PDF vs DOCX: When to Use Which Format

It's the office equivalent of "tabs or spaces" — except picking the wrong format can send a document back through three rounds of revisions. Here's the simple rule of thumb.

Use PDF when…

• The document is final.
• Layout must look identical on every device.
• You're sharing publicly or with people you don't know.
• You need to add a signature or password.
• You're archiving for the long term.

Use DOCX when…

• The document is a draft and will be edited.
• You're collaborating with multiple authors.
• You need track-changes, comments or revision history.
• The recipient needs to fill in or rewrite text.

Switching between formats

Easy with the right tools:

• Word to PDF — finalise a draft.
• PDF to Word — re-open an old PDF for editing.

The hybrid workflow

Many teams keep masters in DOCX and publish releases as PDF. Convert when you publish, archive both, and you'll never lose history.