. You want this for the purpose of transparency.

When you use redaction, it will be obvious in the PDF. They typically take the form of a colored box blocking out text. Once implemented, it cannot be undone. Not by any recipient of the document, even ones allowed to make edits. Redaction is not only a secure way to protect sensitive and confidential information, it’s a great way to ensure no one tampers with it.

Why Use PDF Software?

PDF editor software is used by anyone who wants to distribute their documents to others while maintaining the overall integrity of the original documentation. You may want to give readable or editing access to your contracts, proposals, leases or other documentation. PDF files are ideal for printing and viewing. They are no more than a text image of your document.

There is a diverse range of security features in PDF editors. Safe distribution of information is important to industry professionals and this solution more than meets the need. Users will be able to manage the distribution of proprietary and sensitive information with PDF editing software. You get features that remove, hide and prevent exposure to sensitive information. Your readers will only see what you want them to. There are password protection, redaction and user restriction settings. All have their role in PDF document security.

If your business is utilizing a large number of physical documents, you would benefit from these editors. As we grow as a digital ecosystem, you probably need to distribute physical documents. Converting an original document into a digital version — containing text, links and images — means a smaller file with greater security applied. Sharers will be able to note and even edit. But you will still have complete control of the content.

Advantages of PDF Software

1. Portability: PDFs can be accessed on any device, as long as the viewing software is installed. Additionally, they don’t require special fonts and appear exactly the same each time you open them.
2. Security: PDF files offer advanced security features such as password protection and digital signatures making them well-suited for sensitive documents that need to be kept secure.
3. Smaller File Size: PDFs have smaller file sizes compared to other formats like Word or PowerPoint, which makes it easier to store and share with others via email or cloud storage.
4. Compression: PDF software can compress images, fonts, forms and other elements of a document into a single file size that is much smaller than other file types. This also helps to reduce download times when sharing large documents.
5. Printability: PDFs are designed for printing purposes, providing consistent formatting across all systems regardless of hardware or media used for output. Additionally, they offer the ability to print multiple pages per sheet while preserving text clarity and image quality.
6. Interactivity: Many PDF programs are equipped with interactive features such as hyperlinks, sound clips, animations, page transitions and video integration that users can take advantage of when creating dynamic documents.
7. Markup and Editing: PDFs can be easily edited and marked up with features such as comment boxes, highlighting, text annotations, sticky notes and more. This allows users to collaborate on documents without having to worry about compatibility issues.
8. Integration: PDFs can be easily integrated into other document formats, allowing users to repurpose content from existing documents or create a single file containing multiple sources.
9. Accessibility: PDF files follow a universal standard, which makes them accessible to users on any system or platform. Additionally, they support alternative text, which allows them to be read by screen readers for the visually impaired.

Who Uses PDF Software?

Anyone who shares documentation can use a common file format like a PDF. But there are some professionals who may benefit more than others.

• Business Professionals: These users often need to create and edit PDF documents for business use, such as contracts and forms.
• Educators: Many educators rely on PDF software for creating teaching materials, such as worksheets, quizzes, and lecture materials.
• Writers & Content Creators: These users need to create and distribute documents in PDF format for clients or employers.
• Graphic Designers: Graphic designers are often required to produce visual content in the form of brochures, flyers, or other printable content that needs to be saved in PDF format.
• Students: Students utilize PDF software to save, store, edit and submit their coursework electronically.
• Lawyers & Legal Professionals: Lawyers often work with large amounts of legal documentation which must be shared with other attorneys or clients in a secure manner using PDFs.
• Medical Professionals: Medical professionals may need to generate patient records, reports or medical forms securely in the form of a PDF document that can be easily distributed.
• Researchers & Scientists: Researchers may use PDF software to convert complex research papers into an easier to read format as well as sharing it securely with others through the web or email.
• Government Officials: Government officials often need to produce documentation and reports that must be shared securely with others in the form of a PDF.
• Archivists & Librarians: PDF software is often used by archivists and librarians to preserve historical documents or records that need to be stored securely.
• Accountants: Accountants may need to generate tax forms and other financial documents in PDF format that can be securely shared with colleagues or clients.
• Journalists: Journalists use PDF software to convert articles into easily distributable documents that can also be viewed on different devices.
• Web Designers: Web designers may use PDF software to create brochures, product information or other documents that can be easily downloaded from a website.
• Real Estate Agents: Real estate agents often need to generate housing agreements and contracts in PDF format which must be shared securely with clients or landlords.
• Software Developers: Software developers may use PDF software to generate technical documents such as user manuals, installation guides, and other software-related documents.

PDF Software Features

Here are common features of PDF software:

