How File Conversion Can Change Your Work Life
There is no shortage of software and electronic devices in the world today. Each software program has its own dedicated type of file that can work with the parent program. Sometimes, you may want to use information from one file in a different program. Although you can manually transfer the data, there is an easy way to accomplish the task: convert the file. Here is how to document conversion can increase your productivity.
What Is a File Format?
When you’re working on computers and other electronic devices, you will need to use software programs to complete tasks. You need the following elements to work: the device, a software program, and a file. All three components work together to create, edit, and store the file.
Files are very specific sets of information arranged in a way that only makes sense to the program created to open and manipulate it. Software developers designate the file with a set of characters at the end, called an extension. Examples of extensions are .pdf, .docx, and .xlsx.
Who Uses Files?
Who uses files in the workplace? The answer: anyone who needs to use a computer or electronic device as part of their daily tasks will need access to files. Company files contain all the necessary information to run the business, from completing orders to administering payroll. Files are used so often that staff may not even realize they are using them.
Software files serve many purposes and are perfect for helping employees complete their tasks. The problem is when businesses need the data from one program to use in another. Attempting to open a file created by a different software program can create problems such as:
- The data is unreadable
- You can’t see the pictures
- You can’t read the words
- Strange characters appear
- Reading the file corrupts it
- Reading the file may harm the device
Data in one file can serve the company well, but other software programs may need that information, too. Manually extracting data from one file type takes a lot of time and has historically required human labor. Additionally, entering the data into another program takes just as much time, if not more. Human error can also be an issue.
Common File Types Used in Business Settings
Businesses need to use files for their everyday tasks. Some files store information about clients while others contain valuable company data. Each type of file has its own use and optimal situation.
No matter the type of business, certain file types will see more action than others. These are the core file types that you can expect to encounter, regardless of the type of business:
The Portable Document Format (PDF) is perhaps the most common file type in the world. This type of document file contains static text and images that are arranged in very specific positions. As you scroll through the document, everything retains its appearance and quality.
Microsoft Word is a software program that specializes in processing words. The app uses .doc or .docx files to store information for viewing, editing, and sharing. Although the file was originally created for Word (DOCX or DOC), other programs have since found ways to open the files within their own platforms.
Microsoft Excel is a spreadsheet program that performs best with numbers. The Excel (XLSX or XLS) spreadsheet program can perform difficult calculations on the fly, allowing users to find solutions to difficult math problems quickly. Users can add, modify, replicate, and repeat calculations within tabs located in the same file. Microsoft Excel is the defacto standard for office spreadsheet operations, both simple and complex.
Microsoft PowerPoint is a software program that makes it easy to create professional presentations. PowerPoint (PPT) presentations are popular for company meetings, seminars, training sessions, and more. PPT files can contain text, images, videos, and more. Although PPT is very popular in the business world, not everyone may have access to the software program.
Text files (TXT) are files that contain raw text. These files are lightweight and simple, making them ideal for transmitting information from sender to receiver with ease. Text files are easy to store, open, replicate, and edit. Just about every software program on the planet can interact with .txt files.
Photos and images contain data that show up as images on your screen upon opening. These files are typically opened using an image viewer or editor. Businesses use image files in almost every professional activity. Common image file extensions are .jpg or .jpeg, .png, .gif, and .tif or .tiff.
There are thousands of different types of files in the world, and the number will continue to increase as new software programs hit the market. The above file formats are just a few of the more commonly used varieties of business spaces.
Situations To Use File Conversions
In a perfect world, every employee can access the right files without issues. In the real world, file discrepancies can cause many problems for companies. Here are some situations that benefit from file conversions:
When Converting for Exclusive Company Use
Companies may want to use a certain type of file that has more features or is more secure. The company computers may have software programs that cannot readily open files that upper management may deem unsafe. Converting incoming files will allow staff to access the information, and continue with their work.
When Clients Send in a Different Format
Clients may use a different file system and send in files that your company cannot readily use. Converting the file into a usable format will allow your company to continue doing business with the client.
When Downloading From the Internet
The internet stretches far and wide, making it difficult to find consistency in file formats. You may download an image from the internet and be unable to open it on your computer. You can solve this problem by converting the file to a recognizable format.
When Staff Uses a Different Program at Home
An employee may start a project from their home office, which uses a different software program. Once they arrive at the office, nobody is able to access the contents without the same exact software program. Converting the file will allow any staff member to read the file.
When Purchasing From a Third-party
External companies may sell products that are coded into different formats that your company does not already use. You can convert the file to avoid having to ask for a refund on the product.
