Working in an office as an administrative assistant or a secretary is one of the tedious yet crucial tasks in any company. Managing the internal and external affairs of every office requires both physical and mental strength. One of the most tricky and significant tasks an office secretary is creating, collating and storing almost all the letters, contracts, and presentations that circulate within and outside the company. Because of this, our hardworking secretaries need more than just a physical filing cabinet or large computer storage, they also need tools to better manage all of the paperwork.
Many offices around the world prefer to use PDF as the primary file format in keeping and securing their documents and other files. However, saving or converting a file as PDF is not the end of what they can do to make sure that all their files are organized at all. Hence, here are some of the best ways to use various PDF tools.
- Declutter your files with PDF Merge
There are times when documents are converted to PDF through individual files. Because of this, you will end up with multiple related files on your computer that’s taking up a lot of space. You can try the pdf merge function to declutter your files.
All you need to do is to organize your files based on categories, choose which ones can be merged or combined, then use a PDF tool to complete the task. In that way, it will be easier for you to locate the file when you need to check something or you need to view it for reference.
- Secure confidential files by using PDF format
Another way to better manage your office documents is to convert word docs to PDF. Your internal memos and letters are composed using word processing software such as MS Word or WPS. However, these file formats are not 100% secured. Anyone who opens or views it can alter its content or ruin its formatting.
To completely secure your files, use a PDF tool to convert your word documents and use PDF instead. PDF cannot easily be altered, and it keeps the formatting of your file the way you created it on MS Word. Furthermore, it compresses your file and keeps the same quality, so it will take less storage on your computer, and the best part with PDF is that you can encrypt a password on your files so one else can snoop around its contents.
- Backup slideshow presentation by converting to PDF
Slideshow presentations are important for every company. As a secretary, you are sure to have a copy of the presentations that your colleagues use to present to a client or to conduct internal training for their subordinates. However, some presentations do not always go as planned, and sometimes it is caused by the presentation file.
Make sure that your colleagues will always have a backup. In times when a slideshow presentation software such as MS Powerpoint is unavailable or malfunctions, PDF can be a great alternative. Using a PDF tool, you easily convert a PowerPoint file to a PDF. In that way, the contents and data are secured, and your colleague’s presentation will not be interrupted.
- Get your memos approved by signing a PDF file
In the digital age, sending and receiving important documents such as contracts and requests are usually sent via email. Not to mention, saved as a PDF. It has also become a trend because of the changing user behavior where people prefer to work using their mobile devices such as smartphones and tablets. And while some of them can easily be contacted, various functions cannot be done virtually — for example, electronically signing a PDF document.
Yes, you read it right. We all know that waiting around for your boss to arrive to get that one signature is very anxious. Save yourself the hassle and the waiting time with this PDF tool. All you need to do is to have a digital copy of the signature, and you will be able to affix the signature on a PDF document without printing it — everything will be done electronically. However, if you are not signing with your name, make sure to ask permission from the owner of the signature before you do this process.
- Send specific PDF pages
Another helpful PDF tool to use is the split function. It is the ability to extract specific pages from a PDF file, and save it as another file. It is like going to a photocopying machine and getting copies of a few pages from a binder. The split PDF function allows you to electronically select any page from any PDF file to make a copy. It can be beneficial if you have combined multiple PDF files in the past, and you need to make a copy of some of those pages. Using a PDF tool, you can easily extract those pages without a hassle.
One tool that fixes all: PDFBear
You may be wondering how you will be able to do all these tasks. There are different software that will allow you to perform these. But, if you are looking for a convenient way to do it, you can check an online PDF converting platform such as PDFBear. With this tool, you can merge, convert, split, and sign a PDF file in as easy as four steps. You do not need to register or pay for any subscription to do basic functions.
Check out their website to learn more!