in

Why is it Essential to Know How to Merge PDF Files?

In the U.S., the average person goes through upwards of 700 pounds of paper per year. Paper product usage has risen to more than 200 million tons per year. That’s a lot of trees.

Since the widespread usage of PDF’s, many people still print out PDF’s only to rearrange them and rescan them. Besides contributing to the 700 pound mass of paper per year, it is an excellent waste of time. Most programs for PDF editing can merge PDF’s. Let’s dive into why this feature is essential.

The Benefits of Combining PDF’s

Many processes can be made more efficient by merging PDF’s. PDF’s can be merged online, on your computer, or even on your phone. If you’re already well informed about the benefits of pdf merging, please skip to a quick tutorial on how to merge PDF files on your Mac.

Understanding how to merge PDFs is not complicated, but with a few tips and tricks, it will save you time, effort, money, and even a few trees. Here are a few situations that can be salvaged by merging PDF files on the computer.

Managing Large

Projects Big projects often mean loads of documents. Business plans, reports, communications, and contracts, can quickly form an insurmountable pile of papers, especially those often redrafted or amended.

Often, different documents are sent to other teams, individuals, or sectors. Sometimes it can be not very clear for different actors at various stages to work on several versions of the same document – or even linked records. To prevent parts of documents or interlinked documents being hard to find or going missing altogether, merging PDF’s can solve this problem.

Luckily even different types of files can usually be saved as PDFs and then later merged. Merging PDF’s can help keep track of multiple drafts or versions of a contract or report. Merged PDF’s can also link together reports and their briefs so that each team or project has one searchable file. Reducing the number of files in a project folder makes searching and tracking far more straightforward.

Sharing Files

Uploading and attaching many different documents can be problematic. Often we end up picking the wrong versions, dates, or sections of a document to share, which is annoying – and at worst, can cost you alot. Some online platforms even have a one file at a time limit, such as printing services.

Let’s say you’re writing out a job application but don’t want to attach several different documents to make your email seem overwhelming. Still, you’d like to include recommendation letters, a portfolio, a cover letter, and your resume. By combining these as a PDF, you can be sure that nothing is left out, and your email looks precise and efficient. Your hiring manager won’t be able to ignore parts of your application either.

Besides clarity and reliability, merged files are smaller than separate documents. Since each document contains metadata and edits, merging into one document can significantly shrink the document’s size. Shorter documents are far easier to share, especially via email, where some services limit file size.

Better Printing

As mentioned above, some online services only allow you to attach or upload one document at a time. Often we try to upload files one by one to be printed, only to find that some files didn’t go through or you selected the wrong files by accident. It’s easiest to merge the documents so that you only need to upload one file, and you’re ready to print.

Once at the printer, it is far easier to wait for one document to finish printing than to start each file one by one. Merge your PDF’s and avoid losing track of which files are printed or forgotten.

Mergers and Scanners

Scanning documents for your business archive can unlock hidden potential in the data that you own. Often it is required by law to archive certain types of documents for a period of time. It must be easy to file, find, and destroy records and confidential data during that period. It would be a nightmare to have legal troubles after not being able to locate a document.

Sometimes, during scanning, a large document, technical errors, or other interruptions can break up the scanning process. In that case, you may end up with several sets of documents that, where instead you could have one.

This situation can occur when scanning a long contract, a book, or excerpts from a large document. You may not be able to avoid printer errors or interruptions that can break up the document you wanted to scan. Instead of stating all over again, simply finish scanning and combine all your documents later using PDF merging.

File Libraries

Archives full of records and documents are normally stored separate from one another, often in their thousands. PDF merging allows you to group documents by category as one file. That means less time for people searching through records, especially if the merging process is part of the filing procedure.

Better Together – Merge PDFs

PDF merging can bring simplicity and reliability to your file management system, whether personal or at work. Proper document management can mean a tidier desk, but it can also help you comply with laws, avoid losing confidential information, and stay on top of your obligations.

It is crucial to create your own file managing process; however, in the meantime, merge PDFs to be more efficient and save time and money on printing. Now that the benefits of PDF merging are clear, you can apply it yourself!

Avatar

Written by nikola

What do you think?

5 Essential Tips for Real Estate Professionals

10 Ways to Make Working at a Desk More Comfortable