Gone are the days when memos and reminders were placed on a soft board. Now all internal and external communications for a business happen through email. However, this also means that all official information is on your email address, and if you forget the password or accidentally delete something, it’s gone forever. It can also be pretty hard to track down a document in threads.
Hence, it is necessary to store email records in PDF digitally so you will always have a backup, but why PDF? You might wonder. Well, there are plenty of reasons why you should record your emails in PDF form. Let’s have a look at some:
1. A Safer Option
A PDF document can be stored on your personal computer; you can keep it on a USB or even save it on your phone. However, it is not just the accessibility that’s great; it is also the fact that it is a safer option than keeping official records in your inbox.
If you store email records in PDF, you need not worry about your account getting hacked or getting locked out of your account for using the wrong password. Although the technological world today is incredibly advanced and organizations can protect their data, keeping a record adds an extra layer of protection.
2. Compresses Large Files
Certain files can take up a lot of space. Instead of saving in another format where the file is quite large, storing email in PDF form will help since it allows you to compress the file. Smaller-sized files save you space and allow you to store data even in limited storage space.
Organizations have a large amount of data that can be a real challenge to store on one device. Through PDF, you can ensure that all data is efficiently stored in one place where you can access it anytime. Moreover, you don’t have to see unnecessary information like signatures or page breaks.
3. Saves Time
Ever found yourself sifting through a thread, trying to look for a particular detail? It can be quite daunting to go through thousands of emails just to find an attachment or go through the text content.
Once you have the files, you can organize them however you like. Categorize urgent clients or separate each account for easier access. You get the control to create a space where you can freely store things in a way that suits the way you work.
4. Package Multiple Emails into One
Some employees and clients fail to use the CC and BCC options correctly. This results in separate or multiple emails regarding the same client or projects in numerous threads. It can be inconvenient to try to link and connect information that’s all over the place.
Opting to store email records in PDF allows you to package multiple emails and download them as one PDF. Furthermore, you will be able to access all dates precisely, as well as all the attachments in the document through the PDF.
This little option is a brilliant handy-dandy tool that improves efficiency significantly. Furthermore, these PDF files are admissible as legal documents in court and comply with the court’s rules and standards.
5. Encourages Environment-Friendly Storing
Can you imagine how many trees must have been cut down to date just for printing purposes? Look around and look at all the files your organization stores. If you record your email in PDF form, you will adopt an environmentally friendly practice which is a step toward a greener tomorrow. Hence, there is no need to print emails unnecessarily.
Digital storage is the new filing experience, and most organizations are turning digital in order to ensure they are up-to-date and at par with their competitors.
The Final Word
It might feel like a complex process, but extensions like Save Emails to PDF by cloudHQ can make it simple, easy, and super convenient. cloudHQ uses reliable and advanced cloud technology, which makes the extension fully integrated with Gmail.
Storing email records in PDF is an excellent way to keep all critical official interactions in one place, organize them according to your liking and keep emails safe. So, download today and make email management easy and convenient.