I am a commercial real estate broker from Southern California, with a focus on retail. I love marketing and all things about promoting my business. I started this blog series to share business tips and tricks I am learning, which have helped me along my career path. I also want to give a shout out to my amazing company, Progressive Real Estate Partners for all they do for me! ~Roxy
Problem PDF Files?
Do you ever have PDF file management problems, like compressing, merging and protecting PDF files? Well through trial and error and after fumbling with cumbersome documents I have found some solutions that can help you avoid these issues.
PDF Too Large?
There are several programs out there that reduce the file size of your pdf. One such tool is SmallPDF.com and it is my “go-to” when I have a giant pdf task. You can compress a large pdf file on this site at no charge. The site will let you compress two free pdf files per hour.
I believe merging pdfs whenever possible is very beneficial and you can also merge pdfs with this same resource. Let’s say you are submitting a letter of intent, and you need to send it to the landlord along with the tenant’s application and credit report. As a best practice, you can create a single file and name the file in a professional fashion and merge all of those documents into one single file. It is a courtesy for your client as they only have a single file to open and review.
To do this properly you first merge the separate documents together into one file using the merge pdf feature. Once merged you can then compress the single file to reduce the file size. After compressing the file, then you will want to encrypt the pdf to ensure that only the person with the password can open it. Please remember to not send the password with the same email. I recommend calling or texting after the email is sent, and thus using another means of communicating the password besides email. This all sounds like much effort, but depending on the materials you are sending, it is strongly suggested to protect the data of others, such as personal information or proprietary content you are entrusted with. Your clients will appreciate the extra effort and your concern for their information.
Advantages of sending pdfs more efficiently:
1. The recipients can open them in a timelier manner avoiding issues or confusion.
2. Mobile devices can cause issues so an easy to open pdf will be appreciated and avoid abandoning opening your attachment.
Web vs. Print
Please remember that if the intention of the pdf is to be printed instead of just looked at on the screen, and contains photos, you will probably not want to compress. In addition, if the file is too large to send by email, please send it through Dropbox or a similar program, as large files will not go through and they can clutter your recipients’ inboxes.
I strongly believe that being efficient with compressing, merging, and protecting pdf’s, is a practice that should be implemented by all. In addition to using SmallPDF.com to compress, merge, and protect pdf’s, I also use Adobe Acrobat DC.
Thank you for reading, and if you have any questions on how to compress, merge, or protect pdf’s, or want to chat about commercial real estate, please feel free to reach out to me anytime.
All the best,
Check out my other CRE Resource posts too!