How to Upload a Hard Copy Document
One of the benefits of operating in today's workplace is that you lot no longer need to rely on hardcopies of documents. Not and so long ago, if a document, such as a contract, required review and a signature, you'd demand to send a concrete version of information technology to the recipient. Best case scenario, you could walk it across the office or have it delivered across town in a few hours. Simply if the recipient was in some other urban center, state, or land, it could have days or weeks for them to get a copy.
Now, when you demand to transport someone a document, you can merely upload it to a deject platform. The recipient can instantly review the document, make changes, and even sign it. You can view their changes and see their signature without printing the document or handing the recipient a physical copy.
When you work with a lot of content, from documents to video files and PDFs to JPEGs, uploading documents to the deject is imperative. In this commodity, larn more about how to upload a file, the types of files you can upload, and why information technology matters.
What does it mean to upload a document?
Y'all've probably downloaded a fair share of documents and other content during your lifetime. If you've e'er purchased an MP3 or music from a digital store, such as Google Play or iTunes, y'all've downloaded files. If you lot've ever saved a PDF from a website, you've downloaded files.
When you download something, your computer receives data from another estimator. You and so store the downloaded file on your reckoner or a removable device, such as a USB drive.
Uploading is the contrary of downloading: you lot send a file from your computer to some other destination in the cloud. If you post photos or videos to Instagram or Facebook, you upload the files to those websites. An easy fashion to recall of the uploading process is that the file needs to start on your computer and terminate up somewhere else, whether it's another device, a website, or an email.
However, uploading doesn't always remove the document from your device. When you upload a PDF or other file format to a deject-based platform, the original document often remains on your device. A separate file gets created — an exact re-create of the first. That new file and then lives wherever you lot uploaded information technology. Likewise, when someone downloads a file that you've uploaded to their device, they don't technically remove the uploaded file from its location. Instead, some other version of information technology gets created and stored on their figurer. For this reason, to prevent version-control issues, the all-time workflows stay in the cloud so that anybody is working on the same version.
You can upload a document in several ways, depending on how many documents yous have, their size, and the platform you apply. Uploading options include:
- A file browser
- File transfer protocol (FTP)
- A drag-and-drop characteristic
How to upload a difficult copy of a certificate
Uploading a document that already exists in digital class is relatively straightforward. Frequently, all yous demand to do is choose the "upload" selection on the destination website or program you're using, then select the file from the browser that pops upwardly.
Just say yous have some older paper contracts you'd like to add together to the cloud, or a typed manuscript y'all want to digitize for safekeeping. Before uploading this kind of file from one computer to some other, you need to transform the hard copy into a digital format.
There are several reasons for digitizing paper copies of documents:
- Creating a digital version of an older document and storing it on the cloud gives you a backup if something should happen to the original
- Information technology'due south easier to share digital versions of older documents
- If the concrete original is especially old, you might be worried that it will crumble or fall autonomously every bit more people handle it
- A physical copy is more than easily misplaced
With a digital version of the document you tin can preserve the original while nevertheless accessing the information in the document digitally. In one case you digitize and upload it, you tin can share your document anywhere in the globe. Your coworkers might need access to old company photos or older marketing materials, for example. Or perchance your legal squad at headquarters needs to review old contracts from employees at your location. When y'all digitize those documents and upload them to the cloud, you and your team can access them from whatsoever device at any time.
There are a few different options for scanning a document and uploading information technology to your computer or another destination. We'll outset with how to upload a version of a physical certificate.
Using the photographic camera on your smartphone or tablet
Depending on the blazon of smartphone or tablet, you may have several options for scanning a document to digitize it, using your phone's photographic camera to capture an image of the document. Scanning your documents can exist as easy as taking photos on holiday.
For case, y'all might exist able to open up the camera and signal it at the starting time folio of the document you want to scan. Some smartphone cameras will automatically detect that you are pointing the lens at a text-based certificate and catechumen to scanner mode. When yous take the motion-picture show, the camera will scan the document then that the text is clear and legible. You then edit the scanned document using the app's built-in tools.
If your phone's camera doesn't automatically find text and scan documents, or if yous accept several pages to scan, a meliorate pick might be to use an app, such equally Google Drive or OneDrive. The Notes app on iOS too has a scanning characteristic.
