Begin with the next action
The right format depends on what will happen to the file next. A working document needs different properties from a final printable copy. An image for editing needs different properties from a small website thumbnail. Identify who will open the file, which software they have, and whether they need to edit it.
Balance six practical factors
- Editability: keep a source format that preserves structure and layers.
- Compatibility: choose a format the recipient can open reliably.
- Appearance: use a fixed-layout format when page geometry matters.
- Size: use appropriate dimensions and compression for delivery.
- Accessibility: preserve text, reading order, captions, and useful metadata.
- Longevity: keep well-documented master files and avoid unnecessary conversion chains.
Keep masters and delivery copies
A good workflow often uses more than one format. Keep an editable master, then export a delivery copy for printing, sharing, or the web. This prevents repeated lossy conversions and makes future corrections easier.
Verify the exported file
Open the output in a second application when possible. Check dimensions, pages, fonts, transparency, links, and metadata. File extensions can be misleading, so a signature inspection is useful when a file comes from an unknown source. Format choice is successful only when the recipient can use the result as intended.