Learn about the differences between paper documents and digital documents, their pros and cons, and in which situations each should be used.

In an ongoing debate about paper documents and digital documents, the latter seem to be winning, as most companies, agencies, and organizations are transitioning to a digital format. The reason is that electronic documents are

 accessible, cost-effective, and take up significantly less space

However, the benefits of paper documents can’t be overlooked, either, especially when they are still widely used. In many cases, they are still 

considered more official and safer than the digital ones

In this article, we will compare paper documents vs. digital documents, discuss their pros and cons, and determine when it’s best to use each. We will also show you how to transition from paper to digital documents if you wish to modernize your office and reduce clutter.

Key differences between digital and physical documents are security, storage and space, retrieval, searchability, collaboration options, environmental impact, and cost.

Paper documents are still often used for financial records and official documentation, like contracts, deeds, birth certificates, and more.

Meanwhile, digital documents are becoming the preferred document type because they are easy to access, share, and store.

If you want to transition from paper documents to digital documents, you need to prepare and organize your files, select a scanning method, pick a naming convention for your new digital documents, and upload them all to a cloud-based storage system.

physical records created by writing or typing on paper

, typically kept in filing cabinets or safes. Although their digitization is in full swing, they remain crucial for official documentation and 

. As a result, many contracts, deeds, birth and 

, letters, and personnel files are still in paper form.

Paper documents are still widely used because they come with several advantages. Here are some of those:

. Paper documents exist in the physical, tangible space, so they can’t be targeted and accessed by hackers. Because of that, they are sometimes considered the safer option, though that depends on the security level.

. Since these documents aren’t digitally stored, they can be opened even when the power is out or computer systems are down. For a similar reason, they are more reliable, as you’re not in danger of losing them due to a system failure.

. Physical signatures are often held in higher regard than digital or 

, so many agencies and government departments still require them.

. If something happens to computer systems and storage, paper documents of the contracts and deeds saved digitally can serve as a backup. This ensures that your documents aren’t lost, so it’s best to keep tangible copies of important records on hand.

However, the disadvantages of paper documents can sometimes outweigh the benefits, which is why their digital versions are largely preferred. Let’s take a look at some of these cons:

. One of the most frequent problems with paper documents is storage, as they need to be kept in drawers and filing cabinets. So, if you have many, you may struggle to find space for them, and even when you do, they create a lot of clutter.

. Paper documents may deteriorate over time or experience other kinds of damage that can affect their contents. Furthermore, they are vulnerable to fires, floods, and other types of disasters.

. The paper used for this type of document contributes to deforestation and waste.

. A well-organized archive of paper documents can make it easier to find what you’re looking for, but there’s no way to search for specific words or phrases within the document. This can make it difficult to look for particular information, and the entire process may take longer than necessary.

files created to store specific information in an electronic format

 rather than on paper. As a result, these require digital devices, like laptops or smartphones, for viewing. Nowadays, they’re largely becoming the preferred format, so most people and organizations use 

, DOCX files, emails, and spreadsheets to store and share information.

The many benefits of digital documents are the reason they are so widely used today. Here are a few of the most prominent ones:

 is far simpler than that of paper files, as they are stored on electronic devices and organized in folders. In other words, there’s no need for large physical spaces and filing cabinets that take up most of the room. Plus, 

 makes it far easier to find what you’re looking for.

. If specific settings are enabled, multiple users can view and edit digital documents simultaneously, which makes them indispensable for remote work. This also saves the time it would take to deliver paper documents to each person who needs to access them.

. Unlike paper documents, digital documents leave no waste and don’t contribute to deforestation, making them a more eco-friendly option.

. Electronic documents can be backed up to the cloud, which prevents data loss in case of a disaster. So, even if your devices are damaged and no longer functional, the documents are still intact and accessible.

Despite their many advantages, digital documents do have a few significant downsides that are worth mentioning, such as:

 and password protection can significantly improve the security of digital documents, they are still at risk of cyberattacks. This is especially concerning for highly confidential documents containing private information.

. When opening digital documents, you may experience issues with software compatibility, which can result in difficulties accessing the file. These are easily resolved in most cases, but they may cause inconveniences, especially when you need to view the document urgently.

. In general, easy storage is a big advantage, but it can become an issue over time. That’s because technology changes, software evolves, and many of the formats that used to be the norm become obsolete. As a result, documents that could be easily accessed before may no longer be accessible.

. Transitioning to a digital format can be expensive at first, since these documents require significant investments in hardware and software. Also, the staff responsible for documentation and archiving needs to be trained to handle the transition, which may take up extra time and resources.

