Originally developed by Adobe in the 1990s, PDF or "Portable Document Files" is now the common format for digital documents. And why? They are secure, easy to use and don't take up much space on your hard drive. What's more, PDFs look the same everywhere, regardless of the device or operating system you use.

If you use PDF files regularly, you probably already know that there are some disadvantages to using PDF files compared to other file types. You often have to pay for a PDF editor to make changes to the file, and it can be difficult to extract images or text.

In this article, we will go over the main advantages and disadvantages you need to consider when using PDFs. Let's start with the positives!

Advantages of PDF files
Secure
A major advantage of PDFs is that they are read-only files. This makes them a safe option for sharing important content such as manuals, certificates or application forms. When a document is converted to PDF, the original file remains in the same format. When a viewer opens the PDF file, it looks exactly like the original file. For this reason, PDF documents are often a better choice than Word documents and other file types that can be easily edited.

Unlike other file types, PDF files can also be password protected. This is ideal if you want to share confidential information such as medical records or billing information.

Consistent display across all devices
PDFs not only look the same as the original, they also display the same on all devices. When you view a PDF on your mobile phone, it looks the same as it does on your desktop computer.

Compressed file format
PDFs do not take up much space on your hard drive. They can be easily compressed to reduce file size without compromising image quality.

Convenient and easy to use
PDF files are easy to use and can be used by virtually anyone. They can be read by major computer operating systems, including Microsoft Windows and Apple Macintosh OS. All you need is a PDF reader such as the free Adobe Acrobat Reader or even Google Drive.

This makes PDFs a convenient format for transferring content from one device to another. They are also great for sharing information online, and it is relatively easy to convert a PDF file to another file type such as a JPEG image file.

Multi-dimensional
Another great advantage of PDF files is that you can easily include different types of content such as videos, images, audio clips and links to websites.

Disadvantages of PDF files
Cost of editing
Editing PDF files can be difficult for non-technical users. You usually have to pay for a PDF editor if you want to convert the PDF file to another file type or make changes to the content. There are some free PDF editors, but they are usually limited in what they can do.

If you only want to add a signature to a PDF document, this is probably not a big problem. However, if you need to make extensive changes to your PDF, you should factor in the cost of a good PDF editor.

Difficult to read on screens
Because PDF files are usually in A4 format and in portrait orientation, they can be difficult to read on normal computer screens. The aspect ratio of a typical computer or laptop screen is 16:9, which means that you will usually have to zoom in to read the text and spend a lot of time scrolling through the PDF file. This is also why PDFs can be difficult to read on mobile phone screens.

No synchronous working
Unlike other file types, PDF files do not support synchronous working. With Google Docs, for example, it is possible for multiple users to work on a document at the same time. Their edits are updated in real time so that everyone can see the current version. There is no equivalent for PDFs, which can make it difficult to collaborate with team members.

Difficult to extract content
A PDF file is essentially an image of your original document. This means that it can be difficult to extract specific images or text from the file. If your PDF is just a scan of your original document, it can also be difficult to convert it back into an editable document.

Not an ideal format for SEO purposes
A final disadvantage of PDFs is that they are not the ideal format for SEO purposes. As with Word or Excel documents, PDFs often lack the data needed for meaningful search engine optimisation. For example, if the document has no title tag, Google uses the actual file name. This means that Google search results will only show the file name. If the file name is not very descriptive, this could discourage visitors from clicking on your PDF.

Final considerations
In conclusion, PDFs are great if you are looking for a simple, convenient and secure format for your important documents. However, it is worth knowing the main disadvantages, especially when compared to other file types.