Portable document format (PDF) displays documents on any device irrespective of the operating system, hardware or software. It displays the same content and allows the integration of different types of content like videos, texts, graphics, animations, audio files, images and more. PDF files are compact, shareable, searchable and ready to go for users on all platforms. Converting a scanned document into PDF adds security and value to your document. As PDF presents in the same way across all devices, it is a very convenient format for capturing and sending electronic documents. Today, businesses rely on document scanning services to turn large volumes of scanned documents into customizable PDF files. Let’s take a look at the steps involved in converting a scanned document into PDF.

Tools to Convert Scanned Documents into PDF Format

Here are 10 popular Scan to PDF software tools:

  • Free Scan to PDF: It has a set of standard features like cropping, rotating, page adjustment and copying.
  • Advanced Scan to PDF Free: It allows for modifying the PDF file in multiple ways.
  • Scan2PDF: This free software for Windows-based computers allows merging multiple scans into PDF.
  • NAPS2: Simple and straightforward, this free tool has some useful features.
  • Readiris Pro 16: It allows converting images and documents to a variety of formats.
  • QuickScan: Allows documents to be scanned quickly and easily on platforms that are Windows-based.
  • PaperScan Scanner Software: This multipurpose scanning software is compatible with most scanners and scanning devices.
  • VueScan: This tool comes with extensive customization options.
  • ScanSpeeder: This option allows scanning multiple photos at the same time.
  • OmniPage Standard: It has two versions — standard and ultimate –­ and offers high accuracy.

Converting Scanned Documents into PDF Format

To convert paper documents to PDF, you need a scanner and a software tool that generates PDFs.

Adobe Acrobat

  • Connect your scanner to your computer
  • Load the paper documents into the scanner
  • Open Adobe Acrobat and select File > Create > PDF from Scanner
  • Select your scanner from the Scanner drop-down list
  • Retain the default scanner settings or choose a new setting and click on Scan.
  • When Acrobat has scanned and read your documents, select Save in the Untitled.PDF tab.
  • In the Save As PDF window, choose the location you want to store the PDF (My Computer or Document Cloud). If required, choose Compress PDF or Restrict Editing.

Windows

  • Double click the Word document and open it in MS Word.
  • Click ‘file’ on the top left corner of the Word window that opens a pop-out window.
  • Click ‘Export’ which is on the left side of options. It gives new options in the middle of the window.
  • Click on ‘create PDF/XPS document’ which is in the upper left corner of the window.
  • Click on ‘create PDF/XPS’.
  • Select a folder where you want to save the PDF.
  • Finally click ‘Publish’ which is in the bottom–right corner that will create a PDF copy of the document.

Using SmallPDF:

  • Open SmallPDF’s Word-to-PDF in your web browser.
  • Click ‘choose file’ found in the middle of the SmallPDF page that opens either a file explorer or a finder window.
  • Go to the Word document and select it
  • Click ‘open’ at the bottom right corner of the window. It will upload the Word document to SmallPDF.
  • Click download file – the time taken to download the file will depend on the speed of your internet connection.

The Benefits of Converting Scanned Documents into PDF format

  • PDF files can be viewed, shared and downloaded by anyone at any time. It does not change the format of the source document.
  • It is cost-effective and there is no need to download any paid application to read the PDF file.
  • It is capable of maintaining all information given in the source document. For instance, it can preserve multimedia features like Hyperlinks, Text notes, Movies and Music.
  • It supports compression of files without compromising quality. This feature makes it easy to share the document through emails and social media platforms.
  • As the PDF files are searchable, it is easy to navigate through the contents.
  • It safeguards your confidential information.

Why Outsource Document Scanning and Conversion?

  • Professional approach: A document scanning company has a professional team to handle scanning and converting documents.
  • Saves time: Your staff will have more time to focus on core tasks.
  • Accuracy: Established outsourcing companies use top quality equipment and software to ensure high quality solutions.
  • Saves infrastructural expenses: Outsourcing saves money as you don’t have to hire additional staff or rent more office space.
  • No hidden charges: A reliable document scanning company will provide the estimated cost of the project before signing the contract. There will be no unexpected charges or expenses.

PDF files can be protected with passwords, watermarks and editing permissions. This will ensure that sensitive content, copyright content, and intellectual property is protected from authorized access.