Ane benefit of scanning images is that you can then edit them with ease without the take a chance of ruining the original. If the original image is considerably damaged, you tin can improve the browse or photo using an image-editing program, rather than spending the time and money needed to restore the original image. Scanning the image with a phone photographic camera doesn't require feeding the pages into a machine, which ways in that location's less opportunity for concrete damage.
Best of all, when you lot scan a document using your device, you tin often upload that digitized document straight from the same device.
Scanning a document and uploading it to a computer
Maybe you lot're non comfy using a mobile device to scan or have photos of documents. Or, you might have a large stack of documents and don't desire to have a picture of each page manually. Another option is to use a scanner continued to a desktop or laptop figurer or an external storage device. Using a scanner might also exist your best option if you need to scan documents for work and don't have a mobile device sanctioned past your employer. Your company might not want you using a personal device to scan potentially confidential business concern documents.
You have several options if you want to use a scanner to digitize documents. Some printers have built-in scanners, simply if your printer doesn't moonlight as a scanner, you'll need another device.
Several types of scanners exist. I option is a flatbed scanner. To use a flatbed scanner, you place the document face downwards on a glass surface and close the scanner's lid. Tap the "scan" button, and a sensor passes back and forth beneath the glass, reading the text on the document. If the scanner connects to a figurer, you might be able to see the image or text transfer to the monitor screen as the sensor passes over.
If you utilize a flatbed scanner, you need to move each page of the document past hand when scanning. Another type of scanner is a sheet-fed scanner. It's usually smaller than a flatbed scanner and features an opening on each finish. You identify a pile of documents to exist scanned on the top of the opening. Press scan, and the sheets pass through the torso of the scanner, ane by one, coming out of the opening on the other finish.
In one case you scan a document, how the digitized version makes information technology to your device depends on a few factors. If the scanner is connected directly to your reckoner via a cable, there will most likely exist a file folder on your device that contains the scanned documents. Simply click on the folder to access the documents.
Some scanners employ WiFi to connect to nearby devices, while others permit you plug in a USB flash drive to load the files. Once you finish scanning, yous eject the drive, then plug it in to another device to upload the new files.
Types of certificate formats for uploading
Documents come in many formats and sizes. Some are text-based, while others are images. Depending on your company's content needs, you lot might as well have to upload video and audio files. Allow's take a closer look at a few of the more common types of document file formats and when yous might upload them.
PDF stands for portable document format. Adobe created the PDF format to facilitate the substitution and presentation of documents. When you save a document equally a PDF, the recipient ordinarily can't edit or alter the certificate.
PDFs are universal documents. Whether someone opens a PDF on a PC or a Mac, on a laptop or a smartphone, the arrangement and formatting of the document will wait the same. What's on page one will be on page one for every user. PDFs work well to preserve the exact pattern and formatting of the original certificate and are also easy to view and share on most devices.
A PDF file can take both text and images in it. Some PDF files are fillable, meaning that users tin can open them and add together information. A common example of a fillable PDF is a class, such as a tax form. You can easily upload a PDF to almost any destination website or programme by clicking "upload" and selecting the PDF file from your computer. These files unremarkably accept ".PDF" at the finish of the file name.
Docx or physician
A .docx or .doc file is a document file created in Microsoft Give-and-take. Before 2006, only Microsoft Word could open up .dr. files., but today, most word processing programs can read them. However, unlike a PDF, a .docx or .doc file might look different when opened by unlike users. The pagination or layout of the text can vary slightly between devices and programs.
The .docx format came into being in 2007. The "x" in the extension refers to XML or extensible markup language. These types of files are smaller and less likely to be corrupted than .doc files. Images as well look meliorate on .docx files.
.Dr. and .docx files are meant to be edited and altered, making them a good selection when you intend to collaborate on a document with others.
Audio files
Y'all tin can carve up audio files into two broad categories — compressed and uncompressed. Compressed files tin can be either lossy and lossless. These descriptors take to do with file size and quality. Lossy audio files include MP3s, which lose some information when they are created, affecting their audio quality. Nonetheless, the quality loss often isn't meaning plenty for the average listener to observe.
