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Top 10 Reasons To Use PDF Instead of Word, Excel or PowerPoint

Working with PDF formats allows professionals to edit, share, collaborate and ensure the security of the content within digital documents. Now, the PDF can do that much more. Here is the top 10 hit list of why it is the best format.


1)    PDFs are Universal.  Editing documents in Word can be easy and useful, but if you save a Word document on a Mac, it may not visually transfer properly to a PC; whereas PDFs are viewable on any device.

2)    Trusted Security. Even legal professionals trust PDFs as their preferred file format. According to, for an electronic document to be admissible in a court of law, it must be created in a file format that cannot be altered without leaving an electronic footprint. PDFs satisfy that need.

3)    Quick and Easy to Create. Whether working with Word, Excel or PowerPoint, documents are easily converted into PDF, and with Adobe Acrobat XI you can easily convert them back if need be.

4)    Decreases File Size. Professionals can convert any file into a PDF without sacrificing quality. You can even merge multiple documents, such as spreadsheets, photos, and presentations, into a single PDF file.

5)    Reading is Free. Most PDF Readers, including Adobe Reader, are free to the public.  This ensures that anyone you send the file to will be able to see the full version of your document.

6)    Interactive Documents. To create a fully interactive experience, the latest version of Adobe Acrobat allows you to add hyperlinks, rich media, music, movies, and many other advanced features to your PDF.

7)    Mobile Access. Adobe Reader is available on any device, so people can read your PDF files anywhere they want, while still accessing a lot of the same functionality they would get on a desktop. 

8)    Completely Searchable. Users can easily find what they are looking for through a quick search. PDF documents can even be organized with a table of contents that link all sections to the appropriate pages in the file.

9)    Password Protection. Many industries deal in sensitive material or intellectual copyrights that need an even higher level of security.  The password protection option allows both recipients and those receiving the file to know that their information is secure.

10) Document Analytics. Recipients can also view who has access to the information. If the password is breached, the appropriate actions can easily be taken.

Bonus) Collaborating with Teams.  Colleagues can markup and comment on documents, leaving you in control of editing the original, even if they only have Adobe Reader.


We know there are many more reasons why you use PDFs, so let us know your number one reason for using PDFs in the comments below.


Categories: News, Views & Updates


  • By Susan Pierres - 10:31 AM on August 14, 2013   Reply

    What app can I try which will allow me to edit a PDF, such as completing a form? All the free trials I have tried and failed to download or utilize are so frustrating I am wondering whether it might have anything to do with my Mac format. Help? Thank you.

  • By Barbara Schaer - 10:46 PM on August 16, 2013   Reply

    what program would I need to write e-books?

  • By Burt Phoenix - 9:03 AM on August 26, 2013   Reply


    How does one open an encrypted PDF on a windows mobile 7.5?


    • By joiemikitson - 12:35 PM on August 26, 2013   Reply

      Typically, you need the password from the owner of the document to open an encrypted PDF. Are you able to retrieve the password?

  • By Kieran - 9:18 AM on August 27, 2013   Reply

    All of that is great but support for premium printing is very lacking. It cannot be all things to everyone

    • By joiemikitson - 1:23 PM on August 27, 2013   Reply

      Are you having an issue with your printing?

  • By John Atkins - 9:31 AM on August 27, 2013   Reply

    Not so much in Church notice/letters etc sent out but Particularly in transmissions sent out to Lions Club members. I work in the current Word 10 but inevitably someone calls me and says that can not read read the transmission. Discussion yields that fact that they are probably using Windows 95 with Word 3!!. PDF format transmission solves that very nicely.

  • By Sharon Odom - 9:37 AM on August 27, 2013   Reply

    I find that the editing tools lack sophistication . In the legal field when I receive an adobe document from a client, I can see the deletions, and a symbol showing there is added language, but I can’t see the added language without clicking on the symbol. And forget printing a page where you can see both the additions and deletions on the same page, paginated exactly as the pages would fall once the revisions are accepted. I have version 7 and my boss has version X. Needs much improvement before I could switch to adobe.

  • By David - 11:13 AM on August 27, 2013   Reply

    I appreciate the article, but what about tablet functionality? Office 2013 seems to be very well-adapted to writing with a Wacom pen, but so far I have found Adobe Acrobat very inflexible and choppy when it comes to marking up documents. Taking notes with a pen is virtually impossible.

    Are there any updates in the works to correct these problems. I am using Acrobat Full Version XI.


  • By Guy - 11:36 AM on August 27, 2013   Reply

    Does anybody know how one can “handwrite” on a PDF using adobe acrobat? I just bought a tablet PC, the main reason to be able to handwrite notes directly on a PDF document. With Office 2013 it is very easy to do. I literally take my digital pen and write. I haven’t been able to figure out how to do it with Acrobat. Is this even possible? I have Acrobat X.

  • By John - 7:40 AM on August 30, 2013   Reply

    OMG! I have been in IT for 20+ years and have never needed to modify and existing PDF document before. Tried to edit a PDF document using Adobe Acrobat Standard 9… expected it to be like Microsoft Word or Adobe FrameMaker.

    After 15 minutes, I give up! I would rather re-type the entire document than deal with this. Spoke to my peers here and they all agreed!

    • By joiemikitson - 9:43 AM on August 30, 2013   Reply

      Acrobat 9 Standard doesn’t possess many of the PDF editing tools that Acrobat X or XI Professional possesses. I can absolutely understand your frustration here. Give Acrobat XI Professional a try: The editing tools available to you in the newest version of Acrobat should be up to your challenge!

  • By Postal dude - 11:56 PM on September 3, 2013   Reply

    and there are no free PDF libs for android.
    And you can’t edit it properly.
    And its not even close as advanced as odt or docx

    PDF is cool but not the solution for everything

    • By joiemikitson - 10:53 AM on September 4, 2013   Reply

      Hi there. Can you clarify what type of editing you are looking to do on the Android? You should be able to fill in forms and add comments. Let us know if you have any questions.

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