Just ‘Saving as PDF’ may not be enough

Saving as PDF

We’ve all done it—finished a document, clicked "Save as PDF," and considered the job done. After all, PDFs are universal, reliable, and preserve formatting, right? Not always. While a basic PDF works for casual sharing, professionals know that blindly saving files this way can lead to printing disasters, compliance failures, or even documents that won’t open properly in 10 years.

Just ‘Saving as PDF’ may not be enough. Not all PDFs serve the same purpose. In case you didn’t know, you are not alone; surprisingly, a significant number of people who use PDFs are unaware of this. Depending on whether you’re archiving records, sending designs to print, or ensuring accessibility, you might need a specialised format. Here’s what happens when you choose wrong—and how to fix it.

The Problem with Default PDFs

When you save a file as a generic PDF, you’re trusting that:

• Fonts will stay embedded (but sometimes they don’t).

• Colours will print accurately (until they come out wrong).

• Text will remain searchable (unless it’s scanned as an image).

• The file will open decades later (but software changes).

  
  

Specialized PDF standards solve these problems—if you use them.

When "Save as PDF" Fails (And What to Use Instead)

For Long-Term Archiving → Use PDF/A

The risk: Regular PDFs can lose formatting over time. Fonts might not load, or future software may not render them correctly.

The fix: PDF/A locks fonts, metadata, and structure into the file.

• Need text extraction? Choose PDF/A-2u (Unicode support).

• Storing contracts? PDF/A-3 lets you attach original files (like signed scans).

  
  

Who needs this? Lawyers, archivists, and anyone handling legal or financial records.

For Professional Printing → Use PDF/X

The risk: Your design looks perfect on-screen—but prints with missing fonts, wrong colours, or low-res images.

The fix: PDF/X forces compliance with print standards:

• PDF/X-4 supports transparency and live text. It is the safest today (last I read, you never know, technologies change rapidly).

• PDF/X-1a is older but ensures CMYK-only colour (safe for presses).

  
  

Who needs this? Graphic designers, marketers, and packaging teams.

For Accessibility → Use PDF/UA

The risk: Your PDF is unusable for people with disabilities—leading to legal penalties.

The fix: PDF/UA requires:

• Text alternatives for images.

• Logical reading order (for screen readers).

• Navigable headings and links.

  
  

Who needs this? Governments, universities, HR departments.

For Engineering Drawings → Use PDF/E

The risk: 3D models or CAD files don’t display correctly.

The fix: PDF/E preserves interactive elements like:

• Rotatable 3D models.

• Layer visibility controls.

  
  

Who needs this? Engineers, architects, manufacturers.

Engineering Drawing

Using the Right PDF

Don’t rely on your software’s default settings. "Save as PDF" is like using a Swiss Army knife—it works in a pinch, but professionals use specialized tools. Before you save, ask:

• Does this need to last forever? → PDF/A

• Will this be professionally printed? → PDF/X

• Must it be accessible? → PDF/UA

  
  

Beyond PDF/A, PDF/X, and PDF/UA, other specialised formats like PDF/VT (variable data printing), PDF/R (rich media) etc. solve niche needs. While we haven’t covered them all, the lesson remains: choosing the right PDF standard today prevents disasters tomorrow—whether it’s failed prints, lost data, or compliance fines. A small step now saves big headaches later.