How to Improve Work Efficiency Using Online PDF Tool


Most professional tasks involve the heavy use of PDF files. PDF files are one of the best ways to distribute files with images and text. As a result, using online PDF tools correctly can skyrocket your productivity.

However, most of us are still unaware of how to use online PDF tools currently to improve work efficiency. 

In this guide, we’ll look at the best strategies and ways to use different online PDF tools to streamline and accelerate workplace productivity. These tips will come in handy for both individuals and businesses.

Best ways to improve work efficiency using online PDF tools

When it comes to using PDFs for work, we mainly look at a few key factors. These include the ability to edit, compress, convert, annotate, and fill PDF files. The best ways to use online PDF tools to maximize productivity revolve around doing these tasks with the most efficiency. 

How online PDF tools can help improve work efficiency

Online PDF tools are designed to make working with PDF documents easier and more efficient. These tools provide a wide range of functionality that includes editing, converting, compressing, splitting, merging, signing, annotating, and more. By using these tools correctly, you can streamline your workflow and improve your overall efficiency.

For example, using a PDF editor lets you make changes to PDF documents without printing and scanning, which saves time and reduces paper usage. Similarly, using a PDF converter allows you to change PDF files into other formats (such as Word or Excel) for easier editing and sharing. There are many other use cases of online PDF tools that help you save time and improve flexibility.

Let’s get into the details of the specific things you can do to be more efficient with PDF files.

How to use a PDF Form Filler

PDF form fillers are online tools that allow you to fill out and submit forms electronically rather than printing and manually completing them. They are particularly useful for businesses, as they can save time, reduce paper usage, and improve efficiency. You can also make your own editable PDF forms using some of the best form templates for business.

There are many PDF form fillers available online, both free and paid. Some popular options include Adobe Acrobat DC, Smallpdf, and Nitro Pro. You can use these tools to create, edit, and fill out forms, as well as sign them and add security features. 

For business purposes, it's important to consider the security features offered by the PDF form filler. Some tools offer password protection and encryption to secure the forms and the information they contain. It’s better to use a secure PDF form filler when dealing with sensitive data.

How to use OCR (Optical Character Recognition) tools

Optical Character Recognition (OCR) tools are software programs that convert scanned images of text, such as PDFs or images of documents, into editable text. Businesses use OCR tools because they help save time, reduce manual data entry, and improve the accessibility of important information. 

Additionally, OCR tools improve the efficiency and accuracy of data entry, reducing the risk of errors and improving the overall quality of the data. You can also use OCR tools to automate certain business processes, such as invoice processing and document management.

Businesses primarily use OCR tools to convert paper documents into digital, editable files, making them more easily searchable and shareable. Using OCR tools also makes it easier to track and manage data from forms like invoice numbers and purchase amounts.

PDF editors for improved efficiency

PDF editors let you make changes and add comments to PDF documents without the need for printing and scanning. Businesses can use PDF editors in a variety of ways to improve their efficiency. Here are some common ways of using PDF editors to improve workplace productivity:

  1. Collaboration and review: PDF editors allow multiple users to add comments and make changes to a document, enabling collaboration and review.

  1. Editing and updating documents: Make changes to text, images, and other elements within a PDF document, making it easy to update and maintain documents.

  1. Creating and filling out forms: Create forms, such as invoices, purchase orders, and surveys, and then distribute them electronically for easy completion and submission.

  1. Signing and approving documents: PDF editors include e-signature capabilities, allowing businesses to sign and approve documents electronically.

  1. Redaction and secure document handling: PDF editors can be used to redact sensitive information, such as personal data. This makes it more secure and compliant with regulations.

  2. Optimizing and compressing: Optimize and compress the size of PDF documents, making them easier to share and store.

  1. Automation: PDF editors can be integrated with other software tools to automate tasks like data extraction, form filling, and document management.

Ways to annotate PDF files

Annotating a PDF file correctly can take your productivity to the next level. However, there are some clear dos and don'ts when it comes to annotating PDF files. Annotating PDF files can be a useful way to add comments, notes, and feedback to documents in the workplace. Here are a few best ways to annotate PDF files for more productivity:

  1. Use a PDF reader with annotation tools: Many PDF readers come with built-in annotation tools, such as text boxes, sticky notes, and highlighting tools. You must use these features to add comments, notes, and feedback directly onto the PDF document.

  1. Use a stylus or touchscreen: If you have a touchscreen device or a stylus, you can use these to annotate PDF files directly on the screen. This can be a more intuitive and natural way to make comments and suggestions on a document.

  1. Use a digital pen: Digital pens, such as the Livescribe or Wacom pen, can be used to write directly on PDFs. The writing is then converted to digital text that can be edited, searched, and shared.

  1. Use an online PDF collaboration tool: Online PDF collaboration tools allow multiple users to annotate, edit, and collaborate on a PDF document in real-time. These tools often include a variety of annotation tools, such as text boxes, sticky notes, highlighting, and more.

  1. Use keyboard shortcuts: Most PDF readers include keyboard shortcuts that allow you to quickly add comments, highlights, and other annotations to a document. By using keyboard shortcuts, you can quickly and easily make comments and suggestions on a document without navigating through menus.

Best ways to use PDF mergers

A PDF merger tool allows users to combine multiple PDF files into one. You can use them to combine multiple related documents into a single file for easier organization, search, and sharing. You can also use PDF mergers to combine multiple documents, such as charts, tables, and images, into a single report or presentation.

Here are some other use cases for PDF merger tools:

  1. Combining scanned pages: PDF merger tools can be used to combine multiple scanned pages into a single document, making it easier to read and share.

  1. Creating e-books and manuals: PDF merger tools make it easy to combine multiple chapters or sections into one document.

  1. Creating PDFs from multiple sources: With a PDF merger, you can merge multiple types of files into a PDF, such as Word documents, Excel spreadsheets, and images.

Businesses use PDF merger tools to be more productive by streamlining their document management process and by creating polished reports, presentations, and e-books. It’s one of the most versatile ways to use PDF files. 

PDF signer for electronic signatures

A PDF signer is a simple yet versatile feature that most online PDF tools provide. Businesses should consider using a PDF signer tool because it allows them to easily and securely sign and send documents electronically. This saves time and reduces the need for physical signatures. 

Additionally, a PDF signer tool can even help businesses comply with legal and regulatory requirements for electronic signatures. It improves the efficiency and speed of their business processes while also reducing costs associated with printing, mailing, and storing paper documents. 

If you’re still not using PDF signers, consider switching to one right away.

How to use a PDF compressor

Compressing PDF files makes them easier to share and store. You can use PDF compressor tools to reduce the size of PDF files, making them faster to upload via email or file-sharing services. This can be particularly useful for businesses that need to send large PDF files to clients or partners.

By using a PDF compressor tool, businesses can streamline their workflow, improve their efficiency and make their documents more accessible and secure. When combined with other online PDF tools, PDF compressors can be extremely useful for businesses.

Use the right tools in the right way to boost productivity

PDF files are everywhere. Every business uses PDFs in some form or the other. However, to be more productive with PDFs, you must know the different things you can do with them and the tools you can use. We hope this guide acts as a starting point for you to be more productive with PDF files.

Author bio

Atreyee Chowdhury is a freelance content writer with more than 10+ years of professional experience. She is passionate about helping SMBs and enterprises achieve their content marketing goals with her carefully crafted and compelling content. She loves to read, travel, and experiment with different cuisines in her free time. You can follow her on LinkedIn.

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