My younger cousin once came to me because he was frustrated with how bad his school project was on the laptop of his teacher. He created it himself, at home, and it was perfect. But on school's laptop the images kept moving around, and the texts were squeezed. Almost crying, he turned to me for advice. It was then that I realized I had to tell him all about PDFs and Words in the easiest way possible. Now I want to pass it to you too.
All of us use these files on a daily basis. But most of us remain unsure about when to choose one and not another. Here is everything you should know.
Two Tools That Do Different Jobs
Think about the scenario of sketching out an image. Word is your pen and eraser. There is no restriction on what you can create and correct as much as you wish. The purpose behind it was to facilitate creation.
PDF format is another thing altogether. The best way to define it is to think of it as encasing the already created image into a glass case. Nobody can then make any changes or tamper with the image.
In essence, that is the core distinction between Word documents and PDF format.
Microsoft Word Benefits
Word thrives where your job is not yet done. And here’s the reason why everyone loves Word.
You Can Change Anything
In Word, you can change a typo, insert a line or even relocate an entire page in no time. There are no limits to what you can do. Everything comes easily to you.
Great For Working Together
When you write with a team Word makes it easy. Everyone can add notes leave comments and suggest changes. You can even see who wrote each part. Group work feels simple this way.
Best For Drafts
If you still have edits to make keep your file in Word. It waits for you and lets you come back anytime to make it better.
PDF Advantages
Now let us look at why so many people love PDF files.
Same Look On Every Screen
This is the big one. A PDF looks the same on a phone a laptop or a tablet. The words stay put. The spacing holds. What you make is exactly what others see.
Tough To Mess Up
Once you save a PDF it is hard for someone to change it. This makes it feel safe and final. Your work stays clean and untouched.
Easy To Send
PDF files are usually neat and light. They open fast and look tidy in an email. People can read them with no fuss.
When To Use PDF Instead Of Word
Here is where folks often slip up. Use a PDF when your work is done and ready to share.
Pick a PDF for a final report. Use one for a contract. Send a PDF when the paper is official. Choose it any time you do not want people changing your words.
And do not worry. Word to PDF conversion is so simple. Just open your file in Word click save as and choose PDF. That tiny step can save you from big headaches.
Is It Better To Send A Resume In PDF Or Word
I receive this question all the time and the answer is usually PDF.
PDF ensures that your resume will remain neat and professional looking in the eyes of your prospective employer. Everything will look just like you intended. No unexpected gaps or lines breaking in the middle of sentences.
There is one caveat though. Certain corporations have automated their resume review processes using computers. Certain outdated systems might be able to read Word documents better than PDF. It’s important to read the posting carefully and send Word if required.
Best Document Format For Printing
In case you need to print anything, PDF should be the answer. This ensures that all the fonts and images are set to be fixed. The output will be an exact replica of the layout on screen.
When printing on a different machine, Word can change the way the file looks. Thus for posters, menus, flyers, or any document to be printed, make sure to convert it to PDF.
Which Format Is More Secure PDF Or Word
PDF is again the winner. You can put a password on the PDF file to ensure that no one except the authorized users can open it. Also, you can restrict others to copy or edit that file.
There are some security features for Word as well. However, the PDF seems to be more secure. If you have confidential information in your document, such as financial documents or legal documents, then use the PDF format.
How To Lock A Word Document Like A PDF
What happens if you need to work with Word, but still need to protect it? Not a problem. This is quite easy.
First, open up your document in Word. Then click on File. After this, select the Info tab. Now, click on Protect Document and enter a password or make your document read-only.
Another way is to simply make it read only, so people are able to view your document, but no one can modify it. Your document acts a lot like a PDF document.
So How Do You Choose
Here’s how I’ll try to simplify this for you.
Use Word for drafting and making alterations; use PDF once you have completed and wish to keep everything intact. Word is the place where you create. PDF is the place where you finish and polish your creation.
This one thing that my cousin took just one day to learn is one that he will never forget. It is funny how little things can actually become big lessons in life. Everything we send through the mails carries a piece of ourselves along with it. Before you hit the send button, spend a second or two asking yourself just one question. Is what I am doing a work-in-progress or a finished product?
