What is a PDF? Complete guide to Portable Document Format in 2025

You’ve seen it everywhere. Whether downloading a form, reading a contract, or saving a presentation, chances are it came in a PDF. Since the 1990s, when digital documents began replacing stacks of paper files, the way we share and store information has drastically changed.

Early formats often broke layouts across devices, resulting in scrambled text and misplaced images. Out of that challenge came a solution that transformed how we exchange documents worldwide: the Portable Document Format.

So, what is a PDF? At its core, it’s a file type that preserves a document’s exact look (e.g., fonts, images, layouts) no matter where or how someone opens it. That is why PDFs became the backbone of modern business communication, education, and everyday workflows. They’re easy to create, simple to share, and readable across nearly every device and operating system.

But the story doesn’t end with reliability. While the portable document remains one of the world’s most trusted file types, it’s not without its disadvantages. Static documents don’t always meet the demands of an interactive, data-driven landscape.

In this complete guide, we’ll explore what a PDF is, how it works, its advantages and limitations, and top alternatives that are giving organizations and professionals more flexible ways to create and share content in 2025.

The Basics

When Adobe launched the Portable Document Format, it gave the world a universal way to share documents. Unlike a Word or PowerPoint file, a PDF doesn’t rely on the software or fonts installed on a device. Instead, it “freezes” text, graphics, and layouts exactly as the creator designed them.

This made PDFs the top choice for contracts, reports, manuals, and any file where accuracy matters.

Over time, PDF has become one of the most widely trusted standards in the digital world. In fact, it’s the web’s second-most-served file type, behind only JPEG.

Businesses, schools, and governments all depend on it because it preserves the original design without requiring special software to view.

How PDFs work

A PDF works by packing everything a document needs into one self-contained file. Text, images, and fonts all embed directly inside, so the document displays exactly as intended, no matter where it opens. This removes the risk of missing fonts, shifted layouts, or broken graphics.

Compression technology keeps file sizes manageable while preserving quality. This makes PDFs easy to store, send, and archive. Vector graphics also ensure that charts, diagrams, and detailed designs stay sharp at any scale, whether someone views them on a phone or a large monitor.

All of those features are great, but the format’s real strength lies in its universal compatibility. You can create a PDF file format on Windows and open it seamlessly across macOS, iOS, Android, or Linux. This cross-platform compatibility is one reason people rely on PDFs for both professional and personal use worldwide.

PDF file structure and technical aspects

The way a PDF organizes information sets it apart from other digital document formats. It doesn’t rely on external fonts, programs, or layouts. Instead, every file carries its own instructions for how text, images, and pages appear. 

This allows different PDF file types to meet specific needs in business, publishing, and long-term storage, which keeps the format consistent across devices and platforms.

What’s inside a PDF file

A PDF file type follows a page-based structure where each page acts like its own canvas. Fonts are embedded directly into the file, so text always displays correctly, even if the viewing device doesn’t have the original font type installed. 

The format also supports both vector graphics, which scale clearly at any size, and raster graphics, which handle detailed images and photos. 

To keep files efficient, compression reduces size while maintaining readability and visual quality. Below we see the different digital document formats of a PDF file you can use. 

PDF versions and standards

Different versions of the format have different purposes:

• PDF/A: Preserves documents for long-term archiving by removing features that might break in the future.
• PDF/X: Supports the printing industry by ensuring accurate color management and layout fidelity.
• PDF/E: Helps engineers share technical documents like blueprints or schematics.
• PDF/UA: Provides structured tagging to make documents accessible to assistive technologies, so that people who use screen readers can navigate and understand the content.

How to create PDF files using different methods

Learning how to create a PDF has never been easier. Unlike other file types, a PDF’s layout remains consistent, ensuring the document looks the same no matter where it’s opened. Its widespread use means there are many software solutions available, and you can even edit a PDF for free using various online tools and applications, making it highly flexible for everyday use.

Whether you need to turn a report into a shareable file, preserve the layout of a presentation, or send forms that look the same everywhere, you have several straightforward options. 

Modern PDF creation tools fit into everyday workflows, and the right method often depends on what you already use.

