Here’s What You Need to Know about Managing Documents on a Mobile Device

The usage of mobile devices is higher than it has ever been before. Not only are iPhones and iPads used for personal purposes such as texting with friends, listening to music, reading news and books or sharing photos on Instagram, but they are also equally used for business.

One of the biggest advantages of iPads over laptops and desktop computers is the fact that you can actually finish your daily business tasks on the go. It is especially useful when you need to manage your documents urgently and you are out of the office.

Since many aspects of business involve documents, document management apps are usually among the first to choose, when you decide to take advantage of that aspect of mobile usage – the business one.

But what do you need to know about document management on a mobile device?

No matter how good your iPad is, it can never be stronger than an average computer. The thing is, desktop tools are usually better than mobile apps and they have features that are more powerful. Mobile apps are designed in a way to be able to work on a mobile device. So, you cannot expect to finish all your business tasks on an iPad, but you can still find some purpose in using mobile apps as a quick alternative.

Having in mind that mobile apps are not as strong as desktop tools, you just need to be aware that you cannot manipulate complex documents on a mobile device. The more delicate the document is, the better tool you need. And why is that? The reason is simple – with complex documents you usually need to apply additional settings, and mobile apps are built in a way that often doesn’t allow you to alter the options.

However, using mobile apps for managing regular documents can be a true revelation. If you already have an iPad or an iPhone, getting some of the document management apps can really help you in your day-to-day business. There are tons of such apps on iTunes store, some of them are free and some of them are not. Every app usually has only one simple feature with no possibility to customize settings, but again it can do a really good job if you need only that specific feature.

For example, there are apps for PDF creation that turn your files into PDF, there are apps that are used for viewing PDF files and there are apps that convert PDF to a specific file format. Since a vast number of business documents are created in Excel, probably one of the most popular apps for document conversion is PDF to Excel. In cases when you need to edit your old budget report that was saved in PDF, or someone sent you a PDF file you want to update, such apps can come in handy.

What you also need to have in mind is that your documents might be scanned, not native PDFs. So when considering mobile apps for PDF to Excel conversion, don’t forget to check if the app in question supports conversion of scanned PDF files.

And finally, if you take into consideration the ease of use of mobile apps for document management, and a very high level of accessibility, you can always count on smooth document management on a mobile device, at least for less complex tasks.

Spammers this Week

This week, many spammers (or probably just a couple), are sending me fake emails containing zip files.  They claim it is bills for services.  They are as phony as a 3 dollar bill.  There are two things I don’t do;

  • Open emails or answer phone calls from parties I don’t know – unless I receive an official US mail letter, with a verifiable company on the letterhead.
  • Open any “official” emails from LinkedIn, AOL, etc.  Instead, I go to the site itself and see if they have a copy in my account.  Not click on any links.

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