PDF vs DOCX: What's the Difference?

The PDF format and DOCX format are some of the most popular formats for documents that are used for working purposes, educational purposes, business uses, and even personal uses. While they can both have various contents such as text, images, links, and tables, there are different purposes of using these document formats.

The main distinguishing point between PDF vs DOCX is flexibility. A DOCX format is mostly used to create and edit the content, whereas a PDF format is more helpful in preserving the appearance of a document.

Knowing all these differences will enable you to choose the format that is most suitable for your resume, report, invoice, assignment, contract, or any other document. This article gives an explanation of the key differences between PDF and DOCX files formats, how to use them, and their effects on conversion.

PDF vs DOCX: The Main Difference

The best way to understand PDF vs DOCX is to take into account your intentions concerning the document.

DOCX is a word-processing format that allows editing. This format is usually used while writing a document, making changes to it, correcting mistakes, etc. You can change paragraphs, change fonts, place pictures, alter tables, and rearrange parts of the document.

PDF is all about the preservation of a final document's appearance. After finishing the report, the invoice, the resume, or the contract, you can save it or convert it into PDF to ensure that it will keep its intended page layout.

A simple workflow looks like this:

DOCX → Create and Edit → PDF → Finalize and Share

Neither format is better for everything. The right choice depends on what you need to do next.

What Is a PDF File?

PDF is an abbreviation that stands for Portable Document Format. PDF documents have an extension name of .pdf. These types of files are used to deliver consistent content through various systems and applications.

A PDF may include text, images, drawings, hyperlinks, forms, comments, signatures, and many other types of document content. It is a common practice to use PDF for invoices, contracts, reports, certificates, e-books, manuals, application forms, and final resumes.

The PDF documents can also be edited using appropriate tools. Various operations like text insertion, annotation, organization, protection, compression, and conversion into other formats are performed on PDF documents.

What Is a DOCX File?

The DOCX file format is an extension used mostly by Microsoft Word. DOCX extensions are .docx, while the file extensions of older Word documents are .doc.

The DOCX format is used to create and edit text content. It is used to write text, add images, make tables, and manipulate fonts, margins, pages, and styles of the document.

The DOCX format is very helpful when the document is still under development. The comment and Track Changes functions make the DOCX format very handy in case many people have to read the document.

Examples of such documents include assignments, drafts, proposals, reports, underdeveloped resumes, and business documents.

Key Differences Between PDF and DOCX Files

While the contents of a PDF and DOCX file may be alike, how the contents are processed differs between the two formats. Editing, formatting, collaboration, sharing, printing, and document display are just a few of these.

Why Does PDF Keep Its Layout Better Than DOCX?

The difference lies in the design of both formats. DOCX is a word processing format, which means that its content should be flexible since people will edit documents by adding paragraphs, changing fonts, resizing images, modifying margins, and doing other similar operations. These actions might influence the positioning of content on a page.

For instance, when someone opens a DOCX file on a computer that lacks an original font, there is a chance that the text will be reformatted, causing some headings, images, tables, and even paragraphs to be moved onto a new page.

In contrast, PDF emphasizes keeping the same page layout as intended by the creator of a document. It is useful in cases when someone else should view or print the document as intended by its creator.

Which Format Is Easier to Edit?

DOCX format is easier to use when significant editing is the main objective. You can change paragraphs, headings, styles, tables, image size, and other parts of the document. This means that DOCX format is perfect for documents that need frequent updates.

There are several differences between PDF and DOCX formats, but that does not mean PDF documents cannot be edited at all. The newest PDF editors allow you to edit any part of your document by adding content, annotations, and images; filling forms, inserting signatures, and completing other actions. If you have to rewrite your document entirely, then you might want to convert it to DOCX format first.

PDF vs DOCX for Sharing and Professional Documents

It is especially important in cases of sending professional documents. Think about the case of sending a resume. The resume might have been thoroughly formatted in terms of its headings, spaces, fonts, and page breaks. The PDF version will help keep the formatting. In case an employer requests DOCX, it would be better to use the DOCX version.

The rule is also applicable in cases of sending other documents. Finished invoices, contracts, certificates, manuals, and reports tend to be sent in PDF format. DOCX will work better when it comes to making someone a participant in the creation of the document. It might be a document that requires some amendments, such as a proposal.

PDF or DOCX? Choose Based on Your Task

Instead of asking which format is universally better, consider the next action someone needs to perform.

Choose PDF when you need to:

• Share a document that is completed.
• Maintain the desired format of the page.
• Send a resume that is completed.
• Submit an invoice.
• Submit a contract that is completed.
• Prepare documents for printing.
• Submit finalized documents.
• Submit a report mostly for reading.

Choose DOCX when you need to:

• Write a new document.
• Make frequent changes.
• Rewrite paragraphs.
• Co-author a draft.
• Get feedback from someone else.
• Monitor changes to a document.
• Change formatting frequently.
• Share an editable document with someone else.

