I'm a big believer in "eating my own dog food". In other words, if I'm going to recommend something to you, it's mostly since I do it myself. that write-up is all about digitizing as populous of your paper documents as you can. There are several ways to digitize your documents. Suppose you hunger to share a document, perhaps a proposal, with a client. Traditionally, we would establish and print the document, soon after post it or fax it to the client. A far better alternative is to coin the document as an electronic book, years ago directly put out it via newsletter. You can forge the document as a Microsoft Word (or other word processor) document or you can actualize a PDF document. In general, I recommend using PDF documents. There are times, however, when using Microsoft Word is the optimum choice.
Assuming that you decide to use PDFs or word processor electronic documents, what are some of the benefits to you?
ward--Electronic forms can be secured with pa! sswords or certificates, thus preventing unauthorized third parties from viewing their contents. incontestable, there are tools available on the microcosm Wide Web that can crack some forms of document bail, but remember that paper documents can to boot be stolen, photocopied, and understand by unauthorized individuals.
Format consistency--Although that doesn't apply to all electronic documents, PDF documents maintain the consistency of their format cross all platforms. In other words, public using a Macintosh will see exactly the selfsame document as those using a PC. The formatting is consistent from one platform to another. The formatting of word processor documents, however, can pocket money as they move from one computer to another.
Searchability--Electronic documents are handily searchable. dispassionate use the key combination of dominion+F and burst in a word or a phrase and the computer will search for it within the document. Have you ever outworn readi! ng a Booklet or magazine item that mentions a flag that was re! ferred t o earlier? You scan the pages seeing for that autonym or phrase, but can't find it. That problem commonly doesn't exist in electronic documents. (It's wonderfully true in technical fields with lots of acronyms.)
Portability and conserving space--As a technologist, I used to have shelves and shelves of technical books and documents (ultimate of which did a prolonged job of gathering dust!). Today, ultimate of my technical documentation is stored in PDF documents on my laptop computer. They're simply searchable, very handy, and don't gather any dust. I routinely have my laptop with me, so no matter where I am, I have an entire library of documentation with me. I've even started reading electronic novels. I carry a Palm Treo 700p. The E-Reader software is free for it and I can download free books from manifold sources including the Gutenberg Project (gutenberg.org), which is a source of classics. (I right finished "20,000 Leagues Under the Sea".) If I hunger something top! ical, I can buy e-books for very reasonable prices from countless sources on the Net. Since I always have my phone with me, I always have a manual to view while I'm waiting for whatever (delayed flights, unpunctual clients, etc.). By the way, the e-reader software generates it realistic to see books on a picayune screen. Hard to believe, I comprehend, but it really does rat race very well.
Speed and sendability--I even-handed signed a contract with a client to present some video training. They emailed me the agreement, we worked out some of the terms, and I signed it electronically (the subject of electronic signatures is a whole exposition in itself) and emailed it. They received it within furthers of me signing it, even though their offices are foregoing a hundred hundred billion miles from mine. I am engaged on presenting a seminar for a client's customers on how to go digital (outwardly going postal). He needed a brochure describing the seminar and my picture for ! publicity. He shouted me with the requisition and within follo! wings, h e had what he needed for I was able to subscription the files to him. Before the digital age, I would have had to print the documents and mail them to him via postal junk post office or an express employment. that is what Bill Gates was talking about when he referred to "pursuit at the speed of thought" (another atlas I have on my Treo, by the way).
Forms--that is a feature I've dinosaur using for years. In Microsoft Word (and presumably other word processors), you can occasion a document which is locked except for fashion fields. In other words, I originate a questionnaire in which you can't chicken regale any of the text that I wrote, but you can fill in unconcerned fields, emancipate the document, and return it to me with your responses. We use it in our training vocation when preparing for an onsite presentation. We broadcast an electronic questionnaire to our client asking about traits selfsame the exact seminar spot, credentials needed for entry, goals of the tra! ining, names of attendees, etc. Our clients unpretentiously tab intervening fields on the cast and are able to complete it in a matter of fair-minded a few minutes and newsletter it back to us. To cram how to do that, search on "creating forms" in Microsoft Word.
How can you make and use digital documents? The easiest way is with a word processor such as Microsoft Word. right liberate it and propel it. There are, however, incommensurable formats for saving documents in Word. For the greatest compatibility, in Word 2007 choose "unchain As" and ransom it as a Word 97-2003 document. If you're using Word 2003 or earlier, you can excellent extricate it as usual and hurry off it. What if you hunger to fabricate a PDF (conveyable Document Format)? You can buy Adobe Acrobat which is a vast program, but pricey. You can more buy diminished expensive versions of PDF creator software from various vendors. For Microsoft Office 2007 representatives, you can download a free plugin t! hat allows you to ransom documents as PDFs. Go to www.microsof! t.com/do wnloads and search on "PDF plugin". Remember, saving your document as a Microsoft Word document is the easiest way to do it, but PDFs preserve formatting and are readable on nearly any platform.
How do you apprehend PDFs? Nearly everyone has the free Adobe Reader software installed on their computer. If you don't, it's a free download from acrobat.com pure look for the loop to download Adobe Reader.
For a ticket of PDF creation software, you can either Yahoo on "pdf software" or surf http://en.wikipedia.org/wiki/List_of_PDF_software
But, it's not pure about digitizing paper documents. The benefits of going digital apply the music and videos, too.
As I've fossilized scribble, I've obsolescent finishing the process of ripping my CD collection (that means converting the CDs to digital files). More on that in a future piece.
Copyright (c) 2008 Don R. Crawley
President and chief technologist at Seattle, Washington-based IT training firm soundtr! aining.net Don is a speaker, writer, and veteran IT guy with up 35 years skill in technology for the workplace. Today, he delivers keynote speeches, workshops, and seminars to work community on how to go digital outwardly going postal. alarm him at 206.988.5858. He's on the web at http://www.doncrawley.com and blogs at http://www.digitalnotpostal.com
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