A person who uses the Internet has probably encountered a PDF file. This file format remains popular for many reasons. PDF files are versatile and secure and can easily be viewed and printed.
However, generating a high-quality PDF file is difficult for many. How can a person create this document quickly and easily?
The Importance of PDF Files
People might assume PDF files are no longer relevant because they have existed for some time. However, this file format continues to be valuable to users and has grown in importance in recent years. Adobe first introduced PDF files in 1993. The company sought a way to present and print documents across various devices, networks, and operating systems. PDF files can do all of this and more. Today, people can use an alternative to Adobe Acrobat when creating documents. How are they able to do so?
In 2008, PDF became an open standard, allowing it to grow and evolve continuously. Thanks to its standardization, many entities can contribute to advancing and adopting this technology.
The PDF Association reports that Google searches on this technology outnumber those on many popular topics. The association estimates that there are trillions of PDF files today, with users creating billions more daily. How can PDF technology support a business and its transition to digital?
Transitioning to Digital
When PDF first launched, sending and sharing documents electronically was a fairly new option to most people. They never assumed it would overtake conventional methods of sharing communications. Today, however, people rely on digital documents as they go about their daily tasks.
A person may share a PDF document with others, and they aren’t alone. Businesses and government agencies worldwide use this technology to share information. The documents may be shared through a company’s website, email, or electronic media. With PDF, people can drastically reduce printing, distribution, and processing fees. PDF technology also improves access for all.
PDF readers are found on most digital devices today. The widespread adoption of this technology ensures documents are viewable by the masses. These documents and forms work the same regardless of the device used.
The Benefits of PDF Documents
PDF documents and forms allow for electronic signatures. Signing a document or form electronically significantly reduces the time needed to close deals and contracts. The signer creates their signature using a private key. People can do more and less time thanks to this technology, and entities across the globe legally accept electronic signatures.
PDF technology is known for being secure and private. Users love protecting their information and ensuring the documents are of the highest integrity. Password protection and encryption are two measures used with PDF documents. Organizations can share documents that contain confidential information, knowing the recipient will have limited ability to modify, copy, or print the documents.
Individuals can digitize records and documents, ensuring they remain protected for future generations. The United States Library of Congress is digitizing its inventory, and many businesses are following suit. Doing so allows them to transition to paperless processes while archiving critical documents. Once digitized, PDF documents can be compressed to save space during storage.
Choosing a PDF Generation Tool
Individuals must choose from the many tools available today for PDF generation. Some tools are free, while others are expensive. While these tools share some similarities, certain tools are better suited for specific tasks. What should a user consider when selecting a PDF generation tool?
When choosing this tool, a user must ensure it will support the desired file format and operating system. They must also compare the features of different programs to find the one that best suits their needs and consider cost. Furthermore, the tool must be easy to use. Look for one that has a user-friendly interface and features to ensure it gets the most use.
Structuring the Document
When using a PDF generation tool, users must structure the document correctly. Doing so influences the quality of the finished product. Headings and subheadings help organize the content, which must have a consistent and logical flow. Consider using lists, tables, and other formatting options to ensure the document is readable.
Formatting
Other elements of a high-quality PDF file include fonts and text formatting. Fonts should be embedded in the PDF file to ensure they display correctly. While it may be tempting to use unusual fonts to draw more attention to the document, it is best to stick with standard ones such as Arial or Times New Roman. Unique fonts may not appear correctly on all devices. Limit bold and italic formatting, as they can make the document difficult to read. Unicode encoding is needed when the document contains non-English characters to confirm these characters will display correctly.
Apply styling and formatting and add line breaks using HTML-based constructs. Create hyperlinks, inline images, lists, and paragraphs to make the text easier to read. Unsupported HTML tags will be ignored.
Images and Graphics
Add images and graphics to increase the visual appeal of the PDF file. However, remember that any pictures and graphics increase the file size, which can impact the quality of the PDF document. To avoid this, individuals should use best practices for images and graphics.
When choosing images and graphics for a PDF document, ensure they are high quality. The resolution of these images should be at a minimum of 300 dpi. Anything less in the document may look unprofessional. Those who see this document may think poorly of the creator, so ensure only high-quality images are used.
Compress the images with an image compression tool. This tool will reduce the image size without impacting its quality. When using photographs in the document, use JPEG format. If the images are transparent, PNG should be used. Vector graphics should be used rather than raster images because this improves the document’s scalability.