Key Differences Between Paper and Digital Documents

The key differences between paper and digital documents include 

storage and space, security levels, retrieval, collaboration, searchability, costs, and environmental impact

We’ve covered most of these aspects previously, but now we’ll stack them up against each other in this paper vs. digital documents comparison table:

It’s best to use paper documents in specific situations, such as:

 are just as valid as handwritten ones, many government agencies still require a wet signature on their records. So, wills, birth certificates, marriage certificates, property deeds, and similar documents are typically kept in paper form instead of being digitized.

. If you believe there’s a risk of a cyberattack and data breach despite the protection methods you’ve implemented, it’s best to stick to paper documents. That’s especially the case with those containing highly confidential data, such as financial information.

. Paper format still wins over digital when it comes to permanent storage, as technology changes very fast, and the current one may become obsolete in a few years. You can update your records whenever these changes happen, but it’s easier and safer to create a physical archive and keep permanent records there.

. If you live in an area with a poor internet connection or frequent power outages, digital documents aren’t an ideal solution. You’ll lose access to them as soon as the power’s out, so it’s better to use paper documents, at least as backups.

Digital documents are becoming a staple, so you’ll be expected to use them in most situations. However, here are a few where they might play a bigger role:

. If you work remotely, most of the documentation you receive and handle will likely be digital, since this is far more convenient than using mail to send it back and forth. Plus, you’ll likely often collaborate with other team members on different types of documents, editing and 

. In some workplaces, it’s crucial to access documents or data within them as quickly as possible, in which case paper files aren’t particularly convenient. Digital documents are far easier to search, and the required information can be found within minutes.

. If you’re in a small office that doesn’t have a large storage capacity, you should digitize your documents whenever possible. This allows you to save up space while still retaining access to all your files.

. Since paper documents are vulnerable to damage and deterioration, you can use their digital versions as secure backups. However, make sure to implement strong enough protection to prevent potential data breaches.

How to Transition From Paper to Digital Documents

To transition from paper to digital documents, you need to 

organize your documents, select a scanning method, rename the digital files for easier access, and save them to a cloud-based storage system

Now, we’ll take you through the process step by step:

If you have plenty of documents to convert from paper to a digital format, you need to sort them and choose which to start with. It might take time to complete the transition, so it’s best to begin with the most important ones, as well as 

decide whether you need to convert them all

For instance, if you have any documents for permanent records, you don’t have to convert them to a digital form. As mentioned before, these are best kept as paper documents, though you can create electronic backups if it helps you feel safer.

The most common ways to convert paper documents into digital documents are by 

scanning them with your phone or with an actual scanner

. The former is typically used in informal settings when you only have a few documents to scan, while the latter is more suitable for companies with many files.

If you opt for your phone, you can use built-in features, like 

Google Drive for Android or Notes for iPhone

. Both allow you to take a photo of the document with your camera and save it as a PDF or 

However, if you choose to use a scanner, select a high-quality one and 

use Optical Character Recognition (OCR) software

 to make the scans searchable and editable. You may even partner up with a document scanning company that can convert all your paper documents into digital ones.

Once you have your PDF scans, make sure to 

 for your digital files and ensure they are all neatly organized into dedicated folders. That way, you’ll have an easier time retrieving them when you need to.

#4. Save Your Files to a Cloud-Based Storage System

Rather than keeping your files on a local device, 

upload them to Google Drive, Dropbox, or another 

 to keep them safe and easily accessible. Even if your device malfunctions, you can retrieve your documents on a different one, as long as you have the right credentials.

Once you’ve digitized your documents and converted them into PDF files, 

. Our PDF editor has it all: it allows you to split, merge, and annotate content, sign electronic documents, and 

. Moreover, you can share your work with others and involve them in the editing process.

Now that you understand the main differences between PDFs and printed documents, you can make a more informed decision about the format that suits your needs.

In general, we recommend digitizing your files to save storage space and enable easy access to them, no matter where you are. However, you should still make some room for physical copies and paper backups.

Paper Documents vs. Digital Documents FAQ

when it comes to accessibility, storage, and organization

, as these documents don’t take up physical space and can be easily searched. However, digital records are more 

, so they are less secure than paper ones.

#2. How do you convert paper documents into a digital format?

You can convert paper documents into a digital format 

by using a scanner to produce high-quality scans of the records in question

. Then, you can use Optical Character Recognition (OCR) software to convert scanned images into searchable, editable digital text and finalize the process.

#3. Are digital documents more secure than paper documents?

Digital documents can be more secure than paper documents 

if proper protection methods have been implemented

. For example, if your digital records use encryption, password protection, and access tracking, then they’re safer to use than paper documents. However, there’s always a risk of potential cyberattacks.

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You can change the default PDF viewer by updating the settings on your device (Windows or Mac) or upon opening your PDF. 

