Why PDF Files Are Better to Use than Word or Excel Documents

February 2, 2023

The Portable Document Format or PDF file format is one of the most commonly used formats today. It is used in every field like medicine, real estate, colleges, small businesses, and even at home. it is much more flexible than word and can be converted easily into another document format.

The other reason for its popularity is the decrease in file size. That is why many industries require it to be used as the standard file format.

A few other reasons are its reliability, portability, versatility, etc. Some of these reasons are explained below.

Always Reliable

The format of the PDF files is very reliable. When you create a PDF file containing data like paragraphs, images, vector graphics, tables, etc., the PDF files will always display that data as is, regardless of when and where you are viewing it.

If you want to share the document with other people or release them publicly, you can export them with a click of a button. That is why PDF is considered a reliable format for this work.

Can Be Viewed Anywhere

As mentioned in its name, PDF files are very portable. Meaning you can move these files around without being worried about them changing. On the other hand, when you try to open a Word document file on different devices, it usually displays a warning saying that some fonts are missing.

With PDFs, you don't have to worry about all this. Once you create a PDF file, you can share it with anyone, and the fonts, images, tables, etc. will be moved with it.

Easy to Create

One of the most important reasons for the popularity of the PDF format is the ease of creation. Several apps allow your current file as a PDF. They allow you to copy, share, or transfer your PDF file anywhere easily.

Even when using Microsoft Word, Excel, or Powerpoint apps, you can export documents as PDFs and later read them using a PDF document reader or converter app like sodapdf.

Protects Your Data

You can secure a PDF file with a password and it is easy too. You can protect the contents of a PDF file from anyone who is not authorized to see it. Once a PDF file is password-protected, it can only be viewed if you enter the right password.

Once you learn how to password-protect your PDF document, you can easily share or transfer them through email or messaging apps. You can share a file directly through a PDF reader app or one that's already installed on your device.

Highly Customizable

The PDF file format is a highly versatile customizable format that works across organizations, departments, and industries. They are more customizable than any other document format because they don't compromise the quality of the document no matter how you change it.

For instance, you can change the font size, margins, or page orientation of your document, without ruining it. This is extremely helpful when you need to change parts of your document to look a certain way for a specific audience.


I believe in making the impossible possible because there’s no fun in giving up. Travel, design, fashion and current trends in the field of industrial construction are topics that I enjoy writing about.

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