PDF vs. Word: What’s the Difference and Which One to Use?

PDF vs. Word differences boil down to their purpose: the former is designed for preserving content, while the latter is made for creating and editing content. This key distinction affects each file format’s compatibility, file size, ease of editing, security, and more.

In this guide, we uncover each difference in more detail. Also, we explain when it’s better to choose one over the other and how to convert between PDF and Word using our online editor. Let’s begin!

Key Takeaways

• The PDF format consistently displays documents and is suitable for sharing or storing documents securely.
• Word formats include .DOC and .DOCX, designed for easy editing and suitable for text-heavy documents.
• PDF vs. Word format differences lie in their compatibility, portability, editability, security, printing, and archiving capabilities.
• You should convert from Word to PDF when you want to create templates, fillable forms, and secure documents for collecting signatures.
• Word files are preferred when handling documents that are still being drafted and edited.

What Is the PDF Format?

PDF, or Portable Document Format, is a file format that displays documents consistently across different devices, operating systems, and software. This means PDFs are suitable for content that needs to be viewed, shared, or stored exactly as intended.

These files can contain text, images, and interactive elements, and support multiple pages in a single file. Therefore, you can save many types of content as PDFs, such as e-books, white papers, reports, manuals, contracts, invoices, and fillable forms.

Today, this file format is maintained by the ISO and has several key standards:

• PDF = ISO 32000
• PDF/A = ISO 19005
• PDF/E = ISO 24517
• PDF/R = ISO 23504
• PDF/X = ISO 15930
• PDF/UA = ISO 14289

Aside from compatibility, PDF strengths include security features as well. You can protect a PDF by:

• Applying a password
• Restricting certain actions like copying, pasting, and printing
• Encrypting it
• Redacting it
• Adding a watermark

By applying these security methods, you can safeguard sensitive details in both your personal and professional PDFs.

What Is a Word Format?

A Word format is a .DOC or .DOCX file format created by Microsoft Word. It supports text, images, tables, charts, and other embedded elements.

This file format is easily edited as long as you have compatible software, such as Microsoft Word, Google Docs, LibreOffice Writer, Apache OpenOffice Writer, WPS Office, Apple Pages, OnlyOffice, and Zoho Writer.

Word files are suitable for text-heavy documents, including letters, essays, reports, resumes, and proposals. However, they are not great for storing or sharing, as their display can change on different devices.

PDF vs. Word: What Are the Key Differences?

Here’s a quick overview of key PDF vs. Word differences:

Format and compatibility

• File format that is universally compatible
• Displays content consistently across devices, operating systems, and software
• File format that is well-recognized but only compatible with certain software
• Depends on specific software versions and formats

Editing capability

• Ideal for quick edits without changing the original layout
• Suitable for creating PDF templates, filling out forms, and collecting signatures
• Easier to edit
• Many built-in tools, such as setting hierarchical headings, changing colors and fonts, etc

Security

• Robust security options
• Reliable for legally binding e-signatures
• Fewer security options
• Easier to bypass

File size and portability

• Typically larger in size due to its preservation nature
• Can be compressed more easily
• Typically smaller
• Can still be large if containing high-resolution images and graphics

Printing output

• Produces predictable results
• Tends to print out less reliably due to its non-preservation nature

Long-term storage

• Has the PDF/A archival standard
• Doesn’t have an archival standard
• May experience compatibility or layout changes as software versions evolve

Now that you’ve seen the key differences, let’s dive into a PDF vs. Word comparison.

#1. Format and Compatibility

Both PDF and Word files are well-known, but the former is more universally compatible and reliable for consistent viewing and sharing. The latter is only better for editing and ongoing document development.

You can open PDFs on almost any device with various PDF readers, including web browsers and mobile apps, while .DOC and .DOCXs can only be opened by compatible software, and even then, their content can change in layout.

#2. Editing Capability

Word files are easily editable with compatible software, which usually offers preset hierarchical headings, colors, and fonts, etc.

On the other hand, PDF files are harder to edit, and the extent of changes you can make depends on the tools you use. Many advanced PDF editors will provide you with as much flexibility as Word files, but they can cost up to hundreds of dollars a year.

Nevertheless, you can still mark up PDFs by adding highlights, leaving comments, inserting images, etc. It is also possible to add and delete pages, rearrange them, and number them for navigation. Also, PDFs are better for quick actions such as filling out forms, adding signatures, or applying annotations without altering the original layout.

Moreover, PDF is generally easier to edit on mobile because there are many browser-based options you can choose from. Word files require a compatible iOS or Android app, which often have version limitations or feature restrictions.

#3. Security

PDF files offer stronger built-in security options. They can be protected with passwords, encrypted, restricted from editing or printing, digitally signed and certified, and set to expire after certain dates or actions.

In addition, PDFs can support audit trails that log actions (i.e., opening, viewing, signing, or modifying the content) used with compliant e-signature or document management platforms. This is why PDF is a trusted file format for e-signing, legally valid under the ESIGN Act and similar electronic signature regulations.