Method 1: Print to PDF (Most common)

The simplest way to create a PDF is through the “Print to PDF” feature present in modern operating systems

On Windows, you can open any document:

1. Select File > Print.
2. Choose Microsoft Print to PDF as the printer.
3. Click Print.
4. Pick a folder, enter a file name, and click Save.

On a Mac, the process is similar:

1. Open File > Print.
2. Click the PDF button in the lower-left of the dialog.
3. Then, select Save as PDF from the menu.
4. Name the file, choose a location, adjust metadata if needed, and click Save. 

This method works across browsers, word processors, and countless other applications. Since it comes pre-installed, anyone can use it without additional software.

Method 2: Save as/export from applications

Many popular applications come with the option to save or export files as PDFs. In Microsoft Office, you can:

1. Open Word, Excel, or PowerPoint.
2. Then, choose File > Save As or File > Export.
3. Select PDF (*.pdf).
4. Choose options (Standard quality or smaller size).
5. Click Save. 

Google Workspace has a similar process. If you’re using Google Docs, Sheets, or Slides, you can:

1. Open the file in your browser.
2. Select File > Download > PDF Document (.pdf).
3. Your browser downloads the PDF.

Don’t want to use Microsoft Office or Google Workspace? Maybe you prefer open-source software, like LibreOffice. This platform also provides reliable export features. Just:

1. Open the document you want to save as a PDF.
2. Select File > Export As > Export as PDF.
3. Adjust quality, range, and image settings.
4. Click Export, choose a folder, and save.

Method 3: Specialized PDF creation tools

For advanced needs, specialized software provides greater control. Adobe Acrobat Pro leads the way. It offers features like combining multiple files, setting security permissions, and adding interactive elements.

If you’re using Acrobat:

1. Open the application.
2. Click Create PDF and choose From File or Combine Files.
3. Add files and arrange page order.
4. Click Create.
5. Set passwords, permissions, or redaction if needed.
6. Save the PDF.

Another option is online converters. These can generate PDFs from images, text, or web pages without installing extra programs.

Some examples include Smallpdf, CloudConvert, and iLovePDF. If using any of these sites, all you do is 

1. Upload your file or paste a URL. 
2. Then, select PDF as the output.
3. Convert and download.

Then, there are open-source alternatives, such as Scribus. This may appeal to you if you’re a designer or technical user who wants professional publishing features with full customization.

Here’s how to create PDF files in Scribus:

1. Build or import your layout.
2. Select File > Export > Save as PDF.
3. Pick a preset (e.g., PDF/X for print).
4. Set fonts, compression, and bleed.
5. Export and save.

PDF advantages and benefits

So, why use PDF files? Many industries rely on the PDF advantages. Let’s look at an example. 

In the healthcare and telemedicine space, providers offer all sorts of treatments and often use PDF documents to share important patient information. 

These may include dosage guidelines, treatment plans, consent forms, and FAQs, all in a secure, standardized format that can be easily downloaded, printed, or accessed offline. 

Using PDFs ensures that critical medical information remains consistent across devices and is presented in a professional, easy-to-read layout that supports patient understanding and compliance. 

Other industries that use PDFs include financial institutions, universities, government, and law. And outside of business, individuals use PDFs every day for resumes, applications, and personal recordkeeping because the format guarantees consistency and ease of sharing.

Why PDFs became universal

So, why use PDF files? 

Let’s look at some of the main PDF advantages. You’ll see why these files become the standard for digital documents:

• Formatting preservation: A PDF locks in fonts, images, and layouts, so the document looks identical no matter where it opens. This builds confidence when you send important files to clients, partners, or patients.
• Security features: You can apply password protection, restrict editing, or use digital signatures to validate authenticity. These controls make PDFs a professional choice for sensitive information.
• Professional appearance: Because the format maintains consistent branding and layout, organizations use PDFs to send polished, reliable communications that reflect well on their business.
• Universal accessibility: Almost any device with a PDF reader can open the file without altering the design. This reduces friction for the end user and makes distribution easier.
• File size efficiency: Built-in compression allows a single file to handle text, images, and graphics while keeping the document lightweight enough to email or store without issue.

