Benefits of Receiving Faxes as PDF Attachments
Introduced more than two decades ago, the PDF file format has stood the test of time as one of the most used file types in the World. You can find it everywhere online, and search engines like Google have even started ranking these files in their pages.
It’s also the preferred format for delivering online faxes. And this is no coincidence, there are many advantages you can enjoy by using documents in the PDF format. And that’s what we’ll explore on this article.
1. They Can Be Read Anywhere
These days, every device an operating system has a way of opening Adobe PDF Files. In a Mac this can be done using Preview, in a PC you have the Adobe Reader already installed with Windows, even browsers are able to show PDFs with the official plugin.
Any fax you receive will also be readable on a smartphone or a tablet, using your Internet browser or with the built-in preview software for iPhones/PDF reader app on Android.
You can get the Adobe Acrobat Reader here.
2. It is A (Secure) File Format Accepted By Businesses
The PDF is a format that has not only been embraced by the general public, millions of companies use it on a daily basis to collaborate in an easy affordable way.
And that’s because PDF’s are not only easy to manage, but also because there are different options that can add levels of security for your documents, including passwords and watermarks.
3. It can show text and images
Before the PDF arrived, there was no easy way of integrating text and images on a digital file. You had to work with software like Word, but opening these files required that all people had a certain paid program.
The display of PDF contents is consistent across al devices, no matter which app, software or operated system they’re viewed on. The best of all is that these files aren’t heavy, compared to similar formats. Even high-quality files can be compressed into a file size that is easy to send as fax. Remember that most fax services have a max limit of 20MB for fax conversion.
4. It’s Easy to Add a Signature
There are certain situations when we need to receive a fax and then send it back. Luckily, when using a PDF, adding a signature is a piece of cake. Besides the different apps and web tools developed to digitize your signature, many services let you add it with just a few clicks (or taps if you are using your cell phone to receive faxes!).
First you need to scan or sign directly with a tablet pen, and then turn you signature into a digital image with transparent background. This image is then added to documents where you see fit.
5. The format remains consistent
If you have worked with other document editing programs, you may have noticed that they depend heavily on the version of file you are using. Sometimes you open a document from a previous version, and it doesn’t look like it’s supposed to.
With a PDF you can forget about this problem, because the way it works has been maintained by Adobe. You can open a PDF that has been lying on your computer for 10 years, and will look exactly as originally designed to look. New version of the Adobe Reader improve the way we can handle these document but not the PDF itself.
6. It’s here to stay
The format was created as a way to definitely say goodbye to paper consumption in offices around the World. These days it is so widespread that you can rest assured it will remain relevant for decades to come, after all it has already stood the test of time in these days when a new technology pops up every two days!
Having your faxes stored as PDFs not only gives you plenty of benefits right now, but they will also be accessible in the future, you won’t need to convert them to another file ever again.
What About the Downsides?
Of course, no file format is perfect and the PDF is no exception. For example, creating a PDF is not as easy as it may seem. The Adobe Reader is just that, a reader. You need specialized software and probably a designer to make your own high quality PDFs.
Readability on small devices can be limited because the contents are not reflowable, you just zoom in to the parts you want to read.
Finally, converting PDFs to other file formats can be a rocky experience, there are a lot of options that you need how to use to get an optimal result. Other times you need a specialized program or service to convert a PDF to a specific type of file.
Luckily when faxing a PDF online we don’t need to deal with these problems. There’s no need of creating PDFs from scratch, they just arrive to your inbox. In addition every document you send as fax is converted to PDF automatically by your fax service (and viceversa), ensuring that the display is the same as the original document.