The Dos And Don’ts Of File Conversion

You can convert your files from one format to another for various reasons. For instance, converting files from PDF to Word lets you edit them. On the other hand, converting documents to PDF preserves their format, makes sharing easy, and offers greater security. In that regard, here are the dos and don’ts of file conversion.

Dos  

Below are what you should do to ensure a smooth conversion process:

  • Find a safe converter  

The first thing to do when converting your files is to ensure the PDF to Word converter you’re using is secure. While offline tools have low risks of data breaches, they occupy space in your device. Therefore, the best option is an online converter.   

Although there are numerous free online converters to choose from, not all of them are safe. Thus, before settling on a particular converter, ensure it has a credible reputation. Aside from reading reviews to get first-hand information from users with experience working with the product, it’s also best to check if the site has secure socket layer (SSL) encryption that ensures the data you share online is safe.   

Ensuring your converter tool is safe is crucial, especially since cyberattacks are so common nowadays, with cybercriminals finding advanced ways of hacking data. In fact, in the third quarter of 2022, around 15 million data records were exposed globally via data breaches.


  • Check for integration features 

Aside from security and reliability, various conversion tools offer different services and features that can streamline your workflow. Integration features, for instance, help promote a more seamless document conversion and management process.  

Using a converter that offers easy integration with tools like cloud apps or software allows you and your team to upload and convert documents, edit and share files easily, and trace changes. This saves you time since you won’t have to download and share each file since you can permit users to access the document online.

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  • Compress files  

File conversion speed is essential in fostering productivity and efficiency in your workflow. However, despite having a converter that has a fast-processing speed, various factors can still affect how much time it will take for your files to be converted. For instance, the processing speed for online converters depends on the size of your file, the internet’s speed, and the site’s load speed. That said, one of the ways you can boost the conversion speed is by compressing your file’s size.

  • Convert many files using batch conversion  

Converting multiple files can be tedious and time-consuming. And while you can multitask on online converters on different tabs, this can affect the processing speed, resulting in slower conversion times. This is where batch conversion comes in.  

Depending on your file conversion tool, batch conversion is an ideal feature for converting multiple files. It saves you much time to upload, convert, and download every copy. Some tools also convert files from cloud drives and allow you to save them on multiple drives once complete. That said, leverage these features to promote efficiency when converting files.

  • Scan the converted file for malware or virus 

If you’re using an online converter tool, it’d be good to note that the process doesn’t end after you convert the file. As a good practice, scanning the document before you download it can help protect your device or computer from getting infected by viruses or malicious software.

Don’ts 

Besides knowing the best practices when converting files, knowing what not to do can also help ensure an efficient conversion process. Here are some don’ts worth noting:

  • Don’t choose a complex interface 
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A clean and streamlined interface makes navigating the platform and converting files conveniently easier for you and your team. On the other hand, a complex interface can be confusing and difficult to use, which could affect your productivity and discourage your team from using it.

  • Don’t forget to check the format 

One of the common mistakes people make when converting files is not checking the quality of the converted file. However, this is essential to ensure you preserve the document’s accuracy and integrity. 

For instance, when converting a PDF file to an editable format, checking if some words got deleted or the structure got altered is essential. You’d also want to check if the page numbers, headers, footers, spacing, formatting, and images were displaced.

Wrapping Up

Converting files is generally a straightforward process when you know what to do and what not to do. As a good start, your chosen conversion tool significantly impacts your file conversion results. Therefore, ensure the converter you use has all the features to take your conversion skills to the next level, such as security features to protect your data and easy integration with other apps. Moreover, it’s also best to check if the converted file is safe before downloading it and check its quality after.