• PDF Creation: The ability to create PDFs from existing documents, images, and other digital content. This is especially useful for businesses who want to make their files more secure or easily shareable with colleagues and clients.
• PDF Editing: The ability to change the content of an existing PDF file. This feature is great for writers who need to update a document quickly or businesses that are distributing forms that require customized information.
• PDF Conversion: The ability to convert files like Word documents, images and other file formats into a PDF format. This allows users to keep their original files intact while still being able to transfer them in a secure format.
• Electronic Signature: An invaluable feature, the electronic signatures feature allows clients and users to grant permission after viewing and agreeing to a digitized document. This is a sensible and practical tool for any business that regularly manages contracts, electronic proposals or other types of client documents.
• OCR: Optical character recognition (OCR) is a major feature. It is the PDF editor software’s ability to create a PDF from a document that can still be edited. You use OCR software to digitize the document. The process converts the text into an image of the text. But once the process is done, the production allows you to manipulate the text, fitting it to your needs. If you so choose, make that text editable for selected viewers.
• Password Protection: Password protection is a strong safeguard. It prevents the document from being edited by unwanted parties. There’s no better way to secure files with sensitive information and confidential files. If a recipient downloads your PDF and opens the document with their own PDF editing tool, a password stops the user from making edits unless you’ve given them permission.
• Crop: The PDF software crop feature allows you to adjust the size of specific portions of the PDF. The size and shape of the crop are easily changed based on the needs of the user.
• PDF Merge: With the PDF merge feature, you’re able to combine multiple PDF pages into one page. On some platforms, you can combine various documents into one. You’ll also be able to open PDFs from multiple sources and combine them on the platform into one PDF. Users will also have the faulty to split merged pages.
• PDF Split: With the PDF split feature, you’re able to split one PDF into multiple PDFs.
• Watermarks: Watermarks are used to brand ownership of the material. This is a translucent image that floats behind the text on every page of the PDF. The watermark is one of the strongest security features a PDF editor offers. The watermark cannot be edited or be removed easily and protects your rights to the material after its distribution.
• Text Boxes: One feature is the ability to manipulate text that’s been made editable. You can adjust color, size, alignment and other common properties.
• Delete: The delete function lets you easily remove any page or any number of pages from the PDF document.
• Page Rearrangement: The page rearrangement tool moves pages around. Choose specifically the order of document pages as you wish. You’ll be allowed to rotate a page or select several and rotate multiple pages at the same time.
• Redaction: Redactions are another powerful security feature in the PDF editor. You can remove areas of text using the redaction tool. Remove sensitive and classified information within the document as needed using the redaction tool. In general, once a redaction has been applied to a PDF, it cannot be undone.
• PDF Annotation: You can annotate any page in PDF documents. These are notes that can be added to a PDF. Annotations are used generally to insert a thought about a specific area of the PDF. These notes can also direct a client to a specific area of the PDF, such as a signature box or text that requires their special attention.

PDF Software Trends

1. Increased Security: One of the biggest trends related to PDF software is a heightened focus on security. PDFs can be easily secured with passwords, digital signatures, and encryption, making them more difficult to access without proper authorization.
2. Streamlined Collaboration: Another trend associated with PDF software is an increased emphasis on streamlined collaboration. Nowadays, users can easily share, edit, and annotate documents from anywhere in the world — all without having to worry about compatibility issues.
3. Improved Accessibility: Accessibility has become an increasingly important factor for PDF software providers in recent years. Companies are pushing for greater accessibility features so that everyone can take advantage of their services regardless of physical or cognitive abilities.
4. Enhanced Mobility: Thanks to advancements in cloud-based technology, users now have access to PDF files from any device using a single sign-on capability — enabling them to access their documents anytime, anywhere on the go.
5. Automation Tools: Last but not least are automation tools, which allow users to automate certain tasks related to PDF editing and conversion such as creating multiple versions of a document or converting it into a different format quickly and efficiently. This can significantly improve the efficiency of workflows and make it easier for users to handle large amounts of documents in a short amount of time.

How Much Does PDF Software Cost?

The cost of PDF software can vary significantly depending on the size and complexity of the package. Generally, small businesses and individuals may be able to find a basic PDF software solution for as little as $50-$150, while more complex packages can range from $500-$1000 or higher. Some high-end solutions may even exceed several thousand dollars. Additionally, many companies offer subscription plans for PDF software that allow users to pay an annual or monthly fee for access to the program instead of paying a one-time cost.

The best way to determine the correct price point is to consider what features you need most to meet your requirements. Generally speaking, more complex packages with additional features will carry higher prices than basic packages with fewer features. It's also important to factor in any required technical support costs if they are not included in the price tag on the software itself. Finally, some vendors may offer volume discounts or other types of promotions which can reduce your overall spending on a particular product.

What Integrates With PDF Software?

Software that can integrate with PDF software includes document processing software, desktop publishing software, text editing software, spreadsheet software, and email clients. Document processing software can be used to create or edit documents in the PDF format, while desktop publishing and text editing programs allow for collaboration across multiple file formats. Spreadsheet programs such as Excel offer the ability to export data into PDFs for further review or printing. Lastly, email clients such as Outlook allow users to save emails as PDF files for archiving purposes. Additionally, there are many third-party applications that provide specialized integration with PDF software, such as viewing and editing tools, form builders, security programs, and so forth.

Related PDF Software and Services

Document Generation Software

The focus of document generation software is the creation of text-based documents rather than PDF digitizing. However, businesses often rely on document creation software so that their text-based documents can be protected, as converting said document into a PDF best protects everyone's interests.

OCR Software

You can find a PDF editor that comes with an OCR feature. Users can choose a PDF editing tool that focuses more on OCR capabilities. This option is best for text-heavy PDFs.

Document Scanning Software

PDF software and document scanning software are commonly used in conjunction with each other. This is especially true for businesses known to scan a high volume of physical documents. Scanning software can upload files into PDFs, which you can then edit within your PDF editor.

How to Choose the Right PDF Software

First of all, you should determine what features are needed for your particular project. Different PDF software offers different features and capabilities depending on their purpose. Consider what type of functionality you need for tasks like document creation and editing, archiving and storage, signing or encryption services, etc.

Secondly, you should check the compatibility of the software with other platforms that the PDF documents might need to be used in. It’s important to make sure that the software is compatible with both Windows and Mac operating systems as well as other applications like Adobe Acrobat Reader or Microsoft Office 365.

Thirdly, if you’re working in a team environment or integrating a PDF solution into existing workflows then it’s also important to consider how easily the software will integrate into those processes. Look for solutions that offer collaboration tools like annotation comments and shared review services so that multiple users can access documents remotely through cloud based storage.

Finally, when selecting any kind of technology solution user experience is key! Make sure to look at reviews from current customers and check out interactive demos if available to ensure that you’re getting an intuitive product with easy-to-navigate menus before committing to purchase.