Importance of Word to PDF Document Conversion Managed Outsource Solutions
Document conversion for businesses and professionals often involves Word to PDF conversion.
PDF promotes the secure exchange of information and offers
some benefits over Word, particularly when it comes to presenting tabulated and technical information for research or reference.
Word to PDF Document Conversion with Live Table of Contents
Both Word and PDF have own benefits though, which is why document conversion is a vital need and when large volumes of files are involved, one of the commonly outsourced tasks. Here are some technical insights that could go a long way in making your experience with either of these better.
One of these areas involves converting Word to PDF and incorporating a live table of contents to enable users to get to the page they want quickly, by just clicking. This can be done on Word before getting the doc converted to PDF.
To begin with, make
sure you have set your Word document properly. You can use the outline styles available for this in Word. This helps better organize your report.
When it is time to convert your doc to PDF for distribution, follow these steps:
Select “References” and then select “Table of Contents” before choosing a table design. This will provide you with a contents table at the top. Each of the items in the table will also serve as a link to the respective part of the document.
Next, the PDF conversion must be done on Word so as to retain the links. All you need to do is save the file as a PDF. This will help retain the links.
www.managedoutsource.com
1-800-670-2809
Why PDF is Preferred over Word
When it comes to circulating information through painstakingly created reports, manuals, e-books, etc., PDF is often the preferred medium. There are many reasons why people prefer PDF over Word, and they primarily deal with the volatility of Word’s formatting across versions and devices.
Word documents do not retain their formatting. Formats sometimes change when the same file is opened on different computers or printers. PDF helps preserve the formatting.
Word plays around with is references. The table of contents we discussed above could be altered when the same Word doc is opened in another computer. Long documents could cause page numbers to change, and this could be quite bothersome for people involved in eBook and report writing. Again, PDF solves the problem.
One of the major factors contributing to this volatility in Word is the large number of the released versions. Formatting changes between old and new versions of Word do occur, while such problems are non-existent with PDF versions.
Another factor is that PDF files are more mobile-friendly. Special apps are required for accessing Word files on mobile devices. And even then, many features would not be supported. PDF apps aren’t expensive, and some are even available for free.
PDF files are also more universally accessible through a variety of software and operating systems. MS Word sounds universal enough, but it is simply one among many word processors. Some people may have other word processors installed. Here, PDF serves the need for wide circulation.
www.managedoutsource.com
1-800-670-2809
However, this does not mean that Word does not offer any options. It does have many editing options and can be accessed from many devices. It’s just that people who are more involved in eBooks, reports, and scientific papers may want to convert to PDF to improve the reach of their work.
Free Google Apps for Word Mobile Flexibility
These issues are also felt for insurance and retirement plan advisers who often use mobile devices since they have a good deal of field work and cannot always be stuck within the walls of their office where they could access a laptop or desktop. Being on the move, they have to work with Word files on their mobile devices. As discussed, it is very difficult, without expensive apps, to manage Word files on a mobile device. However, there are a few free apps available that allow editing of Word files.
Docs, Sheets and Slides Apps from Google
Google offers Docs for Word editing, Sheets for Excel editing and Slides for PowerPoint editing. With these, users can share these kinds of files online and make comments and respond to those made by others viewing the file. Changes can also be made in real time. These features prove to be particularly useful when a filesharing platform locks files for only a single person to access them at a time. These apps are available in Google Play and Apple App stores as well. A passcode is provided for their security.
The Docs app also enables users to view the shared document’s revision history and even check previous versions of the document.
The Sheets app enables Excel cell formatting, organizing and adding plan data, interpreting that data with formulas and charts, searching and replacing figures, etc.
www.managedoutsource.com
1-800-670-2809

The Slides app enables users to directly conduct presentations from their mobile device wherever they may be. Again, slides can be moved or edited, and text and shape as well as other features dealing with each slide can be edited.
With these apps, Microsoft’s tools including Word get more versatile. Nevertheless, the advantages of PDF remain, which is why converting DOC to PDF is an important element of document conversion.
www.managedoutsource.com
1-800-670-2809