PDF is everywhere because it solves a very specific problem: sharing files across all devices and operating systems without locking down the original format. This is very reasonable when the file is finalized or only shared once, but it is not suitable for multi-person collaboration. For many people, files are more like living existences that need to be constantly edited, updated and shared. PDF cannot do this. It is troublesome to edit and reuse, and is very detrimental to long-term knowledge management and storage.
Only use PDF to save files? These 4 formats are more suitable than PDF
To avoid file problems, there are many other file formats that are better suited for ongoing work, writing, or long-term storage. These file formats are easier to edit and search, more lightweight, and easier to move between tools. If you also want your files to be constantly updated with your workflow, then it’s easy to rethink the format you save them in.
Plain text (.txt)
Plain text is the most basic file format, which is what makes it powerful. A .txt file contains only characters and no fonts, layout, or embedded styles, making it readable by nearly all operating systems, applications, and programming languages. Whether you open the same file in VSCode, Vim, Google Docs, Obsidian or a terminal editor, you will see exactly the same content. Functionally, plain text is good at writing and storing information without locking it into a document. Moreover, the file is very small and can be loaded instantly, and it will not be damaged when the software is replaced. Version control also works perfectly with plain text files, so you can track changes line by line using Git or a simple file comparison tool. The search function has also been greatly improved, every word can be indexed, and it can be searched across folders.
You can paste the .txt file into an email, convert it to Markdown, import it into a database, and then import it directly into a tool like NotebookLM. Or simply open, edit, and save to Windows Notepad, which is why plain text has long been the mainstay of computers.
Markdown（.md）
Markdown is built directly on plain text, but adds some simple grammatical structures. You can use characters like ## and ** to create titles, lists, links, code blocks, etc. The main difference is that the file can still be read as raw text, while many applications also render it immediately as a clean and formatted document. Many copywriters like to write in Markdown because it blends well with plain text content and allows you to add structure if you want, depending on which application you use. This is the ideal format when a document needs a hierarchical structure. You can use headings to create an outline and let the app navigate or serve as a table of contents, while checklists and checkboxes turn notes into to-do lists without the need for a separate to-do system.
And Markdown files are so lightweight that you can write them in Joplin or Notepad, preview them in Obsidian, publish them to a website, and convert them to PDF, HTML, or Word files without rewriting the content. Because they’re all plain text underneath, they also play well with search, version history, and AI tools like NotebookLM, where large language models won’t be confused by hidden formatting.
DOCX
DOCX files are the default format of Microsoft Word, however these files can be opened by other systems and continue to be written. Unlike PDF, where content is defined, DOCX is designed to be edited, commented on, and revised over and over again. Every part of the document, including text, images, titles, and annotations, can be accessed directly without the need for conversion tools or OCR, making it an ideal form of collaboration.
DOCX is compatible with tools people use and trust, such as Google Docs, Word, LibreOffice, and OnlyOffice. Perplexity also lets you export threads as DOCX files, making DOCX a great addition to your workflow. While it’s not as simple and lightweight as plain text, DOCX is great for larger projects that require sharing and editing.
HTML
If your document is designed to be editable over time, HTML works better than PDF. You don’t need to understand various syntaxes, you can also directly use a special HTML reader, Obsidian plug-in or directly use the browser to browse the text in preview format. You can open an HTML file in an editor and modify only the parts you need without having to re-export the entire document. Just press the Save button. This makes it easy to quickly change your title, fix a link, or replace an image. The search functionality is also great for HTML, allowing you to search by title, tag, or text within a file rather than using page matching like in PDFs. HTML is also naturally linkable, allowing you to easily create a linked knowledge base without having to deal with individual files. Additionally, it allows you to embed media and source material without bloating the archive.
PDF archives have their place, but for people who need editable files, there are better options. I like to use formats that are primarily future-proof, such as plain text and HTML. DOCX and Markdown are also good choices for those who need more formatting and structure, and these tools are lighter, support most major note-taking and PKM tools, and are easy to share.
Source: KOCPC Chinese