PDFs have become the universal standard for document sharing, but not all PDFs are created equal. Whether you're preparing documents for clients, archiving records, or distributing content, following PDF best practices ensures your files are professional, accessible, secure, and optimized.

This comprehensive guide covers everything you need to know about creating and managing PDFs like a professional, from initial creation through distribution and long-term archiving.

1. Creating PDFs: Start Strong

The quality of your final PDF depends heavily on how it's created. Following these best practices from the start ensures optimal results.

Choose the Right Source Application

Different applications create PDFs with varying quality and features:

Application Type	Best For	Considerations
Microsoft Office	Business documents, reports, presentations	Use "Save as PDF" for best results; check "PDF/A" for archiving
Adobe Creative Suite	Marketing materials, brochures, design work	Offers extensive PDF options; preserve layers if needed
Google Docs	Simple documents, collaborative work	Limited PDF options; good for basic needs
LaTeX	Academic papers, technical documents	Excellent typography and formula handling

Optimize Export Settings

Configure these settings when creating PDFs:

• Page size and orientation: Match your source document; standard sizes (A4, Letter) ensure better compatibility
• Color mode: RGB for screen viewing, CMYK for print, Grayscale for text-only documents
• Image resolution: 150-300 DPI for screen, 300+ DPI for print
• Font embedding: Always embed fonts to ensure consistent display across devices
• Compression: Enable smart compression to reduce file size without quality loss

Maintain Document Structure

Well-structured PDFs are easier to navigate and more accessible:

• Use proper headings: H1 for main title, H2 for sections, H3 for subsections
• Create bookmarks: For documents over 10 pages, add bookmarks for easy navigation
• Add page numbers: Essential for reference and professional appearance
• Include table of contents: For lengthy documents, provide an interactive TOC
• Logical reading order: Ensure content flows naturally for screen readers

2. File Naming and Organization

Proper file naming saves time and prevents confusion, especially when managing multiple documents.

File Naming Best Practices

Folder Organization

Create a logical folder structure:

• By year and quarter: Documents/2025/Q4/
• By department: Documents/Marketing/Campaigns/
• By project: Documents/ProjectName/Contracts/
• By document type: Documents/Invoices/2025/

3. Optimization for File Size and Performance

Large PDFs are difficult to email, slow to load, and consume unnecessary storage space. Optimize your PDFs for optimal performance.

Image Optimization

Images are typically the largest component of PDF file size:

• Right-size images: Don't embed 4000x3000 images if they'll display at 800x600
• Compress appropriately: Use JPEG for photos, PNG for graphics with transparency
• Reduce resolution: 150 DPI is sufficient for most screen viewing, 300 DPI for print
• Remove hidden data: Crop out unnecessary image areas before embedding
• Avoid duplicate images: If the same logo appears on every page, embed it once and reference it

Font Management

Fonts can significantly impact PDF file size:

• Use standard fonts: Arial, Times New Roman, Helvetica are already on most systems
• Subset fonts: Embed only the characters actually used in your document
• Limit font variety: Stick to 2-3 font families per document
• Avoid decorative fonts for body text: Reserve them for headings where subsetting is most effective

Compression Strategies

Apply appropriate compression based on your document's purpose:

Use Case	Recommended Compression	Why
Client presentations	Low compression	Maintain maximum image quality
Business reports	Medium compression	Balance quality and file size
Email attachments	High compression	Minimize file size for easy sharing
Web publishing	High compression	Fast loading, reduce bandwidth
Print production	Minimal/no compression	Preserve maximum detail and color accuracy

4. Accessibility Best Practices

Accessible PDFs ensure everyone can read your content, including people with disabilities. It's also increasingly a legal requirement for government and public-facing documents.

Core Accessibility Requirements

• Add alt text to images: Describe what each image conveys, not just what it shows
• Use actual text, not images of text: Screen readers can't read text in images
• Ensure proper heading structure: Logical H1 → H2 → H3 hierarchy
• Tag tables correctly: Identify headers and data cells properly
• Provide meaningful link text: Use "Download the annual report" not "Click here"
• Maintain reading order: Content should flow logically for screen readers
• Use sufficient color contrast: Minimum 4.5:1 ratio for normal text, 3:1 for large text
• Don't rely solely on color: Use patterns or labels in addition to color coding

Document Properties and Metadata

Set appropriate document properties:

• Title: Descriptive title that appears in browser tabs and file lists
• Author: Person or organization responsible for the document
• Subject: Brief description of document content
• Keywords: Relevant search terms for document discovery
• Language: Specify the document language for screen readers

5. Security and Privacy

Protect sensitive information in your PDFs with appropriate security measures.

