9 Ways PDF Tools Can Help Executive Assistants

Executive and admin assistants play a big role in many offices. They are like a glue that holds the company together, making sure that nothing will fall apart. If you are one of these people, you probably know the burden of handling tons of paperwork for different people. More often than not, you will tend to be overwhelmed in managing these documents.

There are different tools and software that can help you better manage these tasks. Among which are online PDF tools. Most offices use PDF for various documents such as contracts and reports. However, did you know that you can do more with this universal file format? In this article, we will take a look at some of the best ways how PDF can help solve your burdens.

1. Permanently file confidential documents

Converting Word to PDF is one of the most basic functions of an online PDF tool. With this, you can save a permanent copy of your documents such as contracts, memos, and reports. It’s basically like printing a digital copy of the file. In that way, you can be sure that your files will not be edited and it will keep their integrity.

2. Organize spreadsheets

An office usually has spreadsheet files such as MS Excel. Most companies use it to record their sales data or to monitor a project. While this is a helpful tool for data gathering, MS Excel is not fit long term bookkeeping. The formula and data can be corrupted by malware. So, to make sure that your reports are safe, you can convert them to PDF as well.

3. Back up slideshow presentations

Businesses often hold presentations both for internal and external use. By converting it to a PDF file, you can create a backup of the presentation in case any mishap may happen. Slideshow presentations such as MS PowerPoint come in different versions, which means that if the computer that will be used for the presentation is not the same as the computer where it was created, you may encounter issues. To make that will not happen, convert your PowerPoint to PDF.

4. Consolidate image files into an album

As an executive assistant, you probably have a collection of images from various events and projects. These files accumulate large storage that can slow your computer. If you want to have a more efficient way to file your images, you can create an album by saving your images on a PDF document. You can group them according to dates or use so it will be easier for you to locate them when needed.

5. Combine multiple PDF documents for long-term filing

If you often use PDF files, there’s a high chance that you already have a lot of documents saved on your computer. To better organize them, you can merge multiple PDF files and save them as a single document. In that way, you can effectively file your documents which can be used for the long term.

6. Manage and edit PDF files

Online PDF tools offer a lot of features and services to help you manage a PDF document. You can edit the contents of the file, rotate its page, or delete some pages within a PDF. This will save you time and effort in case you need to edit an existing PDF file. You wouldn’t need to convert another document with the correct format. An online PDF tool can help you do that.

7. Personalize PDF documents

If you wish to add a watermark, insert page numbers, or compress the size of your PDF, you can do it with an online tool. With just a few clicks on a computer, you can easily personalize your PDF files without signing up for anything. 

8. Affix signatures without printing a document

No one knows how hard it is to get a signature from a boss except an executive assistant. The hassle of printing a document, chasing your bosses, and scanning them again takes so much of your time. With the help of an online PDF tool, you can easily affix the signature on a PDF file without printing it. Of course, you will need to ask permission from your boss to do that. But once you have their go signal, you can easily save paper and time closing a deal.

9. Protect a PDF file with a password

Working for an executive in a company means having access to the most confidential document and transactions. To make sure that you are protecting all the data that is in your hands, you may want to add another layer of protection to your files. With PDF, you can encrypt your documents with a password. In that way, only you or other authorized persons can access or open a file.

Choose a trusted online PDF tool

Are you looking for a tool that will help you manage your PDFs more effectively? Check out PDFBear. It’s an online platform that allows you to use a variety of PDF tools that will make your life at work easier. Visit their website to know more!