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Gray Hair Jobs

What Is a PDF? A Plain Explanation

By the Gray Hair Jobs Editorial Team · Published · 2 min read

The short answer

A PDF is a type of computer file that keeps a document looking exactly the same on any device. The letters stand for Portable Document Format. Fonts, spacing, and layout stay in place whether someone opens it on a Windows computer, a Mac, or a phone. That is why employers often prefer resumes as PDFs.

Key points

  • PDF stands for Portable Document Format.
  • A PDF looks the same on nearly any device.
  • PDF file names end in .pdf.
  • You can create a PDF from Microsoft Word or Google Docs.
  • PDFs are harder to edit by accident than regular documents.

When you send a resume as a regular word-processing file, it might look different on the employer's computer. Spacing can shift, and fonts can change. A PDF prevents that.

Many job applications and employers ask for documents as PDFs. Being able to make and recognize one is a useful, everyday skill.

What it looks like

  • PDF file names end in .pdf, such as "John-Smith-Resume.pdf".
  • On most computers, a PDF icon shows a small page, often with red coloring or the letters PDF.
  • When you open a PDF, it usually appears in your web browser or a PDF reader app. It looks like a printed page on screen.

You usually cannot type directly into a PDF the way you can in Word or Google Docs. To make changes, you edit the original document and then create a new PDF.

What to do next

  1. Write or update your resume in Microsoft Word or Google Docs.
  2. Save a PDF copy:
    • In Google Docs, go to File > Download > PDF Document (.pdf).
    • In Word, go to File > Save As and choose PDF as the file type, or use File > Export. The exact wording can vary by version.
  3. Open the new PDF to check that it looks right.
  4. Keep your original Word or Google Docs file too. That is the one you edit later.
  5. Give the PDF a clear name, such as your first and last name followed by "Resume", so an employer can find it easily.

Most computers and phones can open PDFs without any extra software. If a PDF does not open, try opening it in your web browser instead, such as Chrome, Edge, or Safari.

For detailed steps, read creating PDFs.

Frequently asked questions

Do I need to buy software to make a PDF?

No. Microsoft Word, Google Docs, and the built-in tools on most Windows computers and Macs can create PDFs at no extra cost. Free PDF readers are also built into most web browsers, so you can open and view PDFs without buying anything.

How do I open a PDF someone sent me?

Usually you just click or double-click it. It opens in your web browser or a PDF viewer that came with your computer. On a phone, tapping the attachment in an email usually opens it. If it does not, your device may offer to choose an app to open it with.

Can I edit a PDF?

Editing a PDF directly usually needs special software. It is much simpler to make changes in your original Word or Google Docs file and then save a fresh PDF copy. That is why it is important to keep the original document.

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