The easiest rule to remember is:

Still working on the document? Choose DOCX.

Finished and ready to distribute? PDF is often the better choice.

Can You Convert PDF to DOCX?

Yes. It is when the PDF to DOCX conversion proves useful, as there arises a need to make the file editable.

For instance, consider being handed over a PDF file of an old report whose information is required to be incorporated in the new report. Instead of retyping the whole document, the use of a PDF to DOC converter makes this feasible.

A free PDF to DOCX tool can therefore bridge the gap between the two formats:

PDF → Convert → DOCX → Edit

It is especially handy in situations where the actual editable file cannot be accessed, but the need for it arises from documents like reports, business documents, educational material, etc. The outcome of conversion depends upon the nature of the PDF file. Simple text documents are usually easy to convert.

Can You Convert a DOCX File to a PDF File?

Yes, actually, the process of conversion to PDF from DOCX is part of a regular document workflow. This means that you create your report using Microsoft Word, edit it, get comments on it, and finally create a DOCX document. When done editing, you can always convert a DOCX file to a PDF file.

The workflow becomes:

DOCX → Write → Edit → Review → Finalize → PDF → Share

Your DOCX file can stay as your editable file, whereas your PDF file will be the file that will be distributed. This method can work well for CVs, reports, bills, business proposals, and many other types of files where you require both versions.

Will PDF to DOCX Conversion Keep the Same Formatting?

Changing from PDF to DOCX free by using an online converter makes the text editable; however, one should not think that every file converted will be identical to the PDF file. The simplest PDF files with common paragraphs and ordinary formatting are easily recreated.

More complicated elements may require adjustments, including:

• Tables and graphs.
• Columns.
• Images.
• Headers and footers.
• Uncommon fonts.
• Advanced page positioning.
• Text boxes.
• Scanned documents.

A scanned PDF poses an extra problem in that the text you see might really just be an image of the text. OCR software will analyze the document to recognize its characters and convert them to readable text. You should always check your DOCX file after converting it.

PDF vs DOCX File Size: Which Is Smaller?

It is not written anywhere that PDF or DOCX will always result in smaller file sizes. It all depends on what your document consists of. Images, fonts, graphics, attachments, and so many other items can make your PDF or DOCX large.

A DOCX document is made up of a compressed bundle of document parts. On the other hand, a PDF document can compress text, images, and even other documents in various ways. In one case, a simple DOCX may turn out to be smaller than its PDF equivalent, whereas in another, a PDF may be smaller.

PDF vs DOCX: Which Format Should You Choose?

When the purpose of the document comes into focus, there is no question.

DOCX should be chosen when your document is under preparation, editing, formatting, reviewing, or collaborative editing. It is structured in a way that is convenient for constant change.

PDF should be chosen when your document is ready, and you wish to save the intended appearance for further use.

However, in actuality, choosing between PDF vs DOCX does not have to mean choosing one option and discarding the other entirely. There are document processes that require both formats.

Produce in DOCX, disseminate in PDF, and switch between formats depending on your purposes.

Conclusion

The choice of PDF vs DOCX is essentially about understanding where the document is along its lifecycle. While DOCX is preferred for creation, revision, and collaboration, PDF is specifically useful in maintaining presentations, printing, and distributing the final version of a document.

It's also not necessary to be confined by just one file format. A document may start off as DOCX, move to PDF for distribution, and then back to DOCX in case any revisions are needed in the future. Tools like PDFEditly help in the process of editing and converting PDFs directly in the browser.

Frequently Asked Questions

What is the main difference between PDF and DOCX?

While PDF files are used to archive and disseminate the final product, DOCX files are meant to create and modify documents. DOCX offers more flexibility when it comes to modifying documents, while PDF files present pages consistently during dissemination and printing.

Is PDF better than DOCX?

The fact is that there is nothing inherently superior about PDF over DOCX. In most cases, PDF files suit finalization, printing, and distribution, while DOCX files work well for writing and editing. It all depends on your intentions regarding the document.

Can a PDF be edited like a DOCX file?

Documents in PDF format can be edited using appropriate PDF editors; however, it is quite different compared to DOCX editing. In case of a major rewrite or restructure of a document, conversion of the content of PDF documents into DOCX would make the task easier.

How do I convert PDF to DOCX?

Converting a PDF to DOC can be done using a PDF to DOC converter. Choose your PDF file, convert it, and save the converted document. The converted DOCX file needs to be checked because of the possibility of complex formatting.

Does converting DOCX to PDF change the formatting?

The process of converting DOCX to PDF is basically meant to maintain the appearance of the final output in terms of page layouts, text, and images. Nonetheless, it is advisable to review the output file, especially in cases where the original file had unique fonts and graphics.