You can send something in PDF form through email, cloud storage services, messaging apps, secure transfer solutions, video conferencing apps, and project management platforms. Generally, they will be shared as attachments or links.
PDF is a widely used format, mainly because it preserves layouts and maintains compatibility across devices. It is excellent for both professional and personal use; however, sharing it incorrectly can expose you to cyberthreats.
Follow along as we explain the six methods to send PDFs in more detail. We will also provide tips to help you send fully polished, professional documents, regardless of the method you use.
Key Takeaways
- There are six ways you can send something in PDF form: emailing, creating a shareable link from your cloud storage service, messaging it, using a secure file transfer solution, sharing it during a conferencing call, or attaching it to a project management platform.
- You should send documents as PDFs because this format preserves your content’s layout and is secure, compatible with most devices, accessible, stable, and ATS-friendly.
- To send professional PDFs, you should polish them, compress them, name them properly, remove unnecessary restrictions, and test them on another device beforehand.
How to Send Something in PDF Form: Step-by-Step Guide
To send something in PDF form, you can use email, cloud storage services, messaging apps, specific PDF sending options, video conferencing apps, and project management platforms. Let’s take a closer look at each option.
#1. Emailing a PDF
You can email PDF files using Gmail, Outlook, Yahoo Mail, etc.
The specific steps will vary a bit depending on the platform you are on, but in general, you will attach the PDF to an email message, wait a few seconds for it to load fully, and then press Send. The size limit for the three common email providers we just mentioned is up to 25MB.
This is a simple way to share PDF files, especially for corporate professionals who are wary about accidentally exposing important information, as email providers feature the tool for sending notifications when the recipient is outside the organization before sending.
However, it is not always safe to send a PDF via email; a study in 2020 found that there is an email breach roughly every 12 working hours. To ensure secure PDF sharing, you should consider encrypting and password-protecting your documents.
#2. Using Cloud Storage Service
If your PDFs are already in cloud storage, you can share them directly from there via a link. You can do so on Google Drive, Dropbox, and OneDrive.
You have two options:
- You add your recipients’ email addresses to the documents and grant access.
- You create a link that provides access and then send it to your recipients.
You just need to remember to control the PDF permissions carefully; think about what you want your recipients to be able to do; can they download the PDF from the link, or just view or edit it?
Sending something in PDF form through cloud storage services is recommended if it is difficult for you to share large documents over email.
Moreover, your recipients don’t necessarily have to save the documents to their devices if they are worried about viruses or system crashes due to heavy resource usage. This is additionally convenient if they are on mobile devices, as downloading might not work or take a lot of time.
Using cloud storage services to send PDFs online is especially great for professionals who are in certain enterprise ecosystems, such as Google Workspace, Dropbox Business, or OneDrive for Business. They can streamline their workflow by sending, receiving, and organizing PDFs all in one place.
#3. Sending via Messaging Apps
Popular messaging apps that support PDF file transfers include Telegram, WhatsApp, Facebook Messenger, and Viber. These typically include an Attachment function, indicated by a plus or a paperclip icon that you can click and then upload your document.
This method is suitable if you are on a phone or a tablet; however, it is not the best way to send something in PDF form, especially if the document is large. It can take longer to load, and these messaging apps usually have lower file size limits:
- Telegram: 2GB to 4GB per file, depending on your plan
- WhatsApp: 2GB per file
- Messenger: 100MB per file
- Viber: 200MB per file
Note: If you are using the apps on a desktop device, you can also drag and drop your PDF file in the chat/conversation.
#4. Using Secure PDF Sending Options
There are several PDF sending solutions that you can avail of, including Box, ShareFile, and FileCloud. To choose a suitable one, consider the level of access control that you need, the file size limits, the ease of use, and your budget.
This method is likely more expensive than the others on this list, but it can be worth it if you often have to send sensitive documents in PDF form. If you are a part of an organization, a protocol with platforms that prioritize security will help you minimize risks while also appearing more professional and reliable to clients.
#5. Sharing via Video Conferencing Apps
Video conferencing apps that you can use to send something in PDF form include Zoom, Zoho Meeting, Microsoft Teams, etc.
In their chat panels, it is possible to attach a document and send it to others on the call. Usually, there is an Attachments button; some interfaces will also allow you to drag and drop the PDF in.
This sharing method is useful if you want everyone to be on the same page when talking about a particular document. The size limits vary by platform and the plan you have. On Zoom, your PDF can be up to 1GB, and in Microsoft Teams, it is 100MB.
