About PDFs and PDF Makers

If you browse the internet and download a document, chances are you’ve run into a portable document format, or PDF. They’re the best document format for sharing information through the web. But why is this?

When we create and share information in the form of a document, there’s a lot more than just words that are put on the page. Text size, font, margins, bolding, and photos and graphics are examples of extra information that a document may have.

The problem is that not every document editing tool agrees on document formatting or coding. Microsoft Word may have different font size settings than Google Docs, and the document will completely differ between these programs. This may not be a problem for you, but if you want to share a document with someone else, there’s no guarantee that they’ll be seeing the same document editor as you.

Enter the PDF: A document format that will always look the same for whoever opens it across any device. PDFs are excellent ways to share information, as the formatting settings remain the same across nearly every device.

This all sounds great, but you’re still wondering: How do I make a PDF?

In this how-to article, we’ll cover some of the various ways you can make PDFs. We’ll show you how easy it is to create a PDF from scratch, as well as how to convert a document to a PDF.

3 Easy Ways to Make a File into a PDF

1. Save as …

Did you know you can use most standard document editors to make PDFs? In this method, you save your document not as its default format (for example .doc, .xls or .ppt), but as a .pdf. 

When you’re building a document in a program like Microsoft Word or Apple Pages, sending it in a .doc or .docx file format results in the images, font, text size, and more potentially changing between programs. The person on the other end may not see the same document that you’ve built.

You can create a PDF in most document editors easily.

Note that you can’t just change the extension of a file from, for example, .doc to .pdf; the originating program (Microsoft Word) has to have a built-in function that allows you to Save as and select PDF.

2. Print to …

You can create a PDF using the print function from most document creation apps and web browsers. The short version is that if you have a document or web page open, you can press Ctrl + P (on a Windows PC) or Command + P (on a Mac) to print that page or document. 

You will see the printers that are connected to your network listed. Instead of selecting a printer, navigate to Save as PDF. Select the destination “Save as PDF” and you’ll create a PDF from that webpage.

Print box with red arrows pointing to Save as PDF and the PDF option button in the lower-left corner of the screen on a Mac.

In the above image, we used a Mac to print from Microsoft Word. If you’re using a Windows PC or different version of Word, your print function may look different, but most programs have this ability. Excel, PowerPoint, Google Docs and more will let you Save as a PDF in the Print section.

When you click Print, instead of printing a physical document, the document editor will save a copy of the document as a PDF. You will then be able to select the destination on your computer that you’d like the PDF to be saved in.

The idea is similar across most commonly used apps; select Print, find the PDF option (Print to PDF, Save as PDF) and follow the on-screen prompts.

3. Convert …

If you’ve got a document you want to change to a PDF, you can convert it with an online converter like PDF.Live. Our convert to PDF tool will let you upload a .doc, .xls, .ppt, or .jpg file and convert it to a PDF. You can try it for free. It’s web-based, so no software downloads are needed.

The converter tool is useful for when you need to change a PDF that you receive, as PDFs can be difficult to make major edits to.

Because the converter tool functions entirely online, it will work on Windows, Mac, Linux and ChromeOS! As long as your device can have a document file on it, the converter will work to convert the file to a PDF.

To make a PDF from another file, like an Excel or PowerPoint file for free online, check out PDF.Live’s free-to-try PDF conversion services.

With the online PDF maker, you simply drag and drop your .doc, .xls, .jpeg or .ppt into the tool, and PDF.Live will convert that file into a PDF. You’ll then be able to download a PDF of that document. This is handy for when you don’t have the capability to open that file right now and need a PDF version of it immediately.

PDF.Live’s conversion services don’t require additional software downloads to install or function — it works entirely in your web browser. PDF.Live is free to try and has many additional capabilities, like an online PDF fax and PDF editor. If you like it, you can check out PDF.Live’s unlimited monthly PDF service options.

Other Things to Do With a PDF Maker App

We conclude our how-to post by explaining how to make other changes in PDF files. PDF.Live offers limited free tasks every day, and for our super-users, we offer an affordable subscription that gives you unlimited PDF tasks and editing abilities. See our pricing page.

Making one PDF from several

Looking to make several PDFs into one? Create a single PDF from multiple PDFs with an online PDF merge service. With this PDF merge tool, simply drag and drop the PDFs that you want to merge into the tool and create a single PDF from those files. Follow the prompts to download your merged PDF.

Edit or change PDFs

Our web-based PDF editor requires no software downloads. Click and drag to the PDF editing tool. Use the editor to reorder the pages or remove pages you don’t want. Change the text, images, formatting, and more. Make small adjustments to a PDF directly from your web browser. Once you’re done editing your PDF, you can download the edited version directly from the web page. If you’re curious about learning more, check out Cool things the PDF.Live editor does.

