Comparison
PDF vs PDF/A: what's the difference?
By Mergevanta · Updated · 1 min read
Quick answer
What is the difference between PDF and PDF/A?
PDF/A is a stricter version of PDF made for long-term archiving (ISO 19005). It must embed every font and cannot use encryption, JavaScript or content stored outside the file, so it will open the same way decades from now. A regular PDF allows all of those features.
PDF vs PDF/A at a glance
| PDF/A | ||
|---|---|---|
| Purpose | Everyday sharing and printing | Long-term archiving |
| Fonts | May rely on fonts installed on the device | Every font must be embedded |
| Passwords and encryption | Allowed | Not allowed |
| JavaScript, audio and video | Allowed | Not allowed |
| Content stored outside the file | Allowed | Not allowed |
| Standard | ISO 32000 | ISO 19005 (PDF/A-1 to PDF/A-4) |
When do you need PDF/A?
Courts, government agencies, universities and archives often require PDF/A for filings, theses and records that must stay readable for decades. For everyday sharing — emailing a report, sending an invoice — a regular PDF is fine.
How do you create a PDF/A file?
Microsoft Word for Windows can save a document as PDF/A: choose PDF when saving, open Options and tick the PDF/A compliance box. Most professional PDF editors can also convert an existing PDF and check that it passes PDF/A validation. Mergevanta creates standard PDFs, not certified PDF/A files.