Creating and Sending PDFs with Ease — The Ultimate Guide

PDFs have been the most efficient way for sharing files, for almost a decade now. And, whether you are a student, a business professional, or simply someone looking to stay organized, they boast a more versatile option for sharing a doc online. 

In fact, 82% of businesses nowadays rely heavily on PDFs as their primary document storage and sharing platform. (Source: PDF Reader Pro)

But, what if I tell you that you can make the process of creating and sending the PDFs even simpler? Well, it’s possible now and in this read, I’ll be sharing some of my most favourite tips and tricks to do just that. 

Let’s start! 

Create PDF Files on Your Computer

There are majorly two methods to create PDF files on your computer. This includes using a PDF printer and leveraging an online converter. Here, take a brief look at them: 

Use of PDF Printers

A PDF printer is a virtual printer that helps you convert your document into a PDF instead of printing it physically. Most of the systems, like Windows and macOS, have built-in PDF printer drivers.

Using Online Converters

Online converters as the name suggests are web-based tools that allow you to convert various file formats such as including Word, Excel, and PowerPoint, into PDFs. This is an easy-to-use method that also comes with some fine features like merging multiple files, editing the document, and adding a watermark. 

Additionally, there are some fine tools in the market like SwifDoo PDF that allow you to convert options like PDF to DWG, PDF to Word, and PDF to JPG, among many others.

Create PDF Files with iPhone

If you’re an iPhone user, here are the steps you can follow to create a PDF: 

1. Start by creating a PDF file using the “Notes” application on your iPhone. 

2. Launch the “Notes” app on your iPhone.

3. Click on the icon that says the new note.

4. Add any text, image, or drawing that you want to include in the PDF. 

5. Tap the share icon (a square with an arrow pointing up).

6. Now choose the “Create PDF” option to convert your rough notes into a PDF. 

7. You can then save the PDF or share it directly using various options.

Create PDF Using the “Camera” or “Photos” App

You can also create a PDF by using the “Camera” or “Photos” application, here’s how you can do that: 

1. Start by opening the “Camera” application and take a photo of your desired document and save it directly as a PDF. 

2. Now open the picture in the  “Photos” app and tap the share icon.

3. Select “Print”.

4. In the print preview, use the two-finger zoom gesture on the photo to convert it to a PDF.

5. Then select “Save PDF” or share it.

Create PDF Through Third-party Applications

Creating a PDF using a third-party application is much more easier. And, there are a range of applications on the App Store like that offer some additional features for creating a PDF. 

Editing PDF Files

Editing PDF documents using the finest PDF editors like SwifDoo PDF for Windows can range from simple text changes to inserting images.

• Text Editing

1. Open the PDF file: Open the PDF document that you want to edit in an editor (for example, Adobe Acrobat).

2. Enable edit mode: Enable the edit mode in the application, as most of the programs consist of an option to switch to edit mode or text mode. 

3. Edit text: Click on the text that you want to edit and modify. Many editors also provide features for adjusting font, size, and color

4. Save: Save the document after editing so that the changes are preserved.

• Editing Images

1. Image editing mode: Select the image editing mode in the PDF editor.

2. Insert images: To insert a new image, select the appropriate option and navigate to the image you want to insert. Place it in the desired position.

3. Edit images: Existing images can be moved or resized. Click on the image and drag it to the desired position or resize it.

4. Remove images: Select an image and delete it later when you no longer need it anymore. 

5. Save: Don’t forget to save your changes.

Changing the Page Order

Below are the steps that you need to follow in case to change the order of the page: 

• Open page view: Open the page view in the PDF editor, where all the pages of the document are displayed.

• Move pages: Choose the page you want to move and drag it to your desired location.

• Check the changes: Check the new page order to make sure it is correct.

• Save: Now you can save the document to save the latest arrangements you have made. 

Creating The Table of Contents

Following are the steps you need to follow in order to create the table of contents in a PDF editor: 

• Table of contents creator tool: In the PDF editor, choose the tool to create a table of contents.

• Create Entries: Add entries for each section. Or you can also manually enter the heading and assign the corresponding page number.

• Add Links: You can add hyperlinks to individual pages for better navigation.

• Customize the layout: Customize the layout of the table of contents to your liking (eg font, size).

• Save: Save the document to include the table of contents.

Note: Please note that the exact steps and options may vary depending on the software used.

Sending PDF Files

There are majorly two efficient methods to share a PDF file, through e-mail or by using a cloud storage service, Here’s a little brief to them: 

• Sending by e-mail

  Emailing PDF files is perhaps the quickest way to share a document. Simply add the PDF as an email extension. Be aware of your provider’s size restrictions of e-mail.

• Cloud Storage Service

  If your PDF is too large to attach to the email, you can upload it to a cloud storage service such as Dropbox or Google Drive and share the link to the document in your email.

• Dropbox: Upload the PDF to Dropbox and share the link with the recipient, as this is the safest way to share a file.
• Google Drive: Google Drive offers easy integration with Gmail, making it easy to share PDFs, especially within the Google ecosystem.

Be careful about the file size, especially when sending it via email. You can try using the compression functions to reduce the size. Also, consider security when sending PDFs: encryption and password protection are recommended to protect sensitive information.

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