PDF limitations and disadvantages

No file format is perfect. And while PDFs offer consistency and professionalism, they also come with clear drawbacks. Understanding these PDF limitations helps explain why organizations increasingly explore alternative digital formats.

Where PDFs fall short in 2025

The major PDF disadvantages include:

Static nature

A PDF locks all content in place, which protects the original design. But this limits interactivity. Readers can scroll, zoom, and search. However, they can’t easily click through dynamic content, fill in embedded media, or experience the kind of engagement today’s audiences expect.

Mobile viewing challenges

More than 60% of all web traffic is on mobile devices. 

Yet, most PDFs don’t adjust well to smaller screens. Readers often pinch, zoom, and scroll horizontally, which disrupts the flow of information and makes long documents difficult to navigate.

Editing difficulties

Once you create a PDF, making minor changes often requires specialized software. That slows down collaboration and creates friction for teams that need agility in their content workflows.

Accessibility

A PDF is one of the most widely used file types for sharing digital documents because it preserves fonts, layouts, and graphics across devices. Beyond its traditional role in business and education, PDFs are now increasingly compatible with accessibility tools like text-to-speech, allowing users to have written content read aloud. 

This makes PDFs not only reliable for maintaining visual consistency but also versatile for improving access, comprehension, and convenience in a wide range of contexts. 

However, accessibility still remains a PDF limitation. For example, many PDF creators don’t add the necessary tags or metadata, which leaves the file difficult for screen readers to interpret correctly. 

As a result, a screen reader may announce content in the wrong order, skip headings, or read an image as “graphic” without any description. This may explain why most PDFs are partially inaccessible. This often manifests as blank screens, blurry images, or unreadable code when users access a file via assistive technology. 

Large file sizes

Image-heavy PDFs or scanned documents can balloon in size, making them harder to share. Pair that with sharing limitations, such as email attachment size caps, and distribution becomes clunky compared to lightweight, web-friendly formats.

The engagement problem

While PDFs reliably deliver content, they fall short when it comes to interaction and measurement. 

If your organization wants to understand its audience and create more dynamic experiences, this can pose real challenges:

• Low reader interaction rates
  • PDFs often feel like static handouts rather than dynamic experiences.
  • Readers skim or download but rarely engage directly.
• Difficulty tracking reader behavior
  • PDFs don’t include built-in analytics.
  • You can’t see how long readers stay on a page, where they click, or when they stop reading, which creates blind spots for marketers, educators, and communicators.
• Limited multimedia integration capabilities
  • Videos, animations, or interactive forms either don’t work or require clunky workarounds.
  • Features that do exist don’t always function consistently across devices, resulting in flat, one-way experiences instead of interactive content.

PDF vs other document formats

You don’t have to rely solely on PDFs. There are other formats you can use, like DOCX, HTML, or PPTX. This depends on what you want to create and your end goal.  

We discuss more here below. 

Comprehensive format comparison

Here’s a brief comparison of PDF vs. other formats.

• PDF vs DOCX
  • A DOCX file (used in Microsoft Word) makes editing easy, even after sending. Teams can track changes, add comments, and collaborate easily through tools like Word Online.
  • PDFs, on the other hand, preserve formatting. Once you create a PDF, it locks everything in place, so what you (the sender) see is what the recipient sees. This protects design consistency but sacrifices flexibility.
• PDF vs HTML
  • HTML files power the web. They adapt to screen size, integrate with accessibility tools, and allow interactivity. You can update content instantly and deliver to anyone with a browser.
  • PDFs excel when you need offline access. Once you download a PDF, you don’t need an internet connection. This makes it useful for reports, manuals, and forms, but less agile than a responsive webpage.
• PDF vs PPTX
• PDF vs EPUB
  • EPUB files power e-books. They offer reflowable text, meaning readers can resize fonts or adjust layouts on phones, tablets, or dedicated e-readers, which creates a better reading experience.
  • PDF keeps layouts fixed. This ensures design accuracy but can frustrate readers on smaller screens, where text doesn’t adapt naturally.
• PDF vs Images (JPG/PNG)
  • JPGs and PNGs provide visual simplicity and small file sizes, making them easy to embed or share on websites and social platforms.
  • PDFs offer text searchability and selectable content, which images can’t provide. That makes them better for documents that require navigation, copy-paste functionality, or accessibility tagging.

