PDF Hacks Small Business Owners Need To Know

The most common file format in the world is PDF. This format is great for storing and transferring information, especially in a business setting. PDFs are designed to safe and secure, but this can lead to some difficulties in certain situations. For instance, you cannot simply edit a PDF, and anyone who opens one up hoping to write in a new line or change a typo will be disappointed. The solution is quite simple, however. Take a look at these five hacks to become more effective at working with PDFs.

What is a PDF

1. Viewing PDFs

Let's start at the beginning. There is nothing simpler than viewing an existing PDF. However, even this may cause trouble. In most situations, you need a special program to open PDF files. Adobe Acrobat is the simplest program, but there are dozens of free programs that you can download and install quickly and easily. If you do not want to download a program, however, this hack will come in handy. Most modern internet browsers can open PDFs too. So if you receive a PDF in an email, Chrome or Firefox can open it right up in your window. No special software is needed, after all. If you plan to work with PDFs a lot, however, you should probably get some viewing software eventually.

2. Editing PDFs

This is one that causes a lot of people trouble. Most document types can be opened up and edited directly, so why are PDFs any different. The inability to edit them is actually a useful feature, but it may not feel like it in the moment. However, there are online tools for editing PDFs which can make the process incredibly simple. After uploading a PDF, it is possible to make edits, insert images, merge or split PDFs, and more. Remember, some PDFs have editable text fields built right in, commonly used for filling out forms. You only need to use special tools if you want to edit something the creator did not intend for you to change.

PDF Saved

3. Creating PDFs

Let's say you want to create a new PDF. Where do you even begin? Many of the standard PDF viewing software come with the ability to create new PDFs. There are several other ways, however. The simplest way to create a PDF is to create the file you need in a different format type and then convert it to PDF. For instance, you can open up Microsoft Word and create a document to your needs. When you are finished, open up an online converter and upload your file. You can quickly and easily download the same document as a PDF.

Alternatively, you can easily save any online web page as a PDF. Simply right click and select "Save As" and be sure to select PDF as your file format. Finally, the same online editing tools discussed above can be used as a simple PDF creator, offering powerful tools for creating whatever document you need.

4. Translating PDFs

Have a PDF that is in the wrong language? It seems like it would be a pain to translate it, especially considering that you need special tools to even edit the PDF. It may seem like the only option is to open the document up in an editor, and then translate each line one-by-one and slowly change each one. However, Google Translate has a dedicated feature for translating PDFs and other files. The site is usually used for translating individual lines, but at the top of the page, there is a button labeled "Documents." Pressing it allows you to upload a file, including PDFs, and download version with every line translated. It turns hours of work into something you can finish in less than a minute.

5. Protecting PDFs

Most PDFs are protected by their very nature, but what if you want to really be sure that your PDF cannot be tampered with. PDFs allow you to save the PDF as read-only, which prevents anyone from making any edits. The exact method of doing this depends on what viewing software you are using, but it usually boils down to selecting your protection type in the options. There are also different levels of protection you can apply, such as allowing reading and restricted writing, or allowing all types of writing.