How the PDF Can Keep You Organized

Though we take it for granted, the good old PDF (Portable Document Format) has made mobile life more organized.

Need to ask the bank a question about your statement?

Email a PDF copy to customer service for quicker answers.

One handy file saves look and feel with a fixed time/date stamp – preserving format and, more importantly, information while keeping artwork intact.

You can use PDF to email business letters as well as static copies of spreadsheets and online presentations to clients and colleagues for meetings. They’re also great for professionally-designed sales notices and other business correspondence where looks count.

Using PDF for personal communications such as wedding and birth announcements and party invitations saves money at print shops, and you can even use PDF to make grocery lists complete with photos and barcodes.

Why PDFs Work

PDFs were designed to preserve the design of documents without the hassle of sharing fonts and artwork.

A real boon to business, almost immediately they saved big money on paper and printing costs without sacrificing quality. Marketing campaigns gained valued added with great support from free PDFs preserved quality document design without running up mail costs.

That’s one reason that PDF is still so popular. Another is document security. Set the document properties to the desired level of security, and most PDFs can’t be changed without special software (or an extreme sneaky streak).  Tighter security means PDF is good for saving and transmitting  business reports, tax records, sales promotions and coupons and the like.

Organize across Platforms

Using PDFs for business correspondence is almost worry-free because PDFs are easily readable across platforms, so a PDF created on a Windows-based computer should look almost exactly the same on Apple OS and Android.

They’re also great for tracking changes in documents because each is a static picture of the current version of the information under examination.

PDFs & Notes

Using a PDF reader like Adobe Acrobat Reader you can keep notes and highlight text all in the same file, a real convenience when preparing for meetings or studying for class.

Getting ready for a staff meeting? Make notes right on the PDF with the pen tool. Then use the highlighter to mark passages for further discussion.

Embedding comments is really handy if several people will leave notes in the same PDF because it leaves copy clear of marks with plenty of room for everyone to weigh in.

These features make sharing a PDF online a viable strategy because each reader can make comments in a different color, then email the file to the reader or distribution list.

PDFs & Shopping

Because PDFs can save clean copies of bar codes and QR coders, manufacturers use them to produce digital coupons that you can store on your phone. Collecting digital coupons is as easy as downloading them from the Internet or having them emailed to you.

No clipping coupons or printing them out – just hand your phone to cashier and get your discount.

PDFs are also great for sharing shopping lists. Use your smart device’s camera to photograph packaging information, bar codes and QR codes. Import your photos into a Word document, arrange your list and then save it as a PDF.

Making Your Own PDFs

Thanks to modern operating systems, making PDFs is easier than ever.

If you’re using an Apple computer, look for the option to print a file as a PDF in the Print window. If you’re using Word, Excel or PowerPoint on Windows, choose Save As from the File menu, and then select the PDF option in the Save As Type menu.

Look more ways to organize your life. Read our blog at