{"id":8052,"date":"2018-04-16T15:33:55","date_gmt":"2018-04-16T15:33:55","guid":{"rendered":"https:\/\/www.investintech.com\/resources\/blog\/?p=8052"},"modified":"2018-12-06T14:04:03","modified_gmt":"2018-12-06T14:04:03","slug":"emailing-pdfs-best-practices","status":"publish","type":"post","link":"https:\/\/www.investintech.com\/resources\/blog\/archives\/8052-emailing-pdfs-best-practices.html","title":{"rendered":"Emailing PDFs – Best Practices"},"content":{"rendered":"

\"PDFs<\/p>\n

Sending files and documents via email is an everyday activity for most people today. When these correspondences are casual, you don\u2019t need to put too much thought into the type of files you\u2019re attaching and emailing to your recipients. However, if the email is professional or academic in nature, you need to think a bit more about how to best present the information you\u2019re sending.<\/span><\/p>\n

For example, if you\u2019re sending a resume or CV to a potential employer, proposals to clients, or samples of your work for acceptance into an academic program, then there should be a higher level of professionalism associated with your attachments. The first thing to consider when sending business, school or career-related documents is the file format.<\/span><\/p>\n

In this post, we\u2019ll guide you through the basics of why you should email files as PDF and we\u2019ll even cover a list of some of the most common methods for emailing PDF documents. \u00a0<\/span><\/p>\n

<\/p>\n

Benefits Of Using PDF For Emailing<\/b><\/h2>\n

A good idea when sending important documents such as a <\/span>resume<\/span><\/a> via email attachment or a link is to send them as PDFs. The PDF is a great format for professional correspondence because it\u2019s universal, versatile and accessible. If you\u2019re sending your resume or proposals out as Microsoft Word documents, you run the risk of sacrificing the appearance and formatting of your content. \u00a0This is because the person you\u2019re sending your files to may not use the same programs you used to put them together, which can often lead to your documents not looking exactly as you wanted them to.<\/span><\/p>\n

Sending such documents as a PDF allows you to avoid this from happening since the PDF you created will look identical no matter what platform, device or document editing program your recipient is using.<\/span><\/p>\n

PDFs allow you to package your attachments professionally, which can make all the difference when you\u2019re trying to get the attention of a potential employer or client.<\/span><\/p>\n

PDF And Document Security<\/b><\/h2>\n

Do you send out data and statistics that are sensitive in nature? Creating or printing the document to PDF also enables you to <\/span>password protect<\/span><\/a> your work so that it cannot be tampered with or edited. <\/span><\/p>\n

One of the well-known characteristics of PDF files is that they\u2019re virtually non-editable. For that reason, securing documents by turning them into PDFs is highly recommended for students who are emailing papers or essays they don\u2019t want stolen or altered, and for business people who need to send important statistics and figures via email that are to be viewed but not changed in any way.<\/span><\/p>\n

How To Turn Documents to PDF<\/b><\/h2>\n

So now that you know about the benefits that come with sending your email attachments as PDFs, finding a way to convert documents into PDF before attaching and sending them is the next step.<\/span><\/p>\n

This is where software such as <\/span>Able2Extract Professional<\/span><\/a> comes into play. \u00a0You can simply take your MS Word, Excel or PowerPoint document and <\/span>create PDF<\/span><\/a> files out of them while retaining the structure and form of the original document accurately. After creating the PDF, if the file size is too big to be sent as an attachment, you will also have the ability to <\/span>compress a PDF<\/span><\/a> and reduce its file size before forwarding it. <\/span><\/p>\n

How To Email PDFs<\/b><\/h2>\n

Now that you have a way to convert your documents to PDF, let\u2019s take a look at different methods we can use to send PDF files and learn how to do it. There are a number of ways you can do this: <\/span><\/p>\n

1) With a webmail client such as Gmail, Outlook or Yahoo! <\/b><\/h3>\n

The first and most common method of attaching and sending PDFs is via some of the webmail services such as Google\u2019s Gmail. Most of these services offer the<\/span> same functionalities, so the process of sending an email is more or less the same across all webmail clients. Here\u2019s how to do it in <\/span>Gmail<\/span><\/a>:<\/span><\/p>\n

    \n
  1. Sign in<\/b> to your Gmail account<\/span><\/li>\n
  2. Click the <\/span>Compose<\/b> button<\/span><\/li>\n
  3. Enter the recipient address, the subject line, and the text<\/span><\/li>\n
  4. Click on the <\/span>Attach files<\/b> option (paper clip icon), locate the PDF file and open it.<\/span><\/li>\n<\/ol>\n

    \"Attaching<\/p>\n

    Note<\/b>: <\/span>Make sure that the PDF file doesn\u2019t exceed the size limit (25MB) otherwise you won\u2019t be able to attach nor send it to anyone. <\/span><\/i><\/p>\n

    2) Through Google Drive<\/b><\/h3>\n

    If your PDF file is stored on your <\/span>GDrive<\/span><\/a>, you can forward the PDF file without the need to download it to your PC. There are two ways you can send a PDF file from GDrive:<\/span><\/p>\n