With how busy our day-to-day professional lives can be, it’s easy to make mistakes every so often. For example, we may create or send out files in their standard format, not considering whether or not it is the correct format. A file type that we typically overlook is the Portable Document Format (PDF).
Many of us utilize PDFs every day and have access to PDFs but do not put much thought into it. However, not knowing enough about the format can create unnecessary issues.
Converting and saving documents as PDFs requires knowing what can hinder your progress. Here are common PDF mistakes and how to avoid them.
Avoiding Common PDF Mistakes
The PDF file format is portable, compatible, reliable, and easy to use. Because of this, PDFs are a go-to in nearly every office setting. Knowing how to optimize your use of a PDF will help you avoid headaches when creating or sending out files.
Editing a PDF
Sometimes you may need to send out a document that you do not want the receiver to alter. For example, if the context of your document is contractual or sensitive, you need it to remain secure. PDFs are great because they offer exactly that option.
Doing this makes editing PDFs quicker. And once you’ve made the necessary edits, you can convert the Word .doc back to a PDF.
Embedding fonts is one of the necessary steps you must take when working with PDF format.
Luckily, this is easy to avoid. You can confirm whether a font is embedded by following these steps:
- Open the document with Adobe Reader or PDF reader of choice
- File > Properties
- Select “Fonts” and verify that all fonts show “(Embedded Subset)”
If you do not use an embedded font, it may not appear correctly when the receiver attempts to print the document.
Pay Attention to File Size
PDF files have proprietary formatting info. While this is beneficial, it contributes to the potential for large file sizes. When a file is too large, it can create issues when sending it via email or uploading it to a website.
If you need to make your PDF smaller, try using a compressing tool. Doing so will reduce the file size and allow you to send out your files via email without any issues.
Because of its usability, it is often a good idea to make sure your PDF is printer-ready. When using images in your PDF files, it is essential to consider the image’s resolution. If you use an image with a resolution that is too low, it can lead to issues later on while printing.
You may want to consider using images with high resolutions to avoid any issues later on. Make sure you know the quality of the image you are using before uploading it into your PDF.
Turning Web Pages Into a PDF
If we want to grab a webpage from the internet, our first thought might be to do a screen capture. But this creates an image file, such as a JPEG or PNG. With image file types, you can not freely modify the text or the layout of the content.
An alternative is taking the URL and turning it into a PDF to have more room for making edits. Software like itext 7 allows users to generate, manipulate, and print PDFs in .NET and .NET Core.
Knowing what issues to look out for goes a long way in terms of avoiding common PDF mistakes. Whether you are new to using PDFs or are a seasoned tech-veteran, it is important to be efficient wherever possible.
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