You can change your default PDF viewer through file settings in Windows or the

panel on Mac; this determines which app opens PDFs automatically on your device.

Many systems use a browser or built-in app, which may not always include the tools you need for editing, reviewing, or organizing documents. Knowing how to change the default viewer can help you use your PDFs more efficiently. Follow along as we break down the steps to update on Windows, Mac, and common web browsers.

A default PDF viewer is the app your operating system automatically uses to open this type of file; it can be a web browser, a built-in system app, or third-party software.

Many viewers only support basic reading, so switching to another program can give you access to more features, including editing, filling forms, applying signatures, etc.

You can update the default viewer through the 

Additionally, you can adjust browser settings in Google Chrome, Safari, and Mozilla Firefox to download PDFs instead of opening them automatically.

the app that your device automatically uses to open PDF files. 

Operating systems assign one to each file type based on your 

system settings, installed software, or preferences.

For example, when you install a new PDF reader, you may be asked if you want to set it as the default program for PDF files. If you accept, all your PDFs will open with that app unless you change the settings.

Many devices use built-in system tools like 

 on Windows to open PDFs. Web browsers such as Google Chrome or Mozilla Firefox can also be default viewers since they include 

Why Should You Change Your Default PDF Viewer?

You might want to change your default PDF viewer to:

Many default viewers will only let you read the PDF. If you want to 

, etc., you will want to switch to an alternative tool.

Fill out forms and apply digital signatures

, invoices, and official applications. However, not all default viewers will support filling fields and adding signatures; updating to a different PDF viewer will let you perform these tasks easily.

Enjoy more comprehensive document management features. 

If you regularly work with many PDFs, tools for 

, splitting pages, organizing documents, or exporting content can make file management far easier.

How to Change the Default PDF Viewer on Windows

You can change the default PDF viewer on Windows in two ways:

#1. Change the Default App in the File Settings

The first method to change the PDF default app in the file’s settings goes like this:

 from the dropdown. A list of available programs will appear.

. You will see a window showing compatible apps installed on your device. Select the PDF viewer you want to use.

3. Set your default PDF viewer by selecting the 

You should use this method when you want 

a quick way to switch the default PDF viewer 

when accessing the file itself. It works well if you already have the PDF app and simply want to set it as the program that opens PDFs by default.

This method is also helpful if you want to 

. For example, if you recently installed a new PDF editor or reader, you can set it as the default while opening a file and immediately see how it works.

#2. Change the Default PDF Viewer in the Windows Settings

You can also update the default app for PDF files through your Windows system settings:

 3. Scroll to the bottom of the page and click 

and select the app that you want to use by clicking 

With this method, if a newly installed PDF editor does not appear in the right-click menu, you may still be able to set it as the default through system settings. It also allows you to 

review and adjust other file type assignments while you are there.

How to Change the Default PDF Viewer on Mac

To open PDFs with a different program than 

2. Right-click on it to access a dropdown and then select 

. You will see a panel showing details about the file.

4. Click the dropdown menu and choose the PDF viewer you want to use from the list of available apps.

 after selecting the app. This changes the default PDF viewer on your Mac.

How to Change the Default PDF Viewer in Your Browser

You can stop PDFs from opening in your browser (Google Chrome, Safari, and Firefox), too; here is how:

1. Open your browser and click the three dots in the top-right corner to open the dropdown.

Once you enable this, any PDF you click online will download to your computer. Then, you can open it using your preferred PDF viewer.

PDFs open directly in the browser window by default in Safari. To change this, when you click on the link, right-click it and choose 

The PDF will save to your computer rather than opening in Safari. So, you can open it with the PDF viewer that you want.

In Mozilla Firefox, you can take these steps to stop PDFs from being opened in the browser automatically:

1. Open the browser and click the three horizontal lines in the top right corner.

 5. Open the dropdown next to it and select 

What to Do If You Can’t Change the Default PDF Viewer

If you cannot change the default PDF viewer, try:

Checking whether the PDF app is properly installed. 

If the viewer you want to use does not appear in the list of available programs, it may not be installed correctly. Reinstalling or updating it to the latest version can help your operating system recognize it as an option for opening PDF files.

Confirming the default app setting was applied. 

Sometimes, the change does not fully save. You need to go back to your system’s default app settings and confirm that your program is still assigned to .pdf. If not, select it again and apply the change.

System settings occasionally require a restart before they fully take effect. You can restart your device to refresh file associations and allow the new default viewer to activate.

In some cases, the file association for PDFs becomes corrupted. You can fix this by resetting the default apps for file types through your system settings or by selecting a different viewer temporarily and then switching back to your preferred program.

On work or school computers, your administrators may restrict changes to default apps. If you cannot modify the setting, you may need to request 

 and permissions to change the default PDF viewer.

