The Portable Document Format, commonly known as PDF, is a file format primarily used to present documents, especially when you need to save a file that a third party cannot modify and that looks consistent no matter where you view it. Typical documents like what Microsoft Word uses will render differently on different devices and they might not be supported everywhere, but PDFs work and look the same almost everywhere, Adobe first created PDF in 1993 and, as of today, it’s now an open standard maintained by the International Organisation for Standardisation (ISO). Essentially it’s supported on almost every operating system allowing you to create and open PDF files on most PCs, Macs, smartphones, and tablets.
But why should you use PDF? It’s recommended to use the PDF format for resumes, legal documents, newsletters, files intended to be read and printed, and files intended for professional printing. PDF files look the same on most computers. As PDF is based on the PostScript language, the file is packaged into a complete description of a fixed-layout flat document, including text, fonts, vector graphics, raster images, and other information that needs to be displayed. They also have a smaller size and comply with the industry format. Additionally, PDF files are comparatively safer as you can’t modify them, and they can be encrypted with a password or digital signature.
How to make a PDF file from scratch
Creating a PDF is quite simple as most software and apps offer a built-in feature to export your file directly into PDF format. For instance, if you have a document on Microsoft Word, here’s what you need to do.
- Head over to File in the top left corner and select Save As.
- This should open a new window where you can save the document on your PC.
- Right under the File Name option, there should be the option to Save as Type.
- Click on the drop-down menu, and you should see the option of saving the file as a PDF.
- Select the option and hit Save.
In case you’re using an older version of Microsoft Office, you might have to download a small plugin that can be downloaded from here.
Similarly, you can do that for all Microsoft Office apps (Excel, Powerpoint, etc.), Google Workspace apps (Docs, Sheets, etc.), and a variety of office-based software and apps like Office 365, WPS Office, LibreOffice, and OpenOffice. Of course, the exact steps may vary slightly depending on the app you’re using, but it should always be fairly similar.
Alternatively, many platforms and apps also let you create PDFs by using the print feature. If you try to print a document, webpage, or image in modern versions of Windows, you can use the Microsoft Print to PDF option to save it as a PDF. This even makes it possible to save things like OneNote notebooks as a PDF.
Smartphones can also do this, though it may depend on your specific model.
If you want to make a PDF file that can be edited, so you can share a form for someone to fill in, check out our guide on how to make a PDF fillable.
Create a PDF from a physical document
PDF files also solve the problem of sharing a physical piece of documentation in digital format. Using your smartphone or tablet camera, you can scan a document and save it into a PDF file. Apps like Adobe Scan, Microsoft Office, Genius Scan, and Document Scanner are some of the best apps you can try on your mobile device to scan, save and share PDF files. You can even scan multiple documents and save them as a single PDF file.
In fact, an app like this can even replace a traditional scanner in some ways. Smartphones have very good cameras these days, so you can scan some documents this way instead of having a bulky scanner connected to your laptop. These apps can also convert an existing document or image into PDF format.
Using online tools
Another simple way to quickly make a PDF is by using one of many online services that let you upload your file(s), convert, and download directly to your system. Some of the reliable online services you can use to convert a certain file to PDF include Adobe, Smallpdf, iLovePDF, and many more. These tools also often let you merge PDF files into one, or split a single file into multiple ones.
There are a few things to keep in mind though. These services may or may not save your files on their servers. Thus we recommend you only go for this method if you aren’t dealing with sensitive or confidential information. Some of these online PDF conversion websites also offer limited support when it comes to the size of the file, pages, and might even add a watermark to the converted file, meaning you might have to pay some money depending on the file you want to work with.
And those are the basics of creating a PDF file based on an existing document. Of course, the way Adobe would like you to do it is to use the company’s Acrobat software, but these options are free for the most part, so they might be a bit more convenient for most people.
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