4 Not-So-Obvious Benefits of Compressing PDF Files for Email

4 Not-So-Obvious Benefits of Compressing PDF Files for Email

One obvious advantage of compressing PDF files for email is the small file size. However, there are several other benefits that go unnoticed, regarding the ways a compressed PDF file affects an organization.

  1. Elimination of dead call time with faster email transmission

In a world where we’re used to having everything right at our fingertips, it can be hard to imagine having to hop on the phone to contact someone for information. But when it’s difficult to get the needed information, sometimes it does resort to that. However, this situation can largely be alleviated with one simple solution: file compression.

Smaller files are easier to send via email, which means that employees can respond to client requests sooner and more efficiently. Customers don’t want to have to wait indefinite periods of time for an answer, they want to know now. Faster email transmission not only saves employees time, but can provide a much more positive customer experience.

  1. Faster downloads and easier access to attachments

Mo’ megabytes, mo’ problems. You heard it here first – issues tend to arise as file size increases. The larger a file is, the longer it takes to transfer and download. Although PDFs are often smaller than their original source files (such as TIFFs or other scanned documents), they can still be much too big to manage conveniently, especially when it comes to thousand-page documents such as loans and mortgages.

It may not seem like a big deal to have to wait a little longer to access one file, but what happens when there are 10, 50, 100 documents to view? All of a sudden, thousands of hours are being wasted waiting for files to download. Compressing documents (possible to 10% of its original size) can massively boost productivity, not to mention save on bandwidth and ease the frustrations of both sender and recipient.

  1. Efficient collaboration

The transmission of compressed files is much faster, allowing collaborators to quickly [access], review, and send them back. In contrast, bloated files take longer to upload, can get bogged down while passing through the network, and are again delayed when attempted to be opened by the recipient. It can honestly feel like the difference between snail mail and email.

More and more business is done on the go these days, which compressed documents are again ideal for. Smaller files are much less of an issue to access on mobile, and take significantly less time to download or view. Something as easily-addressed as file compression shouldn’t be the holdup that delays getting back to a colleague or responding to a customer request.

  1. Content effectiveness and shareability

By using lossless compression, it’s possible to reduce the size of the file without sacrificing quality or content. This optimizes the file for easy sharing of information. Especially with remote work on the rise, it’s more pertinent ever that employees are able to send documents back and forth with minimal delay, and access them from outside the office.

In addition, since compressed files use up much less memory space than the original files, they are much easier to archive for access later on. Having an optimized archive of documents can save on headaches down the line, making it easier to retrieve files when needed, without the uncertainty.

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