Sign a PDF

One of the most popular features of our online PDF creator web-based app is the Sign a PDF tool. From any page on PDF.Live’s site, select PDF Editor. Then select Sign PDF. Click and drag your file to the online tool and then follow the prompts. You’ll be able to upload a photo of your signature and place it on a PDF, or you can use a mouse to physically draw your signature.

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Did you know there are 8 different PDF formats? The various formats mean that the PDF will store information in slightly different ways. Each different type of PDF is intended for a different purpose and, sometimes, industry, which we’ll explain. Some PDF types you may never run into, while others you may commonly run into. It all depends on how you intend to use PDFs. 

The PDF, or portable document format, is one of the most versatile document formats out there. Whether you open a PDF on a phone, Windows device, Mac, or any other type of device, it will always appear the same. 

PDFs have become so popular thanks to the many devices and document editing software apps we use in the modern era. Some folks may prefer creating documents using Microsoft Word, while others use Google Docs, PowerPoint and other programs. Regardless, any document that you create with these programs will appear the same if it’s saved or exported as a PDF. 

The 8 different PDF types are separated into two groups. The first group of 6 types are recognized by the International Standards Organization or ISO. This group is responsible for creating and recording international standards about best practices and procedures in a variety of industries. The other 2 types aren’t formally recognized by the ISO but nonetheless may be used by other organizations. 

In this article, we’ll be going through all 8 types, what they’re used for and when you may encounter them.  

ISO PDF Standards

1. PDF 

The standard, most commonly used file developed for sharing and viewing documents across the web is .pdf. The PDF is versatile and easy to use. This will be the PDF type you’ll encounter the most often. 

2. PDF/A

What is a PDFA? This file type is meant for long-term file storage. If you or your company deals with a large number of documents that need to be archived, the PDF/A has fewer restrictions for formatting settings (such as fonts or encryption). The goal is that any piece of software developed in the future will be able to use and view a PDF/A. 

How do you create a PDF/A? When you open a PDF in your favorite PDF reader, many of them allow you to Export as or Save as and choose the PDF/A format. For example, in Apple Preview, select Export as, choose Format: PDF, and click the Create PDF/A option.

3. PDF/E

The PDFE (also PDF/E) was developed for engineers, architects, and construction experts. It’s meant to be used to share technical documents that include multimedia. It has features such as better integration with proprietary manufacturing/engineering software and lower storage costs on a system. 

How do you create a PDF/E? Industry-specific software programs such as CAD programs have that ability built-in. If you need a PDF/E, chances are you are already using software programs that create PDF/E files. 

4. PDF/X

If you’re working with high-quality graphics in documents with more specific color profiles, the PDFX (or PDF/X) is what you need. The PDF/X was developed for graphic designers and printing/creative professionals that need hyper-specific colors, image qualities, and fonts. 

How do you convert PDF to PDF/X? Graphic design software programs, such as Adobe Illustrator for example, have this ability built-in.  

5. PDF/UA

PDF/UA, or PDF/UniversalAccessibility, is a PDF type meant to be used by people with disabilities that require assistive technology like a screen reader. PDF/UA have a certain set of formatting settings required to be considered conforming with certain accessibility requirements. For example, graphics need to have text descriptions and the document needs to be navigable without a mouse/keyboard. 

How do you create a PDF with universal accessibility? Many software programs have a feature called an accessibility checker. Some versions of Microsoft Word tuck Check Accessibility under the Tools menu (this may differ, depending on your computer operating system). In Google Docs, select Tools and Accessibility.  

6. PDF/VT

The PDF/VT is very similar to the PDF/X format but is meant for variable and transactional printing. This means printing content like invoices, statements, or other financial information. It has the settings needed to create useful graphics/images but is geared toward marketing and finance, and the PDF/VT format is created by these types of programs. 

Other Organization PDF Standards 

Although not formally recognized by the ISO, there are two PDF file types that are still used in their respective industries/fields. These types are less common but show how the PDF can be developed for a specific industry’s needs. 

7. PDF/H

The H in this file type stands for healthcare. It is a standard meant for handling, storing, and sharing sensitive healthcare information. This means that the standard was built with extra security and privacy features, intended to satisfy the provisions of the Healthcare Insurance Portability and Accountability Act (HIPAA). 

8. PAdES

This most esoteric name for a PDF file type stands for PDF Advanced Electronic Signatures. It was developed for a very specific use case: To contain standards that comply with the European Union requirements for digital signatures. It’s meant to be used for government legislation and, most notably, the digital signature contained within is recognized with the same legal value as a handwritten signature!

Although there are a lot of other types and subtypes of PDFs you may encounter on the web, these 8 are the most commonly used. PDFs are continually being further developed with additional capabilities, extensions, and restrictions to be used in any industry. It’s entirely possible that physical documents may one day become entirely obsolete!

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