PDF Converter tips for HR

How to Use a PDF Converter—With Specific Examples for HR Professionals

As our world becomes busier, businesses are looking for quick and easy ways to convert documents into their desired file formats. With the help of data conversion services, anyone can transfer most text and images into PNGs., JPEGs, GIFs, Word documents, or PDFs. 

The Portable Document Format (PDF) is one of the most popular formats due to its wide variety of unique features. It’s an essential tool for attorneys, publishers, and HR managers and has become the standard digital format for business documents, printed or otherwise.

If you’re an HR professional who wants to take advantage of this format, keep reading.

How to Download and Use a PDF Converter Tool

After you choose the software you want, you can either download it or use a browser extension. Most PDF converter tools use similar conversion methods. 

One of the easiest tools to use is PDFSimpli.com because you only have to insert your document into the website to edit and convert it. PDF Simpli also lets you convert backward. If you need a Word document, you can convert a PDF to make it usable on MS Word.

If you’re downloading software, find the download folder to run and install it to your computer. Once installed, you can insert your files by uploading them or dragging them into the program.

Why Convert Word to PDF?

While PDF converters can convert almost any file to a PDF, the most common file format professionals choose to convert are Word documents. As one of the most popular word processors around, you’ll almost certainly need to work with Word files.

Word documents can be altered, which makes sending certain information, like bills or documents that require a signature, a dangerous venture. HR professionals must ensure they stay compliant with their federal and state laws by locking document customization with a PDF.

There are several other reasons why you’d want to convert a Word file to a PDF:

  • Word documents don’t keep their formatting. When you open a Word document on a different computer, the formatting will be lost, but PDFs look the same on any device.
  • References, like page numbers, become mismatched. Authors who use a table of contents or page numbers will use PDFs because their references won’t change.
  • Word is just one of many word processors. Your clients may not have Word installed on their computer, making the file inaccessible. PDFs are a universal file extension.
  • Word has several versions, whereas the format of PDF files stays the same. PDF allows its users to access .pdf files regardless of version, as PDFs stay consistent.
  • PDFs are mobile-friendly. More people are shifting to smartphones. Most people convert word documents to PDFs because of their accessibility and free-to-use apps.

Hr professionals will get a lot of use out of a PDF converter, especially if they work with images.

Why Convert Excel to a PDF?

As the second most popular program in the Microsoft Office suite, Excel is often used by HR professionals to draft spreadsheets for payroll. Since spreadsheets are the best way to record various types of data and reports, offices and businesses see Excel as their go-to tool.

However, there may be times when you don’t want your team members editing your documents or inserting characters that mess up your calculations. That’s where a PDF converter comes in.

Here are a few reasons why you’d want to convert an Excel document to a PDF: 

  • PDFs keep your data unedited and secure;
  • PDFs make formulas and formatting permanent;
  • PDFs encrypt your data with passwords;
  • PDFs present your data in a professional way;
  • PDFs consolidate your files effectively.

Before sending your Excel time-sheet to payroll, use a PDF converter to lock in your data.

Why Convert JPEGs to a PDF?

JPEG, a file type created by the Joint Photographic Expert Group, is an image format that’s used for monochrome, grayscale, and color. While JPEG is accessible, it has some drawbacks:

  • JPEGs have no transparency support;
  • JPEGs won’t work with textual data or small images;
  • JPEGs degrade through subsequent saves;
  • JPEGs lose quality when they’re compressed;
  • JPEGs can generate a larger file size for small resolution images;

When you convert a JPEG to a PDF, you’ll make the image more customizable. PDF converters also work with PNG. files. If you want to send an image over email, turn it into a PDF.

 

Authored by Richard Fendler, Author at SnackNation