Universal Document Converter for Emailing Documents

Today, email has become one of the most widespread means of exchanging documents between companies. Naturally, we are speaking of documents that do not require real signatures or stamps, for example invoices for goods or services. Not only that, but many firms encounter the need to send various types of specific documents: schemes, design layouts, etc. There is nothing surprising in this: email makes it possible to significantly speed up and reduce the cost of exchanging information. However, there are some complications in using email to send documents.

To begin with, many people send documents in the “native” formats in which they were created. For them this variant is the simplest. However, such a solution may cause serious problems for the recipients. After all, viewing such a file in many cases requires them to have the exact same software, which is by no means a given. The use of different versions of software products or alternative programs may lead to alterations in the original documents. For example, accounts created in special accountant’s software and converted into the Microsoft Excel XLS format, may not appear properly to the receiver. But that is not the only difficulty. Documents sent in their original format may be accidentally or intentionally altered by those who receive them. In some cases, this is not important, but in other cases guaranteeing the protection of the original documents is of vital importance.

The only way to solve the abovementioned problems is by sending the original documents in a widely distributed, change-protected format. Most often these are PDF files or JPEG images. Documents in these formats may be viewed, and if necessary printed with the aid of free software already installed on practically any computer. In addition, you cannot make any changes to files in these formats. In general, the given solution is fit for removing all the disadvantages of using email for exchanging documents. However, to be able to do this in practice, it is necessary to organize the conversion of various files into the PDF or JPEG formats.

Traditionally, such a task is solved in the following manner. First the document is created using its native application. Then it is printed on paper and, after this, scanned into PDF or JPEG formats. There are three serious disadvantages to such a solution – for one thing, the large amount of time spent on the “conversion” method described above. Secondly, large expenses are incurred: paper (thrown away 5 minutes after printing), office supplies and printer resources. Thirdly, it is extremely inconvenient for employees who have to perform all of the work manually and physically control the quality of the “conversion”.

Fortunately, the process of converting documents into the needed formats can easily be automated. In particular, a perfectly suitable solution to the given task is the program Universal Document Converter, which, essentially is a virtual printer that instead of printing the files that are sent to it, converts them into a different format. There are many important advantages to using Universal Document Converter. For one thing, it can convert practically any document that can be printed. Secondly, Universal Document Converter, unlike the majority of competitors, can convert documents not into one, but several of the most widespread formats: PDF, TIFF, JPEG, PNG, PCX, DCX, GIF, BMP. This enables companies to use it not only for emailing documents, but for different business uses as well.

The third advantage of Universal Document Converter is how extremely simple it is to use. Converting documents with this program is no more complicated than printing them on an ordinary printer. Naturally, all users are able to do this, even those that are just beginning to learn how to use a computer. In addition, the given program has several special features that simplify the conversion process even further. These include, for example, support for profiles (a saved collection of parameters, optimal for solving a particular task) and preview (an image that reflects at a glance the influence of various parameters on the conversion result).

Another advantage of Universal Document Converter are the features oriented towards corporate use, in particular the possibility of network usage. This makes it possible to minimize the load of workstations, thus increasing their productivity. Another such feature is the presence of a com-interface. This makes it possible to integrate the product into the information system of the company and fully automate the process of sending documents. For example, it is possible to configure it so that the user could choose in the print settings the recipient of the file. In that case, the document immediately after being converted would be automatically sent to the indicated email address.

In summary, Universal Document Converter is a convenient instrument that can be used for emailing documents, making the process speedier, more effective and cost efficient.
  • Elena Watson, PhD

    Russia

    «Universal Document Converter allows me to turn either the whole document or parts of it into a picture, thus ensuring that the end result will not be distorted and will appear exactly as intended.»