Documentation of activities is the foundation of every company. Every day, hundreds, if not thousands, of documents pass through companies in paper and electronic versions. Invoices, contracts, reports – in the era of widespread digitization of business, all of this eventually ends up in PDF format. Specialized software is useful in managing such documents, as well as processing them.
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What is PDF?
PDF (Portable Document Format) is one of the most popular file formats for storing and exchanging documents. Files in this format are independent of software, hardware, and operating system, which makes them ideal for sharing documents. For this reason, PDF is a standard in many industries, such as law, finance, education, and government.
Why Do We Need a PDF Program?
While PDFs are a great way to store documents, sometimes you need to edit them. This can include adding text, removing or editing existing text, adding signatures, or even converting PDFs to other formats. See the reasons why it is worth investing in a PDF editor.
l Increase Efficiency with Easy PDF Editing
Software for editing documents that have already been scanned and are available in digital form is essential in every company. Thanks to the PDF editing program, it is possible to add comments, correct errors (key data, whole sentences) or edit metadata.
The latter function is useful when organizing documents – it allows you to change PDF properties, such as the date or author of the file. The PDF editing program also gives you the ability to copy tables or text from a document, both created digitally and scanned.
l Process Documents Efficiently with OCR Technology
OCR (Optical Character Recognition) technology is a modern technology used in PDF editing programs that recognizes image elements. By default, when scanning a document to PDF, it is impossible to edit or automatically process it in the system, because it does not recognize whether the content is text, an image, a line or another element.
OCR technology allows you to scan a document and recognize elements such as a table, date or invoice number. A very important function available thanks to OCR is comparing documents, including those in a different format. Thanks to this, you can quickly detect differences between two files.
l GDPR Compliance and Security of Your Documents
Since more and more of documents are in digital form, it is crucial to secure them and classify them appropriately. PDF editing software allows you to recognize sensitive and confidential data, delete them, and also protect documents from editing or reading parts of the data by other people. PDF editing software means easier archiving and security of information in files.
What Features Should the Best PDF Editing Software Have?
Choosing a PDF editor depends on your individual needs, but there are a few key features to consider. I’ve listed them below:
1. Editing text and images
- Ability to add, remove and edit text
- Moving, resizing, or deleting images
- Inserting images and graphics into documents
2. PDF file conversion
- Ability to convert PDF files to other formats (Word, Excel, PowerPoint, DWG, images)
- Ability to convert files from other formats to PDF
3. Document signing tools
- Options for adding digital or drawn signatures
- Ability to create forms with signature fields
4. PDF File Security
- Adding passwords to PDF files
- Possibility of document encryption
- Protection against other people editing your files
5. Ease of use
- Intuitive interface
- Tools and options available in an easy way
- Support for multiple operating systems
Types of PDF Editing Programs
There are different types of PDF programs available on the market , which vary in price, features, and how to use them. Let’s see what options you have to choose from:
l Paid programs
Paid PDF editing programs usually offer a full range of features that include text editing, file conversions, document signing, and other advanced options. Many of these programs also come with technical support, which can be useful if you run into problems.
Examples:
Adobe Acrobat Pro DC – One of the most famous and professional PDF editing solutions.
SwifDoo PDF – A program with similar capabilities to Adobe, with various editing options.
Nitro PDF Pro – Paid software with a wide range of features, including PDF conversion.
l Free programs
Free PDF editing programs are a great option for those who need basic features without the cost. While they offer less advanced options, they do allow you to easily add text, signatures, and convert files.
Examples:
PDF-XChange Editor – A free program that offers text editing, annotation, and basic PDF conversion.
LibreOffice Draw – Part of the LibreOffice suite, allowing basic editing of PDF files.
Smallpdf – An online tool that allows you to convert, compress, and basicly edit PDF files.
l Online Programs
Online PDF editing programs are ideal for people who don’t want to install any software on their computer. They work directly in your browser, allowing you to quickly edit PDF files from anywhere.
Examples:
PDFescape – An online application that allows you to edit text, add notes, and fill out forms.
Sejda – An online tool that allows you to edit PDF files and combine documents.
Summary
Choosing the best PDF program depends on your individual needs. It’s worth looking at features like text editing, file conversion, and document security. Testing trial versions and comparing options will help you make the best decision.
A versatile PDF program such as SwifDoo PDF should be enough for everyday work with PDF files. We wish you successful editing of files and a lot of satisfaction from enriching them with interactive elements and multimedia.
