Plain text files can be a great way to share only basic text information without any formatting. They are even easy to create and edit on most of the devices.
However, text files have a few drawbacks. For example, they lack consistent formatting across devices, are vulnerable to edits, and display differently with different word processors.
Therefore, PDFs are the solution to sharing data, especially as email attachments. PDFs preserve formatting, layout, and fonts across different devices and applications, which is necessary to look professional when communicating through email.
Hope you have understood why to use PDFs over text files in email. Still not? Read a detailed section added below and an easy way to convert text files to PDFs. Read on to learn!
Why Prefer PDFs Over Text Files in Emails?
The following are the reasons to use PDF over text files:
1. Preserve Formatting
PDFs are known for and used so much due to their ability to preserve formatting no matter which device or software is used to open them.
PDFs preserve the following elements same:
- Original layout
- Fonts,
- Colors
- Spacing
- Design elements
The advantage of the same formatting is that the recipient sees exactly the same document the sender sends without any alteration.
2. Look Professional
Maintaining a professional appearance—whether sending business proposals, contracts, presentations, or resumes—when it comes to formal communication
PDFs ensure the original design and structure of a document remain there, which gives it a consistent yet polished look. This makes the recipient perceive the sender as professional.
3. Accessible and Compatible Format
Another reason PDFs are preferred is their universal compatibility.
PDF is a file format recognized globally. It can be opened on virtually any device, whether a desktop computer, tablet, or smartphone, without any specific software.
Most modern devices have built-in PDF readers, and if they don't, numerous free applications, like Adobe Reader, are available for download.
4. Supports Images and Graphics
Text files are limited to just plain text, which makes them unsuitable for sharing documents that contain images, charts, diagrams, or other visual elements.
In contrast, PDFs support a wide range of media; users can embed images, graphics, tables, hyperlinks, and even interactive elements like forms or buttons.
This makes PDFs the perfect format for visually rich documents, such as presentations, brochures, or instructional guides.
5. Supports E-Signatures
PDFs always stand out in a business or legal setting, especially because they can support electronic signatures (e-signatures). Users can digitally sign documents, which makes them legally binding in many countries.
But how can someone convert text files into PDFs? The solution is discussed below.
Text-to-PDF Tool — A Perfect Solution
When we think of converting text files into PDFs, the most obvious solution that comes to mind is to use a text editor like Microsoft Word or Google Docs.
However, using text-to-PDF tools is an easy and faster way to achieve the same goal.
Text-to-PDF tools are simple-to-use entities that allow users to paste text or upload a file that contains text and convert it into PDF with a single click in seconds.
Want to see an example? Have a look at the Text to PDF Converter by Imagetotext.io and use it to convert text to PDF easily.
Not only is this tool free to use, but it also supports batch processing, unlimited conversions, and accurate conversion results with a simple-to-use interface.
How to Convert a Text File to PDF Easily
As mentioned earlier, converting text files to PDF via a Text-to-PDF converter is a very, very straightforward process if we compare it to doing the same with a text editor.
The following are the steps involved in the whole process:
Copy and paste the text into the input box. You can also upload the file; click on the Upload icon, choose the desired file from the system, and upload it.
The result window looks like this after pasting the text:
NOTE: If you want to convert multiple files to PDF in one go, upload them as well along with the already uploaded one using the mentioned options.
Once the file is uploaded, click the Download icon to download it in PDF format. The PDF file will automatically be saved in the system, typically into the Downloads folder.
When sending the email, all you need to do is click on the attachment icon and upload the desired PDF files to the email. Additionally, using an Email Verification API can help ensure that your email reaches valid recipients, reducing bounce rates and improving overall campaign performance.
Conclusion
Sending PDFs instead of text files preserves formatting and makes it look professional when communicating through emails. PDFs also support images and graphics.
While you can use text processors to convert text files to PDFs, you should use a text-to-PDF converter as it is a quick and simple way to achieve the goal.
Once converted, make sure to compress large files, check formatting, use descriptive file names, and talk about the PDF attached to the email body for easy identification.