You’ve heard about PDF software and we can confirm one thing, that’s the fact that everyone can view documents regardless of the platform they’re using. Many people will use free PDF readers when trying to view a document. 

However, it all comes down to which PDF reader you are trying to use. Some may be better than the rest, but you must always be able to distinguish which ones are the better option to use. 

Surprisingly enough, when choosing the best PDF software for you, there are several pointers you should consider. In this article, we will find out which ones they are. 

Let’s dive right in! 

9 Pointers you need to consider when you are choosing a PDF software 

1. Ease of use 

Experiences are important when it comes to using the software. If users undergo a bad experience, they will never want to use the same software again. Or, we will need to evaluate much more complex features. The PDF editor you are using should have all of the elementary features you need for moving forward and your everyday use. 

If your PDF editor is difficult to use, it will only complicate your daily interactions and might consume more time than required.

2. Price and license 

Like any other software you use, the price of PDF software is a leading factor that shapes your purchase decisions. However, when you choose which PDF software to choose, the price shouldn’t be the only factor influencing your decision. What else is important to consider? It should be the license and structure behind the PDF software as well. 

Each software provider has its own prices, whether it be monthly or yearly, and there are even platforms that will sell for a one-time price. Remember that you even have software that requires you to make another payment when switching from iOS to android. 

Therefore, before you make any final decision when purchasing a product, figure out the following: 

  • What is the price based on? Is it monthly, yearly, or a one-time payment? 
  • How many people can use this license? 
  • What will charge you extra? 

On the other hand, you have software that may only work for two different programs, making the document accessible, but you’ll need to confirm this by buying it. 

Additionally, some PDF providers will offer discounts for organizations and educational institutions. 

3. If the PDF files can be merged 

Before choosing any PDF editor, it’s a good idea to choose one that allows you to merge two PDF files into one single document with only a few clicks. 

Most software is expensive to buy when they have a PDF merger. However, there is one software that offers you a cheap long-term plan: the Smallpdf PDF merger. It allows you to upload files and permanently delete files within 60 minutes

The real question is how the PDF files can be merged. A drag and drop tool allows you to drag and drop your PDFs into the PDF combiner. You can rearrange the entire files and individual pages in the order you prefer. 

Furthermore, you can add more files, delete them and even rotate them if necessary. The final step includes clicking ‘merge PDF’ and downloading your PDF files. 

But if you work with PDFs a lot and need to merge PDF documents daily, it makes sense to look into professional PDF combiner software. PDF Combine is a great example of such a solution. The software allows you to combine PDFs offline, which enables you to handle large batches of files and complex jobs with ease.

For example, PDF Combine allows you to merge multiple PDF files based on entire names or specific parts of their names, identifying shared sequences of characters to efficiently consolidate documents. Or combine PDFs stored across multiple folders, effortlessly creating a single multi-page PDF document.

While PDF Combine is a paid solution, it’s a worthwhile investment for those who need to merge PDFs offline.

4. Software freedom 

As we mentioned before, viewing PDF files has its own limitations and each software offers a different level of freedom. This especially counts if you need to view a PDF file and make edits to it. In this case, when you select a PDF editor, you need to look for the one that gives you enough freedom to add images, text, and many other edits you can make. 

Your PDF editor should give you enough editing freedom to change document layouts and adjust text and size. Additionally, your PDF editor should be smart enough to make text flow and adjustments automatically. 

In short, professional documents should be interesting enough and offer enough freedom to the point where you can add footers, headers, stamps, etc. In this case, you never need to reach out to any other software to make these adjustments. 

5. Are there any demos or free trials available? 

Many may not pay much attention to this part, but when you are comparing software with each other, free trials are an excellent way of distinguishing if the PDF software editor is the right choice for you or not. 

Free trials and demos differ between each software and are important to pay attention to. This is to get used to the experience and what you can expect from the software. However, remember that each PDF editor will give you something for free and require you to pay for something else. 

Above all, having a trial to try it out is excellent because you don’t need to wait a period of time to cancel your subscription plan. Of course, if you don’t like what you see, you can cancel the trial anytime. Most free trials are from one week to even a month, depending on the software you use. 

6. Security features 

Most organizations creating documents will do so on a weekly or monthly basis. These documents have important information, and the last thing you want to happen is for them to get stolen or hacked. The best thing you can do in this case is to have a password protector to limit access from unauthorized users. 

Unauthorized users can’t only be external but might be internal as well. In other words, PDF software can grant you the ability to change permissions and even limit access entirely to users that shouldn’t gain access to it, even if you published your document. 

Additionally, you can consider certification protection for securing documents that meet specific permissions for each individual. 

This should be considered your top priority since Varonis published a study this year claiming there were more than 300 data breaches and more than 100,000 records stolen! 

7. Customer support and training 

Is the PDF software you are trying to use offering you enough support or not? Before you use it, can you find the FAQs page or even a user guide? Is the software team showing you live support when any issues within the software arise? Especially when you are in the phase before using PDF software, it’s essential to know about the level of support you are going to get. 

Another question you can try to answer is if your team needs training or not. Find out if the training is offered with the price you pay for the software. However, keep in mind that some PDF software does offer training but, at the same time, will require you to pay extra for the additional training. The more difficult the PDF software is to use, the more training it’ll need from your side. 

8. Collaboration features 

If you are using a PDF editor, you need to know about the document collaboration features offered. Document collaboration should be granted to everyone so it fits into their everyday schedule and workflows. 

Also, let’s not forget how important collaboration features are when using a smartphone or tablet. For example, you might be away from home and need to use your PDF editor from your tablet or phone urgently. Therefore, next time you decide on using a PDF editor with the right collaboration features, make sure it has a mobile app too! 

9. Interface 

You may not have thought about this so much, but the interface of PDF software is super important. The interface is one of the first things a customer will pay special attention to when using the product. AgronDigital claims that an interface allows you to define your system’s boundaries. 

The interface is one of the main things that will see if the customer is motivated to keep exploring the PDF software or will stop exploring. One of the top reasons why someone might stop using PDF software is because the user interface isn’t user-friendly, 

Wrapping it all up

We come to an end for this article. You should pay special attention to these nine pointers when choosing PDF software. Keep in mind that each PDF software differs and requires you to make comparisons between them. The real question is why? 

If you don’t have enough freedom while using PDF software, you need to see which software grants you the most freedom and benefits your business the most. Prices and the rest also significantly impact the type of PDF software you choose, so choose wisely!