Get More Out Of Your Content by Organizing PDF Documents
Posted 4 years ago12 Jul 2018
PDF, which stands for Portable Document Format, has been around for nearly three decades. Today, PDF is considered one of the safest and most reliable file storage formats and because of that, PDF is also the most commonly used file storage format in today’s digital world.
The reason behind PDF’s success is no so hard to find. In fact, it can be found in the file format’s name. You see, at the time when PDF was revealed to the world, the tech world faced a small but powerful problem. Even though the computers of early 90’s were capable of file transfers, whenever a document was moved from one computer to another, the transition messed up the formatting of the file.
Many tech giants were pouring in lots of resources to find a solution to this problem. In 1992, the solution arrived in the form of PDF and the creator of this file format was a small company that not many people knew about; Adobe. PDF was the first big product from Adobe and contrary to popular belief it wasn’t Photoshop or the Flash Player that made Adobe a household name; it was PDF and the Acrobat Reader.
As the name suggests, PDF was made to run completely independently of the hardware, software and the operating software. This allowed files saved in PDF to run perfectly no matter how many times they were transferred from one computer to another.
A few years after PDF solved the file transfer problem, many word processors gained this ability as well. So, what is it that keeps PDF on top? Well, there are quite a few factors that make PDF today’s best file storage format.
A big factor is that PDF was made to keep files secure. In fact, the format is so good at keeping files safe that it is the most preferred file storage formats in legal procedures.
Another factor is that Adobe Acrobat Reader is available for free and comes pre-installed on almost all new computers, smartphones and other gadgets. Moreover, even web browsers have introduced their own built-in PDF file readers to make PDF file reading easier.
As PDF is quite popular today, many companies have introduced free to use online file converters that allow users to convert Excel to PDF, Word to PDF, etc.
One more thing that helps keep PDF on top is the fact that PDF helps keep everything clean and organized by displaying files exactly how they would appear in printed form. Moreover, PDF takes file organization to software level by compressing the contents stored in PDF in order to conserve storage space.
There are also quite a few PDF editors out there that allow easy file management and reorganization. Unfortunately, very few people are aware of these great options and the benefits that they provide. So, to help spread awareness about these file organizing features, we are going to list and explain some of the most commonly available and useful ones;
Combining different documents
Most PDF editors of today allow users to have multiple PDF files open at the same time. Some PDF editors handle this by opening the files in separate windows while others might open files in separate tabs in a single window. Either way, you should be able to drag and drop a page from one file to another. This will remove the page from the original file and join it with the page in the other file.
This way, users can move all pages from one file to another and end up with a combined document. Users can also combine physical documents with a PDF file by scanning the physical document and directly storing the produced pages in the PDF file they want to combine it with.
Of course, when combining two files that are already on the computer, it is important that both files are in PDF format. Users can easily convert Doc files to PDF by using any one of the Word to PDF converter online.
Reorganizing the pages
It is pretty common after making a presentation or making an important document that one feels some pages need to be moved up or down the order. Well, the good news is the most PDF editors make this possible by allowing its users to drag and drop pages.
Users can also drag and drop pages from the thumbnail view that’s available on the left hand side in most editors. If thumbnails are too small to read, you can just resize the slide bar to fit the size you like.
After editing and reviewing a file, one might feel that a particular page does not belong in the document anymore and should be deleted. Or, the author might condense the information and may end up with an unwanted blank page. Whatever the case may be, all professional PDF editors allow their users to select and delete any page they want.
If you like to keep records, it is probably a safe bet that you usually rely on the same record keeping format or table. The good news for you is that PDF editors also allow users to extract a page or pages which they can then use in any other file or files that they want. And when you extract a page, the original stays in the file, the software makes a copy of that page which you use in other files.
Sometimes you have to create a document by comparing it with another and when you are done, you replace the original with the new one. PDF editors make this easy by replacing a page with another in only a few clicks. And the great thing is, from the text and the images to the comments, everything will be replaced.
So there you have it. These are some of the most useful PDF file management features that not a lot of people know about. Next time you’re working on a PDF file, give these a try!