PDFs are the most accepted file format. While billions of PDFs are sent every year, sometimes you need to change the file format to a Word document. This means you’re probably wondering how to convert a scanned PDF to Word.
Thankfully, the process is fairly simple: you simply scan the PDF and follow a couple of prompts, and you can open the file as a Word document. So, when should you consider scanning a PDF to a Word document?
Best Uses for Word
Scanning a PDF to Word works best for specific scenarios and applications. Have you ever tried to extract an image from a PDF? If so, you probably ran into a lot of problems.
Images are embedded in PDFs and aren’t the easiest to extract if you don’t know what you’re doing. However, you can easily reuse images in Word. For example, if you want to move an image to another page or simply reuse an old one. Thankfully, Word makes the process simple for you to do.
When it comes to written documents, it’s hard to beat Microsoft Word. The software is designed to be a word processor, and this is what you typically need when you’re crafting everything from an employee memo to a business letter to shareholders. Scanning a PDF to Word makes it so much easier for you to create meaningful content.
In other words, you can take the data from a PDF and easily turn it into information everyone can understand. Best of all, Word comes with spelling and grammar-checking tools to help ensure every document is professional.
Best Uses for PDF
While Microsoft Word has its best uses, there are times when you want to keep a PDF in its original format. An example is when you want everyone to have viewing access to the document. With Word, you need to have access to Microsoft’s proprietary software.
Without the software, you can’t view the document. PDFs are a little different. Even though you will need to download Adobe® Acrobat® Reader to open a PDF, the software is free and is standard on most laptops. This means everyone can view the file without paying for additional software.
So, when are the other times it makes sense to skip scanning a PDF to a Word document? Here’s a look at a few reasons why you may want to keep a PDF in its original format.
Printing
When you need to print a document in its original format, PDF is usually the way to go—think of it as what you see on your screen is what you get in a printed document. Everything is the same, from your computer screen to printing. You don’t need to worry about weird formatting issues like offset margins and missing text.
PDFs are also a breeze to print; the format is always print-ready, whether you’re sending the document to an in-house department or a stakeholder in another country.
Storage
PDFs are easy to compress into smaller files, and you can store large amounts of data without taking up a ton of space. Even after compressing the file, a PDF still retains its original format and is compatible with all platforms. When you need to pull the PDF up, you can do so regardless of your browser.
You can also easily search a PDF for specific information. If you need data from last year’s sales, you can find it in a PDF. With Word, you may need to read the entire file to find the information you’re searching for.
Exchange Files
Are you frequently exchanging files? If so, PDFs may be a better option than utilizing Word documents in your workflow. Remember, PDFs are easy to compress and this makes it a little easier to exchange files with other users.
You also don’t need to worry about the file’s format changing. Everyone sees the original format regardless of how many times you share the file.
Easily Combine Formats
When you need to combine formats, PDFs make it easy. You can readily insert images from one webpage and text from another site to create a new, comprehensive document. From graphs to spreadsheets, a PDF allows you to combine almost anything.
Create Business and Legal Documents
Your business and legal documents must remain intact, whether you’re sharing them with stakeholders or employees. PDFs are difficult to edit, without access, helping to ensure everyone reviewing the documents sees the same information.
Whether it’s a business agreement or an employee application, the PDF’s built-in security protocols help ensure your content remains unchanged.
Scanning a PDF to Word
Converting a PDF to a Microsoft Word document can be highly advantageous when you need to edit text, modify images, or reformat the document. Microsoft Word offers a more user-friendly interface for these tasks, enhancing efficiency and accuracy in document editing.
However, for sharing and publishing purposes where preserving the original format is crucial, it’s often more practical to maintain the document in PDF format. Doing so ensures that the document’s integrity and layout remain intact across different platforms and devices.
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