PDF vs Word: Which Format is Better for AI Analysis?

When uploading documents for AI analysis, does the file format matter? The short answer is: yes, but maybe not in the way you think.

PDF: The Universal Standard

PDF (Portable Document Format) is the most common format for professional documents. Here's how it performs with AI analysis:

Advantages
- Layout preserved: What you see is what was intended
- Universal: Works across all devices and platforms
- Tables and charts: Visual elements are preserved
- Digital signatures: Signed documents maintain integrity
- Scanned documents: AI can OCR scanned PDFs

Disadvantages
- Scanned quality varies: Low-resolution scans may have OCR errors
- Complex layouts: Multi-column layouts can confuse text extraction
- Encrypted PDFs: Password-protected files can't be analyzed

Word (DOCX): The Editable Format

Word documents are the standard for editable business documents.

Advantages
- Clean text extraction: Text is stored as structured data, not images
- Formatting metadata: Headings, lists, and styles are preserved
- Smaller file sizes: Typically smaller than equivalent PDFs
- No OCR needed: Text is always machine-readable

Disadvantages
- Version differences: DOCX files may render differently across versions
- Macros and embedded objects: May not be processed
- Less common for final documents: Most formal documents are shared as PDF

Head-to-Head Comparison for AI Analysis

| Factor | PDF | Word |
|--------|-----|------|
| Text extraction accuracy | ★★★★☆ | ★★★★★ |
| Table recognition | ★★★★☆ | ★★★★★ |
| Scanned document support | ★★★★★ | N/A |
| Visual layout preservation | ★★★★★ | ★★★☆☆ |
| Analysis speed | ★★★★☆ | ★★★★★ |

Our Recommendation

For the best AI analysis results:

1. Use Word when you have the original editable document — text extraction is cleaner
2. Use PDF for scanned documents, signed contracts, or when preserving layout matters
3. Avoid image-based formats (JPG, PNG) when a PDF or Word version exists
4. High-resolution scans make a big difference for scanned documents

What About Other Formats?

Doclyze supports multiple formats beyond PDF and Word:

• Excel (XLSX): Great for invoice analysis and financial data
• PowerPoint (PPTX): For presentations and report analysis
• Images (PNG, JPG): For scanned documents and receipts
• Text (TXT): For plain text analysis

The Bottom Line

Both PDF and Word work well for AI analysis. Word gives slightly better results for text-heavy documents, while PDF is better for documents with complex formatting or scanned content. The most important thing is to use the highest-quality version available.

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