When you need to present a particular topic, doing it on PowerPoint is a great idea. Why? That is because PowerPoint has various themes that you can use in your presentation. It also has many layouts that allow you to present your topic in the best way possible.
But, saving your presentation in the PPT file format might not always be the best option. If you send the file to others, they might encounter errors in opening the content. Not to mention, the PPT format can cause issues that can be troublesome to fix later.
That is why you should consider turning your content from PPT to PDF when saving your file. You can use platforms such as PDFBear to do so, and it only takes less than five minutes. Furthermore, below are six reasons why you should convert your PPT file.
1. Not All People Have Devices That Can Access the PowerPoint Software
PPT file format is excellent when you plan to do all work on a single device. But, what happens if you plan to share the file with others? There might be times when you need to collaborate with other people, so you need to share the file with others.
The thing with the PPT file format is that you cannot open it without the PowerPoint software. Thus, it can be difficult when you need to share your presentation file with others. Not all people have devices that can access the PowerPoint application. Some of them might not have the required storage or device to download the software.
Because of this reason, you should consider converting your file from PPT to PDF. With the PDF file format, people can access your content across various devices. They can open the file even on smartphones since most models have a built-in PDF reader. Not only that, but PDF also offers other benefits, which you can read more about below.
2. Reduces the File Size
There is a tendency that PPT files can be huge. Why? That is because, in PowerPoint, you use graphics (such as pictures and clip arts) that may add to the file size. Furthermore, the number of slides you use in the presentation may also add to its file size.
This issue is not a problem if you use a personal computer for your presentation. Personal computers have a lot of storage space that can handle large files. You can also download and use the PowerPoint software on your personal computer.
But what about smartphones? Not all smartphones have ample storage space that can handle and open PPT files. The worst possible case that may happen is that your smartphone may lag for minutes. If you are hurrying up to open the PPT file, you do not want that to happen.
With PDFs, you reduce that risk, and you can open the file on your smartphone without a problem. How? Converting the content from PPT to PDF compresses its file size. Meaning, its size will be smaller but still keeps the same quality as the original.
3. Preserves the Layout and Font of Your Content
In PPT, the format can get ruined if you open the file on other devices. It can be troublesome to fix it again since the process is time-consuming. There is also a possibility that the fonts and layout may change when opening the file on other devices.
But why does this problem happen? This issue may occur if:
- The version of PowerPoint where you created it is different from where you opened the file.
- You share the file with others, and the receiver opens it using a different platform. (such as Google Slides and similar platforms)
- The other device does not have the specific font or layout that you used in the presentation.
PDF prevents this issue by preserving your content. Meaning, the format will remain in its original state even if you open the file on other devices. The fonts and layout will also stay the same, which is great since you do not have to download them on the other device.
4. Locks and Protects Your Content From Other People
Do you want to prevent others from making changes to the content? PDF does the job if you wish to lock and prevent others from editing the file. Unlike in PPT file format, PDF is only available in a view-mode setting. They cannot edit the content if your file is in PDF file format.
However, you should only convert your file once you finish creating the content. It is not possible to make changes to your file once you convert it to PDF. Make sure that the content is the final version before turning it into a PDF file.
5. Has a Print-Friendly Format
If you wish to keep a physical copy of your presentation, converting it into a PDF would be an excellent idea. PDFs are print-friendly since they can fit the measurements of letter-sized paper. You can also set the PDF in custom sizes. This feature is helpful if you need to print it in smaller or larger sizes.
You can also tweak the settings if you want to print multiple slides on one paper. To do so, you should open the PDF reader of your choice. Go to the print settings and click the “multiple pages in sheet” button. Change the settings according to your needs and print the file.
6. Makes an Extra Copy for Emergencies
Life is unpredictable, so you need to prepare for any problems that can happen. Saving your PPT file into PDF can also help you in case of an emergency. If for some reason, you cannot use your primary device to open the PPT file, you still have the PDF file as your backup. It is better to prepare than to regret later when something terrible happens to your file.
Final Word
Today, we have discussed the six reasons why you should consider converting your PPT file to PDF. PDFs are more convenient for presentations since you can access them on any device. It also helps you reduce the size, preserve the content, and protect the file.
Furthermore, PDFs are excellent if you want to print a physical copy and for emergencies. If you need to convert PPT files to PDF, you can always go to the PDFBear website. The platform is easy to use, and you only need less than five minutes.