When Uploading to a Different Platform
Some platforms will only accept certain file types due to security or other reasons. Should your company need to upload an application or form, you can easily do so with the help of a file converter.
When Sharing With the Public
Your internal projects may take on one format, while the internet will prefer another. You can convert your files to internet-ready formats to make the files smaller or readily available to a wider audience.
When Reducing File Size
The sizes of files can grow beyond the limits of your hard drive or USB flash drive, making it difficult to save and access later. You can convert the files into a smaller size to free up space or to make it faster for users to download onto their devices.
Files can be useful for one situation, but become useless in another. These are just a few situations that benefit from file conversions.
Benefits of Converting Files
Files come in all shapes and sizes, meaning that they are not one-size-fits-all. Some files are better for word processing, while others are great for spreadsheets. Regardless of the situation, having the right type of file can help in many ways:
Time is important in the business world and converting files can save quite a lot of it.
Training – Each time a new type of file is introduced, staff must undergo training to ensure proper knowledge and handling of the file.
Installation – New file types require specific software programs to open and manipulate them. The IT department must take the time to install the software on each system that needs to use the file.
Familiarity – Staff will recognize a familiar file and will not have to spend any time figuring out what to do with it.
Lost Files – Files can get lost in the shuffle, which can delay projects and cost the company money. Converted files will look the same as the other files and are less likely to be accidentally thrown away.
No Conversions Needed – The files are already in the format that the company needs, and no further time needs to be spent on converting them.
Too many different file types can wreak havoc on business processes, which may rely on certain software programs and systems to operate smoothly. Instead of dealing with dozens of different file types, businesses can choose to convert them all into a handful of formats. Consistent file extensions make it easier to complete work from anywhere in the office, any workstation, and even outside of the office.
Words, numbers and data can exist in many different types of files, but certain formats may be more ideal. Depending on the need, companies may want to use one format over another. File conversions make the ideal format easily accessible.
Some file types offer security features that may make it more difficult for intruders to steal or alter the information contained inside. Converting from an insecure format to a more secure one makes sense for the safety of any organization.
Easier Team Collaboration
Employees using different software programs and file types will find it more difficult to collaborate on projects. A unified file system can make it easier for teams to work together on projects.
Increased File Options
Your company will find it useful to be able to output files into the preferred format, especially if there are many choices available.
Clients love professional presentations, and consistent file formats will help companies make the best impression possible.
There are plenty of benefits to reap from converting files between formats. The above benefits are just a few to consider when deciding on file conversions.
File Conversion Is Easy and Necessary
In the world of software, each program has its own specific file type. For example, a document created in Microsoft Word will have a .docx file extension, while an image edited in Adobe Photoshop will typically have a .psd file extension. If you need to use information from one program in a different one, you may need to convert the file into a compatible format. This can be done manually by copying and pasting the information, but this can be a tedious and time-consuming process. Alternatively, you can use dedicated file conversion software to convert the file into the desired format. This allows you to quickly and easily transfer data between different software programs without losing any formatting or functionality.
Converting files is an important part of daily business activities. Whether you need to convert a file to a different format for compatibility with a particular software program, or you need to convert a document into a PDF for easy sharing and printing, file conversion software can make the process simple and efficient. With the right tools, you can convert a wide range of file types, including audio, video, images, and documents.
Free Online File Converter
PDFSimpli is an online service that provides a range of file conversion tools, including tools for converting PDF files to different formats and vice versa. Users can easily convert PDF files to Microsoft Word, Excel, and PowerPoint formats, as well as convert Word, Excel, and PowerPoint files to PDF format.One of the main benefits of using PDFSimpli for file conversion is that it is a web-based tool, which means that users can access it from any device with an internet connection, without needing to download or install any software. This makes it a convenient option for users who need to perform file conversions on the go or who don’t have access to specific software applications.
In addition to its file conversion tools, it also offers a range of other PDF-related tools, including PDF editing, splitting, merging, and compression. These tools can be used to customize PDF files to specific requirements or to reduce the file size of large PDF files for easier sharing and storage.
Overall, PDFSimpli’s file conversion tools are easy to use and provide a convenient solution for users who need to convert files between different formats. With its range of additional PDF-related tools, PDFSimpli is a versatile tool that can be used for a wide range of document-related tasks.
Fernando Perez is a staff writer at WorkSimpli. Her background in Business Operations motivates her to improve access to legal advice in underserved groups, especially in areas like business formation...
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