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Thanks to the demand for digital document formats, there are numerous ones readily available, using which individuals can store different types of information. According to Only Office, two of the most popular document formats include PDF and DOCX, which is generally called a word file. This article will shed light on what both files are, how users can insert a PDF file into a word document, and list down numerous differences between them based on different parameters. Let us begin:

What are PDF and DOCX?

PDF, or the Portable Document Format, is a document type or format developed by Adobe. The format was developed by Adobe two decades ago and is deemed the industry standard when it comes to documents. The universal format is used for presenting documents containing text, images and graphics, links, audio and video clips, etc. 

On the other hand, the DOCX format is another popular document format that allows users to easily store, manage and edit text. Developed by Microsoft, this document format is known for offering easy editing capabilities to users. Users can work with this top-tier format using traditional office applications, third-party tools, etc. 

How to Insert PDF into Word?

As mentioned earlier, the DOCX format is easily editable, and thus, there are instances when users need to insert a PDF file into a word document for presentation purposes. Thankfully, there are multiple ways to get the job done. If you are wondering how to copy and paste a PDF into word file, all you need to do is open MS Word, open the required word document, place the cursor where you wish to insert the file, click on “Insert,” select the “Object” icon present in the “Text” group, select the PDF file you wish to insert using the “From File” option, then finish the process by clicking on the “Insert” option after tapping on the “Link to file” option. 

Significant Differences Between PDFs and Word Files:

Here is a look at some of the major differences when PDF and Word file based on different parameters:

Editability:

Word – DOCX or word files allow users to format the text in a document to a greater extent. For instance, they offer users the option to change the font style, color, size, etc. Besides this, users also get the option to adjust the page layout and other visual elements per their preferences. Moreover, the format supports the inclusion of images, charts, autoshapes, equations, and numerous other objects. Due to the aforementioned qualities, DOCX files are preferred over other formats when it comes to editing documents. 

PDF – Unlike DOCX files which facilitate users to edit information easily, PDF files deviate more towards the viewing and reviewing sphere. As compared to the Word format, they offer lesser editability. For instance, the format comes in handy when users wish to fill out or finalize agreements or contracts. Certain PDF apps facilitate users to make mild edits, such as annotating text, filling forms, drawing, etc. 

Collaboration Capabilities:

Word – DOCX files are collaborative by design. Word files allow multiple users to edit created documents and change any aspect they want. They can do so by opening them in DOCX-compatible software or using a cloud-based app. Every collaborator working on a shared word document gets an equal opportunity to edit and make changes as long as the file does not feature any restrictions. 

PDF – PDF documents support collaboration. However, the collaborative capabilities that PDF documents offer users are minimal. For instance, multiple users can collaborate and work on any PDF file, but they can only review or annotate it. Thus, PDFs offer significantly lower collaborative capabilities than the DOCX format. 

Security:

Word – The DOCX format features numerous security tools and features that facilitate owners of word files to protect their content by restricting access to specific users. Owners of word files can set passwords to enhance their security. Besides this, to establish ownership, they can also display watermarks and digital signatures. Moreover, using the right app or software, users can also restrict word files’ content from being copied or printed. 

PDF – In terms of security features, PDF is very similar to word files. The universal standard facilitates owners of PDF documents to enhance their security by encrypting them. Besides this, the top-tier document format also allows users to add digital signatures and watermarks to signify ownership. However, since PDFs allow limited collaboration capabilities, the format is deemed safer than the DOCX format since the latter offers collaborative features that facilitate multiple users to make changes to files. 

Both prominent document formats are designed for storing and sharing text documents. However, both of them differ from one another in numerous aspects, and thus, each has its own roles in daily document workflows. If you wish to take a closer look at the differences between PDF and word files, refer to the detailed points mentioned above.