#6. Attaching to Project Management Platforms
Another way to send documents as PDFs is via project management platforms like Slack, Monday.com, ClickUp, and Trello.
With Slack, you can drag and drop files into the message field or click the + icon to select them from your storage. Ten files can be sent at once, with each file up to 10GB in size.
On Monday.com, you can add your PDF to an Item card via the paper clip icon or upload it to the File Gallery, which can be accessed by everyone in your team.
Similarly, files can be attached to ClickUp’s Tasks via the Attachment function > Upload file. It is also possible to share PDFs in the comments (Attachment > Upload file > Send).
Why Send Documents in PDF Form?
You should send documents as PDFs because this format:
- Preserves your formatting across devices and operating systems
- Can be secured with encryption, password-protection, certification, and more
- Is widely used and can be opened on most devices without requiring specific software
- Is accessible for those who rely on assistive technologies
- Supports long-term stability with archival versions like PDF/A
- Can be interactive with embedded elements like hyperlinks, comments, and audio
- Supports digital signatures with signing capabilities and fillable form fields
- Is ATS-friendly and a standard for many use cases, like when sending resumes
If your document is not already in this format, it is easy to convert it to a PDF for sending; our PDF editor can help you do this in just a few clicks.
6 Tips for Sending PDFs Professionally
Keep the following tips in mind to send PDFs professionally:
- Polish your file. Since PDFs are editable, there might be highlights, comments, and annotations made during the draft stages. You should double-check that all these are removed, and your final file is clean. Additionally, it is crucial to spell-check the content and make sure that all non-essential pages are deleted.
- Reduce the file size. Larger sizes load slowly, are more difficult to download, and can cause frustration for your recipients, so make it a habit to perform PDF compression for sending.
- Name the file clearly. Your colleagues and clients won’t want to see a document titled “Untitled-Final-FINAL-Version” or “Scan123;” therefore, you should have an organized system for naming your PDF. A good name makes the file easy to identify, store, and retrieve later on.
- Remove prior restrictions. If the document was locked while it was still being worked on, but doesn’t need to be for the recipient, don’t forget to unlock it before you send it. Generally, it is not good practice to make your clients or customers reach out about access after a handover.
- Check accessibility. Your PDF should meet standards such as those outlined in Section 508 of the Rehabilitation Act and WCAG to ensure that everyone and anyone can understand the content you are sharing. Among the many requirements, it must have proper PDF tags to specify the underlying structure, a background color that contrasts the fonts well, and be searchable.
- Test the file before sending. Opening the PDF on another device allows you to confirm that everything displays properly. If you are sharing by mail, try to send the document to yourself first; this gives you one last chance to make sure there are no viewing or downloading issues. For shareable PDF links, log out of your cloud storage service account and click the link to verify that it works and that the access permissions are correct.
Prepare Professional PDFs for Sending With PDF.net
Our PDF editor includes more than 15 tools to help you refine your documents before sending or sharing them. They are all available on an intuitive interface, so you won’t have to spend hours figuring out how to complete certain tasks.
Everything works online, and you only need to sign up for a plan once you are 100% happy with your documents. To protect against unauthorized use, we delete all your data shortly after processing; plus, we use HTTPS connections to minimize breaches and attacks.
Final Thoughts
PDF is the third most popular file format on the web, so knowing how to send something in PDF form is an essential skill. You have six methods you can consider based on the file you have at hand and how quickly you need to share it.
By leveraging PDF.net as an editing assistant, you can always make sure that your documents are professional and ready for sharing. PDF preparation has never been easier; follow our tips above and streamline your workflow.
How Do You Send Something in PDF Form FAQs
#1. How do I send a fillable PDF form?
You can send a fillable PDF form as an attachment through email, messaging apps, secure transfer solutions, video conferencing apps, and project management platforms. In addition, it is possible to send one via a shareable link created using a cloud storage service.
#2. How do I make sure my PDF is secure when sending?
To make sure your PDF is secure when sending, you can apply a password and then share it with the recipient separately, ideally via a call. You can also restrict certain actions, such as editing, copying, printing, etc. If your information is particularly sensitive, you should make sure your PDF is encrypted.
#3. Can I send a PDF from my phone?
Yes, you can send a PDF from your phone by emailing it, messaging it, or attaching it to a video conferencing call or on a project management platform. Some secure PDF transfer solutions will also let you share your documents on mobile.
#4. How do I convert a document to a PDF before sending?
To convert a document to a PDF before sending, you just need to open PDF.net, hover over More tools, and choose Convert from the drop-down menu. There are three conversion options: JPG to PDF, PNG to PDF, and Word to PDF.