As you can see, every file type brings strengths and weaknesses, and a side-by-side document format comparison shows why PDFs remain dominant in some situations and less effective in others.

Modern PDF alternatives: Interactive digital publications

For years, PDFs have served as the go-to format for sharing documents. But in 2025, the transition to interactive PDF alternatives is undeniable. Organizations need tools that engage audiences, adapt to mobile devices, and provide measurable insights.

A digital flipbook offers all these features and more. This format transforms static content into dynamic, interactive experiences.

The rise of interactive playbooks

Flipbooks combine the reliability of PDFs with the interactivity of modern digital design. With a single upload, you can convert a flat document into a responsive, media-rich publication that feels alive.

You can replicate the look of a book or magazine while adding features that match today’s digital-first expectations.

Why static PDFs are being replaced

Audiences today expect more than flat pages and basic text. As content consumption shifts to mobile and interactive platforms, the static nature of PDFs no longer meets modern expectations.

Here’s why static PDFs are fading away:

• Engagement crisis: Audiences no longer settle for static text and images. They expect clickable buttons, animations, and embedded media that drive action.
• Mobile-first world: Most global web traffic happens on smartphones. Responsive design ensures content looks perfect on every screen, something PDFs struggle to deliver.
• Analytics needs: Data-driven teams need PDF tracking to know how people interact with content, such as time spent on pages, click-through rates, and drop-off points. PDFs don’t provide this level of insight. 

Flipbook advantages over traditional PDFs

Flipbooks keep the polished look of a PDF but layer on features that make the reading experience more dynamic and measurable.

Enhanced user experience

• Realistic page-turning effects create a natural, book-like reading experience.
• Mobile optimization guarantees flawless display on any device.
• Interactive elements like videos, animations, links, and forms make content immersive
• Built-in social sharing tools allow instant distribution across platforms.

Business benefits

• Advanced analytics track engagement, time on page, and most-viewed sections.
• Lead generation tools, like contact forms and shoppable product catalogs, convert readers into customers.
• Brand consistency features let you apply custom colors, fonts, and logos across publications.
• SEO advantages give flipbooks an edge, since search engines can index the content and boost visibility.

Flipsnack: Leading PDF alternative

Among digital flipbook platforms, Flipsnack stands out as a leader. It acts like an interactive PDF. It combines ease of use with powerful features that outperform traditional PDFs:

• Drag-and-drop conversion: Upload a PDF and transform it into an interactive flipbook in minutes.
• Rich multimedia support: Seamlessly embed video, audio, and slideshows.
• E-commerce integration: Add shopping buttons, product tags, and wish lists directly into catalogs.
• Security options: Protect content with passwords, private links, or branded domains.
• Team collaboration: Multi-user editing and role-based workflows make publishing efficient and scalable.

Conclusion 

PDFs continue to hold an important place in the world of digital document formats. The ability to preserve formatting, maintain a professional appearance, and work reliably across devices ensures they remain the go-to choice for contracts, formats, and archival records.

At the same time, the PDF future is changing. As audiences demand interactive experiences, mobile-first accessibility, and measurable analytics, static documents fall short. Organizations need formats that capture attention, generate insights, and support modern communication strategies. 

That’s why interactive flipbooks and other next-generation alternatives are gaining ground. They combine the trust of traditional layouts with the engagement and flexibility that today’s digital environment requires.

No single format works for every scenario. Evaluate your goals, your audience, and the level of interactivity you want to provide. 

For example, if you want to engage readers, track performance, or deliver mobile-optimized experiences, interactive elements may be your go-to choice.

Ready to explore beyond static documents? Consider trying a platform like Flipsnack. It transforms PDFs into interactive flipbooks in minutes, giving you a chance to see firsthand how content can move from simple distribution to meaningful engagement.

FAQs about PDF documents