# PDF vs PDF/A: what's the difference?

Source: https://www.mergevanta.com/compare/pdf-vs-pdf-a
Published: 2026-10-21
Updated: 2026-10-21
Author: Mergevanta

> PDF vs PDF/A explained: what the archiving standard requires, what it forbids, and when courts, governments and archives ask for PDF/A files.

## In short: 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 | 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.

## Frequently asked questions

### Is PDF/A the same as PDF?

PDF/A is a subset of PDF: every PDF/A file is a valid PDF that opens in any reader, but not every PDF meets the PDF/A rules.

### Can a PDF/A file be password-protected?

No. Encryption is forbidden in PDF/A, because a lost password would make an archived document unreadable.

### Which PDF/A version should I use?

Use the version your court, archive or institution specifies. PDF/A-2 and PDF/A-3 are the most common today; PDF/A-3 also allows other files to be attached inside the PDF.

### Does Mergevanta create PDF/A files?

No. Mergevanta produces standard PDFs. If you need PDF/A, convert the merged file with a tool that validates PDF/A compliance.

Free tools: [Merge PDF](https://www.mergevanta.com/merge-pdf), [Word to PDF](https://www.mergevanta.com/word-to-pdf)