On the other hand, while Word files offer protection features, such as password protection, these controls are generally more limited and easier to bypass.

#4. File Size and Portability

In terms of PDF vs. Word file size, the latter is often smaller because it doesn’t embed fonts, images, and layout details. However, a PDF can be compressed, so it is still possible for a Word file to be larger, especially when there are images or graphics within the document.

Both PDF and Word files can be shared over email, uploaded, and embedded into websites. However, the content and layout in PDF stay the same across devices, which is not always the case with Word files.

#5. Printing Output

Regarding PDF vs. Word for printing, PDF takes the win thanks to display consistency; what you see on screen is what you will get on paper, regardless of whether you are printing on a Mac or Windows device.

On the other hand, Word files can produce inconsistent printing results. Depending on the printer settings and software versions, there may be page breaks and changes in the margins or fonts. You will always have to spend more time making additional adjustments or checks prior to printing.

#6. Long-Term Storage

Considering PDF vs. Word quality over time, PDF is better for long-term storage. The archival standard PDF/A ensures that your documents remain accessible and readable even as software and operating systems change.

Word doesn’t have a comparable standard for long-term archival reliability since .DOC and .DOCX files depend on specific software versions and formats, which can evolve and become corrupted over time.

When to Use PDF Files

You should use PDF files when you want your content to display consistently on every device. It is also suitable for situations when you need the recipient to make quick edits without changing the original layout; for example, when signing an affidavit.

In line with this, PDFs are great for making templates. Most PDF editors will allow you to insert fillable fields and control permissions to prevent unauthorized distribution.

Additionally, the PDF format is suitable for security-sensitive workflows. This is an essential PDF vs. Word distinction when handling legal documents that need to be traceable and verifiable down the road.

When Is it Better to Use Word Files?

It is better to use Word files when you are working with text-heavy documents in the drafting stage; for instance, writing an essay for school or meeting minutes for work. The .DOC and .DOCX formats are also preferred when you want a small-sized document without having to take the additional step to compress it.

If most tasks in your workflow are already within Microsoft’s ecosystem, then Word files make more sense. However, remember that they aren’t as robust as PDF files in terms of security and compatibility. When handling confidential information, you may want to convert from Word to PDF instead.

How to Convert from PDF to Word and Vice Versa

You can convert from PDF to Word and vice versa by using PDF.net. Here how to use our browser-based PDF editor:

PDF to Word Conversion

1. Go to homepage and hover over “Convert” in the toolbar at the top of the page.
2. Choose “PDF to Word” from the dropdown options.
3. Upload your document by dragging and dropping it into the “Drop file here to convert” box or by selecting it from storage via the “Choose file” button. Then, wait a few seconds for the platform to open your document for the conversion.
4. Select the “DOCX” option and click the “Convert to DOCX” button. Select the

Word to PDF Conversion

On the other hand, if you want to change your document from Word to PDF, follow these steps:

1. Navigate to PDF.net and select “Convert” from the top toolbar.
2. Choose Word to PDF from the dropdown menu.
3. Upload the document that you want to convert, and give the platform a few seconds to load your document.
4. After conversion completes, press “Download PDF.”

Convert Between PDF and Word Files Easily With PDF.net

After choosing PDF or Word, our fully browser-based editor allows you to perform conversions in just a few clicks. Your information is protected during processing since we use HTTPS connections and delete all data shortly after.

After you have converted your files, you can compress them if needed. Also, if you need help reviewing your documents efficiently, PDF.net offers AI features, such as: Chat PDF, Translate PDF, and Summarize PDF.

Final Thoughts

Now that you understand the key PDF vs. Word differences, you can choose when to use each one based on their strengths. For instance, if you want to create a fillable form, a PDF is better, but a .DOC or .DOCX is more appropriate if you are writing an essay. If you need to convert one into the other, our intuitive online editor makes the process effortless.

PDF vs. Word FAQs

#1. Can I edit a PDF like a Word document?

You can edit a PDF like a Word document with the right PDF editor. PDF.net, for instance, allows you to type text directly, add images or drawings, include highlights, change the fonts, insert signatures, and fill out different PDF forms, among other things.

#2. Can I collaborate in PDF like in Word?

You can collaborate in a PDF like in Word by leaving comments as annotations. However, you won’t be able to respond to comments in a thread and track those comments as you would in Word.

#3. Does converting between PDF and Word affect formatting?

Converting between PDF and Word can affect formatting; layouts, fonts, spacing, tables, or images may shift during conversion, especially for complex documents. You will likely have to manually edit your document after the conversion.

#4. When should I use PDF instead of Word?

You should use PDF instead of Word when your document has been finalized, and you want to share, store, or print it out without having to worry about the layout breaking. The .DOC and .DOCX formats are better for documents that are still being drafted or edited.