What is PDF Software?
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.
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.
Legal contracts, memos and agreements are distributed regularly. Many often require an electronic signature. PDF easily gives you this convenient utility. For added security, the platform also lets you redact sensitive information without a lot of work.
Proposal And Contract Writers
Holders of contracts and proposals use the solution to create secured digital files for distribution. As documents like contracts and proposals might require additional information, your PDFs can include a fillable text box. This also allows an electronic signature if required.
In human resources and hiring departments, the use of PDF editors allows practical application of new hire contracts, mandatory documentation pertaining to the employee and other employment agreements. Similar to legal documents, human resources and hiring will use the PDF editor platform for everything from obtaining an electronic signature to sending out contractual agreements with new hires.
PDF Software Features
Here are common features of PDF software:
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.
Page Merge: With the page 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.
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.
Annotations: 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.
Trends in PDF Editor Software
PDF editors are moving toward cloud-based platforms. This will streamline the collaborative process.
A variety of PDF editors have incorporated the cloud. Once solely an on-site platform has transformed into a collaborative solution like many software products that have become cloud available. A cloud-based PDF editor software lets users view and edit PDFs within their individual PDF editors at the same time from anywhere. In addition, the system can track users viewing and manipulating your PDF documents. It as well allows administrators to grant or restrict access to specific users of the team.
PDF Editor Software & Potential Related Issues
PDF editors in general have useful features in abundance. However, to get the best out of a solution can cost you. Many solutions in PDF editor software are free, but these applications often have plans and add-ons to help build a stronger platform for your conversions. Ultimately though, these costs — like any business investment — will result in streamlined and enhanced digital processes. Go ahead and start with a free version and explore to see the best ways to use PDFs and how to build on them.
Related PDF Editor Software and Services
Document Creation Software
The focus of document creation 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.
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 editors 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.