Humans live in a digital world today. They rely on automated document generation when creating PDF files containing dynamic content. Python is the preferred method for making these dynamic PDFs, as it offers robust functionality and versatile libraries. Many people turn to PyPDF2 to manipulate and merge their PDF files. They use this and the Reportlab library to create customized documents using templates.
Tables and Charts
Tables and charts are another tool a developer can use to present information concisely and visually appealingly. Creating these tables and charts for a PDF document can be challenging. The creator should use a table or chart generator tool when doing so. Many individuals rely on Google Sheets or Microsoft Excel as they already have access to these programs, which can generate high-quality charts and tables.
When creating these tables and charts, keep it simple. Individuals often overload the table or chart with colors and other visual effects, thinking this will capture a viewer’s attention. Overloading the viewer will turn them away, as the chart or table will take more work to read.
Vector graphics charts and tables should be used because they increase the document’s scalability and readability. These charts and tables need to be accessible to all. Use all text or descriptions for those with disabilities to ensure they can review the information presented easily.
Security and Access Control
Every PFD developer must prioritize security, particularly when the PDF contains sensitive or confidential information. Securing a PDF file should be easy. The easiest way to do so is to use a password. A robust password will prevent unauthorized access to the files, and most generation tools incorporate this feature today.
Encryption is another way to protect sensitive information in a PDF file. It cannot be accessed by unauthorized users, copied, or modified. However, many developers choose to use a digital signature. The signature allows them to verify the authenticity of the files and confirm that nobody has tampered with them. Limiting access increases security. Determine who can view, edit, and print the files and restrict access to those individuals.
File Size Optimization
When creating PDF files, a developer must ensure they can be easily shared over the Internet. A large file will take a significant amount of time to download and may display differently depending on the device the person is using. Specific steps may be taken to minimize the risk of problems with these files. Optimizing the file size is one way to prevent issues.
A PDF compression tool will help reduce the size of this file. The tool is designed to minimize the size without impacting quality. Another way to reduce the file size is to minimize the resolution of any images included in the file. The highest resolution that should be used for a PDF file is 72 DPI. Anything higher than that will make the file size too large.
Don’t include unnecessary elements in the file. While bookmarks can be helpful to viewers, they will increase the PDF file size and make it challenging to download. The same holds for hyperlinks. Reserve those for other content.
Testing the File
Once a PDF file has been developed, the creator may wish to send it to its recipient immediately. However, doing so without testing and validating the file is a mistake. Steps should always be taken to ensure the file will function as expected. The following are some best practices that should be used when completing these steps. When the developer does not take these steps, the viewer may encounter formatting issues or the data may not present correctly. Depending on the creator’s industry, the file may also need to be legally compliant.
When a developer tests a PDF file, they verify that the content and layout of the document are as expected. The correct data must be presented, and the format needs to be accurate before distributing the document to the intended recipients. Visual elements must comply with company standards. Many developers are tempted to skip the step because testing the documents manually is time-consuming. Humans are also prone to errors. They may overlook problems unintentionally.
The testing process is essential, particularly in industries where customer trust is critical. No individual wants to see their bank statement, insurance policy, or medical report containing inaccurate information. If it does, the PDF owner could face legal action.
The owner must also confirm that the document’s format and layout remain consistent across devices. If they don’t, the brand may be harmed, or the end user may misunderstand the document, leading to unexpected consequences. Furthermore, formatting and content errors could have significant implications if the document is used for transactional data.
Automated testing is one way to overcome the challenges seen with manual testing. Dynamic data, including sensitive client information, can be hard to manage. The PDF creator must confirm that the content is accurate and appears correctly on the document. They must also ensure that the layout matches the expected design. Manually doing so is time-consuming and prone to errors. Sample size testing is often used, but errors could go undetected.
Automating the process helps overcome these challenges. When the process is automated, the PDF content is verified to ensure all dynamic data is displayed correctly and in the appropriate sections. Everything regarding customer details, transaction information, and other personal details will be correct.
Automated testing includes layout verification. The various structural elements of the file are checked to ensure all text, tables, images, and headers appear on the document as expected. The testing process confirms the layout remains consistent across various documents while adhering to the template.
This testing process confirms that all visual differences have been validated. When one or more parameters are off, the document won’t correctly reflect the company’s brand and will make the business look unprofessional. This testing process also ensures all pages in the document are included and will be seen in the correct order.
High-quality PDF file generation isn’t easy. A business owner must know best practices and pay close attention to the details. This process is time-consuming and can be frustrating for those assigned this task. However, the entire process must be followed to ensure the finished product is secure, readable, and optimized. The creator should accept nothing less.
