Three things to bear in mind when exchanging digital documents

digital documents

Nowadays, just about every industry sees its fair share of data exchange. Whether it’s between colleagues in the office or between your business and its customers, exchanging documents can make up a large part of work related communication.

 

While technology is generally relied upon to make things simpler, we’ve all experienced our fair share of problems. When the work you’re doing is urgent, sometimes you need to do all you can to ensure that the software you’re working with helps things to run smoothly. Here, we take a look at a few tips to help you keep your document exchanges in order.

 

Think carefully about file types

 

Whether it’s a word document, picture, or a complex design project, the work we do on our computers can usually be saved in a wide variety of formats. While it might make very little difference to us what file types we save our work as, it can have a big impact on those you’re sending your work to.

 

When you’re sharing work, it’s usually wise to select a file format which is common and which can be read by a variety of different pieces of software. You can’t always count on others using the same software as you. If your current software doesn’t provide the option, it could be worth trying to find a 3D CAD Converter and convert to all the different file types.

 

Check incoming files for viruses

 

Some files can create problems for our computers. If you receive an email with an attachment from an unknown sender, it’s best to exercise extreme caution. The safest way to avoid picking up a virus is to have all attachments scanned for viruses before allowing them to be properly opened on your computer.

 

Consider file sizes

 

Particularly when you’re dealing with images, it’s not unusual for a piece of work to take up a huge amount of space when it’s initially saved. While you might choose to retain the highest level of quality on your own hard drive, it’s important to understand that those you’re sending your work to might not require this same level. Often, people prefer to receive smaller files which take up less room and which can be downloaded faster.

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