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As we continue our focus on using WPS Office to help you maintain the security of your documents, we turn our attention now to PDF files. PDF—which stands for Portable Document Format—is a popular file format that allows you to securely store and view data. Once a PDF is generated, it becomes a secure file that can’t be edited or modified by anyone else. In WPS Office, the built-in Save-to-PDF tool allows you to make documents smaller and easier to share as well as more secure.
WPS Office allows you to open PDFs, as well as save any document in PDF format, whether you are using the Writer, Presentation, or Spreadsheets application. It’s a very simple task that simply involves opening your document, clicking “File,” then “Save As,” and then choosing the “Export to PDF” option or selecting this button on the menu toolbar directly. You’ll be given a choice in the “Save to” section of what location to save the PDF, and you can also indicate export options including summary information, new comments, hyperlinks, and whether you want to convert title styles to bookmarks. The free version of the Writer and Presentation apps include the option to add a visible watermark on the PDF.
To understand when and why you might use PDFs for added document security, it helps to know a bit about their history and status as secure documents. Adobe Systems developed the idea of PDFs in the early 1990s to provide a means of digital file exchange. At the time, document sharing between different operating systems and computers was often challenging, so the purpose of the PDF was to maintain fixed formatting.
The new file format allowed users to view documents as they were originally laid out, including fonts and graphics, without having the software that created the documents. The key, though, in terms of security was that while other users could open and print PDF documents, they couldn’t modify them.
Unlike when sending a regular Word document or digital photo on the Internet, which any recipient can easily cut and paste data out of and send out via email, the PDF file allows you to protect sensitive information or intellectual property. When creating PDFs, you can choose among different levels of security, including options to:
You can determine the best measures of security for your files depending on the material you are sending electronically. In addition to being highly securable, PDFs offer other advantages as well including:
Though creating a PDF document offers a certain level of enhanced security in and of itself, here are a few additional best practices to secure your files:
For more tips, guides, and information on using WPS Office, please visit our Online Knowledge Base.