Remove Sensitive Information

Before sharing PDFs, scrub them for:

• Hidden metadata: Author names, edit history, file paths, system info
• Comments and annotations: Internal notes not meant for external viewers
• Deleted or hidden content: Information that's not visible but still in the file
• Form field data: Previously entered information in fillable forms
• Embedded files: Attachments that may contain sensitive data

Password Protection Strategies

PDFs support two types of passwords:

• User password (open password): Required to open the document at all
• Owner password (permissions password): Required to change restrictions on printing, editing, copying

Best practices for PDF passwords:

• Use strong passwords (12+ characters, mixed case, numbers, symbols)
• Never send the password in the same email as the PDF
• For highly sensitive documents, use encryption tools instead
• Document your password requirements for future access
• Consider using digital signatures for authenticity instead of just passwords

6. Digital Signatures and Authentication

Digital signatures verify document authenticity and prevent tampering.

When to Use Digital Signatures

• Contracts and agreements: Legally binding commitments
• Financial documents: Invoices, purchase orders, tax forms
• Official communications: Letters, certifications, approvals
• Regulated documents: Compliance filings, medical records (when required)

Digital Signature Best Practices

• Include all required information: Name, title, date, intent to sign
• Position signatures appropriately: Standard location where signatures are expected
• Use visible signatures: Not just invisible digital certificates
• Verify signature validity: Check signatures before trusting signed documents
• Understand the difference: Electronic signatures (convenience) vs. digital signatures (cryptographic security)

Learn more in our comprehensive guide: How to Digitally Sign a PDF: Making it Legally Binding

7. Merging and Splitting PDFs

Properly combining and dividing PDF documents maintains organization and professionalism.

When to Merge PDFs

• Multi-part contracts: Combine main agreement with schedules and exhibits
• Complete submissions: Merge application forms with supporting documents
• Comprehensive reports: Combine executive summary, main report, and appendices
• Document packages: Create single files for emailing or archiving

Merging Best Practices

• Order logically: Arrange documents in the sequence readers will need them
• Add separators: Include blank pages or section dividers for clarity
• Create bookmarks: Add navigation for merged documents over 20 pages
• Renumber pages: Ensure page numbers flow correctly through the merged document
• Check file size: Compress after merging if the result is too large

When to Split PDFs

• Extract specific sections: Pull chapters from a larger document
• Share relevant portions: Send only the pages recipients need
• Organize large files: Break unwieldy documents into manageable pieces
• Create focused documents: Isolate specific information from comprehensive reports

8. Quality Control and Testing

Always test your PDFs before distribution to catch issues early.

Pre-Distribution Checklist

• Open in multiple viewers: Test in Adobe Reader, browser PDF viewers, mobile apps
• Verify all links: Check that hyperlinks work and go to correct destinations
• Test interactive elements: Ensure form fields, buttons, and navigation work properly
• Check file size: Confirm the file isn't unnecessarily large
• Verify fonts display correctly: Ensure no font substitution issues
• Review on different devices: Check desktop, tablet, and mobile display
• Test printing: If document will be printed, verify print quality
• Run accessibility checker: Use built-in tools to identify accessibility issues
• Review metadata: Ensure document properties are appropriate for external sharing

Common Issues to Watch For

• Missing or substituted fonts
• Broken or incorrect hyperlinks
• Images that don't display or print correctly
• Form fields that don't function as expected
• Incorrect page order or orientation
• Metadata revealing sensitive information
• File size too large for intended distribution method
• Accessibility barriers for screen reader users

9. Distribution and Sharing

Choose the right distribution method based on your audience and document sensitivity.

Distribution Methods Compared

Method	Best For	Considerations
Email Attachment	Small files, few recipients	10-25MB limit typically; not secure; recipient needs storage
Cloud Storage Link	Large files, many recipients	Requires internet; can set permissions; trackable
File Transfer Service	Very large files, temporary sharing	Time-limited links; good for one-time transfers
Document Management System	Internal team collaboration	Version control; access logging; search capabilities
Website Download	Public documents, wide distribution	SEO benefits; easy access; no recipient list needed

10. Long-Term Archiving

Ensure your PDFs remain accessible and readable for years to come.

Archival Best Practices

• Use PDF/A format: Designed specifically for long-term preservation
• Embed all fonts: Don't rely on fonts being available in the future
• Avoid compression that degrades quality: Use lossless compression for archival copies
• Include comprehensive metadata: Future users need context about the document
• Maintain multiple copies: Store in different locations (3-2-1 backup rule)
• Regular migration: Periodically verify files and migrate to current formats if needed
• Document dependencies: Note any external files or resources referenced

Conclusion

Following PDF best practices ensures your documents are professional, accessible, secure, and future-proof. Whether you're creating business reports, signing contracts, or archiving records, these guidelines will help you work with PDFs more effectively.

Remember these key principles:

• Start with quality source documents and proper export settings
• Optimize for file size without sacrificing necessary quality
• Make documents accessible to all users
• Protect sensitive information appropriately
• Test thoroughly before distribution
• Choose distribution methods wisely
• Plan for long-term preservation when needed

By implementing these PDF best practices, you'll create documents that look professional, function reliably, and serve their purpose effectively for years to come.