The Differences Between Word and PDF and When to Use Each Format

Word and PDF are the two most important file formats for business. While both offer benefits, they also come with unique drawbacks that can make them poor choice in certain situations. This tutorial will explain the distinctions between these two formats so you can choose wisely when unsure which files to use when sharing papers with others.

Word format

The word processing tool called Word lets you write and edit documents. You can use Word to create letters, reports, resumes, and other types of content.

Word documents, such as books and essays, are often employed for long-form writing. They can be distributed through social media sites like Facebook and Twitter or by email.

A.docx file’s format makes it simple for several users to edit the same document concurrently because it only needs the standard software with Windows machines (and most Macs).

Advantages of Word format

The most popular document format in use right now is Word. It is also the simplest to utilize of them all. Word is also the ideal option to work with others on a project because it enables you to monitor changes as they occur. Word documents can be emailed through social media sites like Google Drive and Dropbox. They have consequently become the ideal file format for speedy information sharing.

The built-in controls in Word documents make it simple to adjust the page margins, orientation, and paper size (for example, 8 1/2 x 11 inches). This makes them suitable for printing hard copies of reports or other documents that will be read offline rather than online; however, if all members who need access will also have access through their computers, then PDF may be more appropriate because it offers higher quality output at no additional cost beyond that required by the printer itself.

Disadvantages of Word format

There are also some disadvantages to using Word as a format for your document. First, it’s not as secure as PDF format. Consider a scenario where you are handling private, sensitive information like financial or medical records. Then you ought to utilize PDF instead, as it comes with security safeguards that stop unauthorized individuals from viewing the files.

Second and relatedly, Word documents aren’t as accessible as PDFs because they can’t be viewed by everyone equally well. Some users might need special software installed on their computers to view and navigate through a Word file properly (called “accessibility”). In contrast, all users have access right off the bat when reading a PDF file online or downloading an app like Adobe Acrobat Reader; there won’t be any glitches due solely to which program someone uses on their computer!

PDF format

Documents and other information are stored in PDF file formats, which enable multi-device viewing and printing. Here are a few characteristics of PDFs:

They can be utilized, among other things, for document and information sharing. Consider the following instance: Use the PDF version of the relevant article or book (or even this one) to provide further details as part of an email campaign. It can then be distributed to as many users of various devices as possible without losing its formatting.

Another feature is that PDFs can be printed and viewed on paperless devices like tablets and smartphones. This makes them the ideal ebook format since there’s no need for physical printing costs or storage space when you don’t want one anyway!

Users can read files through PDFs without installing Adobe Acrobat on their computer because there is no installation required. Just click the “Open” button from the web browser, then go ahead by reading/viewing content inside the browser window without worrying about compatibility issues between browsers such as Chrome vs Firefox, etc.

Advantages of PDF format

  • PDF is a universal document format.
  • PDF is a secure format.
  • PDF is a portable format.
  • PDF is a stable format.

Disadvantages of PDF format

PDF files are not modifiable. This implies that you cannot alter the formatting or content of a PDF file. Because of this, Word is recommended over PDF if you plan to edit your document later, possibly to add or remove text or graphics. This is because you have more control over the data displayed in your article.

When to Use PDF and Word Format

Word is ideal if you need to produce a document that will likely need to be updated or printed. However, PDFs are the best option to preserve your work in a different format.

PDFs are your best choice if you need to create a document to distribute to others. On numerous platforms, they can be opened without changing their format. Other users do not need to install any additional software to view PDFs.

However, when considering which document format to use, it’s also worth considering specialized tools that can enhance the functionality of certain formats. ONEPDF is one tool that can facilitate using PDF format and converting to other formats.

the homepage of ONEPDF

You may manage and convert PDF files using a variety of options provided by the flexible online PDF converter ONEPDF. You can rapidly convert your PDF files into a number of file formats, including Word, Excel, PowerPoint, JPG, and PNG, when you utilize ONEPDF.

ONEPDF is invaluable in scenarios where there is a need for precise PDF editing or document conversion. For example, when dealing with complex forms, official documents, or business contracts. The converter is user-friendly and extremely fast. As a result, it has become a staple for professionals who frequently have to convert Word documents to PDF format.


In summary, Word documents and PDFs are helpful in different ways. It all depends on what you are trying to accomplish. If you simply need to share text documents with others or create them yourself, then Word is a good choice. On the other hand, if you want to keep your document private but retain its content in an accessible format, then PDF would be better suited for this purpose. Additionally, considering specialized tools like ONEPDF can further enhance the capabilities of your chosen formats.