Files are the backbone of any computer system. They preserve information so we can retrieve it whenever we need to.
Trouble is, over time, more programs have meant more file formats being created. There are at least 44 common file extensions used by Windows alone.
Mac operating systems have extra extensions, such as .pages or .key. These are specific to Mac-only programs.
With so many file types available, it’s inevitable that incompatibilities will arise. Certain formats have drawbacks that other formats don’t. Converting files to make them usable will help your business run more smoothly.
Wondering how file conversion can help your business? Read on to learn more.
What Does File Conversion Involve?
Some file formats work across programs, such as JPG or PDF. You can open a PDF in a dedicated PDF reader or even a web browser.
Other formats only work within specific programs. Think of PSD files within Adobe Photoshop. Or PPT files with Microsoft PowerPoint.
Some software-specific files might be viewable in other programs. As an example, you can view PSD files within Serif’s Affinity programs. Or you can open a DOC inside Google Docs.
Yet viewing documents and being able to use them are two separate things. File conversion lets you take a document in one format and turn it into a format you can work with.
Why Do I Need to Convert Files?
You may wonder why you need to convert files. Wouldn’t it be easier to create files in the right format to start with?
Yes. When you’re creating documents within your business, you can do so. Export files in as many formats as you need.
Work with your business partners to find out which formats they can open. This might depend on which version of a program they have.
For example, you may have the most up-to-date version of Adobe InDesign. Users of older versions of Adobe InDesign won’t be able to open your files. Exporting files or saving to older versions can solve this problem for them.
Not all businesses will take this approach to file saving and conversion. You may be sent files in a format you can’t open. For example, a Mac user may send you documents in .pages format and you need a Word document.
Perhaps the files come from older software your programs can’t open.
In these cases, file conversion means you can still swap information with partners.
How File Conversion Can Help Your Business Run More Smoothly
Searching for a document in the right format wastes time. That’s time that could be better spent working on projects or solutions.
It also means you don’t need to waste time waiting for a business partner to send a document in the right format. Convert it yourself and get on with the task at hand.
Add conversion into your document workflow so you don’t need to pause to convert a document later. You can do this both when you create documents and when you receive them.
Make sure you give all staff members training on your file handling process. Add this training to your orientation process for new members of staff.
These processes make it easier for staff to take on duties when their colleagues are sick or on vacation.
Converting Incoming Files
You may receive files by WeTransfer or email. Save the file to its project folder. Label it with the date received to help with version control.
After all, you may need to go back to earlier versions. Saving over a file with a newer version removes the earlier information.
Before moving on to the next step in your workflow, do your file conversion. Save any or all of the formats necessary based on the software you use.
You may save the original file into a separate folder. Or save the converted formats into individual folders by file type.
That makes it easier to find specific formats for specific jobs. As an example, your business may use a lot of JPGs in larger documents.
Convert incoming PNGs into JPGs and saved them into a single folder. This makes file organization easier.
Then move onto the next part of the project.
Converting Outgoing Files
When you’re sending outgoing files, you may be able to simply export the document into a range of formats.
If so, export them all at the same time. Zip all formats into one folder and send the single folder.
To save time, the document creator may simply export a single file.
Managers can lose 25 percent of their working time doing admin tasks. So send that file to your admin team and they can do the extra file conversions.
The admin team can create a single folder of all file formats.
File Conversion: Dos and Don’ts
It’s best to have a file conversion process set up in your business. If you leave it up to staff, they may choose untrusted conversion options. You can’t guarantee the security of documents if you aren’t sure how the browser converter works.
By comparison, our online conversion tool encrypts uploaded files with SSL or TLS. The system automatically deletes uploaded files so they are never displayed or saved.
Without a process, staff may convert documents into the wrong formats. This is unhelpful and it also leaves you needing to find storage for extra documents you don’t need.
Make sure everyone uses the same conversion tool. That will add consistency to your process and you’ll be able to predict how much document storage you’ll need.
That’s How File Conversion Can Help Your Business
Proper file handling can sometimes feel like it’s adding unnecessary extra steps to your admin workload.
We hope having read this far, you now you know how file conversion can help your business. It saves you time when sending files to others. Conversion also saves you time when you receive files that you may not be able to open.
It also helps you guard against file formats become obsolete when software advances.
Try our free online conversion tool today. Whether you’re converting documents, images, or presentations, you’re sure to find the right format for you.