Lossless sound files include FLAC and ALAC. These two formats shrink a file without removing information from information technology. There'south no loss of quality, so the file sizes are ordinarily much larger than lossy files.
Uncompressed sound files tend to be quite large and also the highest quality. Examples include Pulse-Code Modulation (PCM) and Direct Stream Digital (DSD). Y'all tin can upload most audio files to a cloud storage solution depending on the file size limit for the platform you use. Certain websites and other programs may not recognize or allow you to upload all sound files . E-mail, for example, often has a file size limit that prevents you from uploading an uncompressed or lossless audio file.
Video files
Video files rely on codecs for pinch. These are devices or reckoner programs which encode or decode a data stream or signal. Without a codec, the files themselves would be massive. As with the sound files, the higher the video file quality, the larger the file. AVI files usually have the best quality and are too quite large. MP4 files are popular and relatively minor and have a lower definition than other options.
Image files
Like audio files, image files tin be compressed or uncompressed. Images files tin can as well be vector or raster files. Raster images consist of pixels, which are like little blocks. If a raster image is resized, the pixels tin can become distorted, making the picture look blurry. Examples of raster image files include JPEG, PNG, and GIF.
A vector image file is created using a proportional formula. The prototype tin can easily exist resized without it becoming blurry or distorted. Examples of vector file types include PDF, AI, and EPF. Not all PDFs are vector images — some can be raster images depending on how the document was originally created.
A RAW image file is an case of an uncompressed file. It's neither a raster nor a vector file and is perhaps the purest form of the prototype. Unremarkably, a photographic camera captures a RAW image, and the file format converts to a raster or vector file when y'all upload it to an editing program.
Uploading documents from a mobile device
Sometimes you lot want to upload documents from your phone or tablet to your file-sharing platform or a server. You can practise so quickly if your platform has a mobile app or a mobile version of its website. If that'due south non an choice, you may be able to upload the document by emailing information technology.
You lot need to take the document on the device in order to upload a file. If that document is a difficult re-create, you can first capture it past scanning it or taking a photograph. You can likewise connect your device to another computer using a USB cable and transfer documents from that computer to your tablet or phone before uploading them.
Uploading large documents
Some types of documents, such as lengthy PDFs with lots of images, uncompressed audio files, and high-definition video files, can get pretty big. When you try to upload them using FTP or email, yous might exceed the capacity limit set past your isp. A improve pick is to upload the files to a cloud-based file-sharing platform. Once the files are in the platform, you and other team members can access them from any device.
Uploading documents to Box
The Content Deject makes it easy for everyone on your team to admission the content you upload. You have several options for uploading your documents to the Content Cloud, based on the type of Box account you have. All account types tin use the file browser characteristic. Enterprise and business organisation accounts can also apply FTP or email to upload files.
At that place's fifty-fifty a drag-and-drop feature you tin utilize to upload files from your desktop or tablet to Box. You lot can drag the files to the folder you lot want them to upload into, and it works on Chrome, Firefox, and Safari browsers.
File-size limits for uploads vary depending on business relationship type. If yous accept a personal Box account, the maximum size of any one file is 250 MB. For starter accounts, the size limit jumps to 2 GB. Enterprise Plus accounts let the most significant file uploads, up to 150 GB.
Quick tips for uploading to Box
Box is intuitive and user friendly. When you upload documents to the Content Cloud, keeping these tips in mind helps the process get smoothly:
- Go along the file name less than 255 characters
- Avoid using symbols and not-printable ASCII in the file proper noun
- Keep your browser up to date
- Make sure the file size is under the limit for your account type
- Make sure you're connected to the net
Work is more efficient when everyone'southward collaborating in the cloud. Box gives yous a secure place to upload your content, share it with colleagues, assign permissions, and delegate tasks. The Content Cloud provides a central location for accessing the videos, contracts, audio files, marketing materials, and other content types that power your business.
Contact u.s. today to learn more than about our collaboration tools and to run into how the Content Deject works for yourself.
**While we maintain our steadfast commitment to offering products and services with all-time-in-class privacy, security, and compliance, the information provided in this blogpost is not intended to plant legal advice. We strongly encourage prospective and current customers to perform their own due diligence when assessing compliance with applicable laws.
Source: https://blog.box.com/how-to-upload-documents
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