4 Not-So-Obvious Benefits of Compressing PDF Files for Email
You may be able to actually attach your files to your emails after compressing them, but is meeting upload size requirements all that file compression can do for you? We compiled 4 more subtle reasons to look to compression software when emailing large documents. In short, reducing PDF file sizes can help organizations communicate faster both internally and externally, allowing employees to work more efficiently and provide better front-end service as a result. Let’s take a look.
1. Eliminate Dead Call Time with Faster Email Transmission
Compressing documents for email allows them to take up less network bandwidth during transmission. Especially when sending multiple emails in a group or to a list, this speeds the time it takes for the email to reach the intended recipients. Even when sending just one email, this can eliminate dead time on the phone or in a meeting with a critical client or employee who needs to have a specific document arrive in their inbox in order for the conversation to continue.
2. Faster Downloads, Easier Access to Attachments
Smaller file sizes not only enable faster travel over a network, they take less time to upload, download, and view. Our PdfCompressor software web-optimizes files so that users can skip straight to the important part of the document. For example, customers accessing a large product manual can go right to page 56 and view it even before page 1 loads. The desired page will load first while the other pages load in the background, enabling immediate access to the information a customer might be looking for and providing them with a better experience.
BONUS: By making that same product manual text-searchable using OCR, a company could provide the client the ability to search through the large PDF document more efficiently, answering their own questions and saving valuable time on an unnecessary support call.
3. Efficient Collaboration
Enabling faster communications leads to easier and more efficient collaboration. File compression plays a large role in making it possible to share huge documents such as long contracts, architectural diagrams, financial statements, and more, but the benefits might seem less substantial when dealing with day to day files. Why not just leave them uncompressed and wait the extra few seconds to upload and send? This may seem fruitless, but let’s look closer.
Take a team collaborating on a single document. The document is uploaded, emailed, and revised on repeat to a group of members. Each send adds unnecessary time to the process as long as the original was left uncompressed. Now extrapolating this to every collaboration that team works on each year (and looking out to the rest of the company’s operations as well), it’s clear that systematically reducing files to smaller sizes from the start can translate to much greater efficiency for the company as a whole in the long run.
Quick Break: How significant can your compression rates be? PdfCompressor delivers up to 10:1 compression for black & white documents, and as much as 100:1 reductions for large color documents. Read more about our leading compression technology here.
4. Content Effectiveness and Shareability
Say you’re a marketing team looking to push out a new piece of content to a mailing list. In the digital age, the seconds’ difference consumers will wait for a big, uncompressed file to download may mean the difference between whether that information gets read and shared, or ignored. The same difference will apply to every one of those customers’ friends who try to access the bloated document originally sent. By starting out with compressed, optimized PDF files, your recipients will have an easier time accessing and sharing the information you send out, leading to a higher success rate of the content you create.
Set It and Forget It: Document Management Means Better Business
Establishing a process to compress, optimize and OCR your documents can have wide-spread value for the back-end and front-end operations of your business. Simply compressing files can create more efficient employees, better collaboration, faster communications and a better customer experience.
Compressing file sizes doesn’t have to be a painstaking activity either. In fact, our PdfCompressor software offers watched folder capability to allow users to set up automated compression for any files placed in a specified input folder. Just set it, forget it, and reap the rewards of creating a faster business environment for employees as well as clients.
Learn more about PdfCompressor – Watch the Demo.