To choose the right PDF viewer, think about how you typically use PDF files. If you mostly read them, a lightweight viewer may be all you need. However, if your day-to-day handling involves editing, reviewing, or sharing documents, software with more advanced tools may be better.

Nowadays, many viewers include AI features that can 

, extract key details, or help search through long files. These can help you save time when reviewing PDF reports and research papers.

You should look for a viewer that lets you open files quickly, search the content, and move between pages without having to dig through complicated menus. Ease of use makes a big difference when you are handling high volumes of PDFs or are in a rush.

, large reports, or technical manuals, you should choose a viewer that loads files quickly and handles complex layouts smoothly.

Make sure that the viewer works well with your operating system and integrates with tools you already use, including cloud storage, email attachments, or document management systems.

If you handle sensitive documents that are 

 controls can help you protect important information.

An Alternative to Changing Your Default PDF Viewer

If changing your default PDF viewer feels unnecessary or isn't possible on your device, consider using 

. Our tool makes it easy for you to open and work with PDFs directly in your browser.

You do not need to install software or update system settings to start using it; simply upload your PDF and begin viewing or editing it right away. This can be especially helpful on work or shared computers where default app settings are restricted.

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pdf.net, DocuSign, Adobe Sign, Dropbox Sign, and DocuSeal are some of the best PandaDoc alternatives in terms of features and simplicity.

Generally, PandaDoc alternatives include pdf.net, DocuSign, Adobe Sign, Dropbox Sign, and DocuSeal. They are easy to use, simple to roll out across teams, and integrate well with existing workflows. Additionally, many of them are also more affordable than PandaDoc.

In this guide, we compare these tools in detail, covering their key features, pricing plans, and their pros and cons. We also share practical tips on choosing the right alternative for your business, so you can make the best choice according to your needs.

Some of the best PandaDoc alternatives for small businesses are pdf.net, DocuSign, Adobe Sign, Dropbox Sign, and DocuSeal.

These are easy to adopt and integrate with existing workflows; they also provide comparable features for editing and e-signing PDFs without a premium price tag.

PandaDoc alternatives are for you if you can’t justify spending $49 per month and still be limited by tools offered solely as paid add-ons or require usage credits.

To find the right tool for your business, you should think through your typical workflows and consider your team’s size, tech-savviness, and daily document handling volume.

You may want to look for a PandaDoc alternative if you run into any of the following issues:

PandaDoc pricing increases as teams grow. 

 plan, PandaDoc costs $19 and $49 per user per month, respectively. And, for instance, if a business has 24 employees, which is 

, this comes to $456 per month on the Starter plan or $1,176 per month on the 

Many important functionalities, such as creating templates, restricting editing to protect the integrity of documents, bulk sending, and integrating with CRMs and Salesforce, are only available in the 

 plan. However, $49 per user per month might be too high for many small teams.

Many tools are only available as paid add-ons. 

For example, email whitelabeling, renewal notifications, single sign-on (SSO), and team workspaces aren’t even part of the most expensive PandaDoc plan. You need to reach out to the sales team to inquire about pricing, which takes more time and resources.

While most PDF editors for small businesses offer unlimited access to core tools in their highest-tier plans, this is not the case with PandaDoc. Some features are still capped, including knowledge-based identification and ID/SMS verification. Others (e.g., web forms and automations) require usage credits, which you will need to purchase separately by contacting the sales team.

What to Look for in a PandaDoc Alternative

Here are what you should look for in a PandaDoc alternative:

The more intuitive the interface, the less time you (or your team members) need to spend learning the tool. For small businesses often short on time and resources, this is even more important. The best PandaDoc alternatives typically offer drag-and-drop tools and helpful guides and tutorials.

 and government agencies, they must be recognized as legally valid under regulations such as the ESIGN Act, eIDAS, and GDPR. This usually means the tool you choose must offer features like detailed audit trails, signer authentication, identity verification, and secure document storage.

PandaDoc allows you to create forms, turn them into reusable templates, and edit documents directly to prepare them for signature requests. As such, a solid alternative needs to at least offer the same capabilities. It would be even better if they could provide more advanced features at a lower cost than PandaDoc.

Built-in collaboration and multi-signer support. 

These can make or break your ability to work efficiently with teams and clients, so it is important to prioritize features like real-time commenting, shared editing, and signer order control. Bulk importing and sending are also helpful capabilities to look out for.

Transparent pricing that scales with your business. 

Many online PDF tools for teams include hidden fees or usage limits that can catch users off guard. PandaDoc also offers some features as add-ons that require contacting the sales department, which takes time and adds uncertainty. A better alternative clearly outlines what is included at each price point, shows limits upfront, and lets you upgrade predictably.

Seamless integrations with your existing tools. 

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