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Tricks & Tips

Posts Tagged ‘Paperless’

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You may know Adobe Acrobat as the program that opens your PDF files.  Did you know it is bloated and far slower than other tools that do the same and more?  We haven’t used Adobe Acrobat in years (what is a PDF anyway?).

Better alternative: Use free app, PDF-XChange, to open your PDF files.  Not only view, but fill in forms, add comments, and save or print features are all included. Learn more…

We previously recommended FoxIt.  It’s a bit faster, but doesn’t have all the features of PDF-XChange.

Convert PDFs to Word documents
Need a PDF converted to a Word document so you can edit, or copy the text?  Use free online app, PDF to Word.

Why so much about PDFs?
PDFs replace paper.  We print most documents to PDF, instead of real paper.  Learn how in our Paperless Office series: Part 1, Part 2, Part 3.

In the news…
Think you’re identity is safer because you don’t have accounts with FaceBook, Twitter, and other social networking sites?  Maybe not!  Continue reading…

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How to Minimize Clutter

June 17th, 2008
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Take a picture of things you need save.  A receipt, a note, directions, another picture, etc.  Snap it, then throw it away.  Email the picture to yourself.

This might also work to reduce sentimental things you might collect.  Taking a picture can still retain the visual memory, without the actual item.  Use your camera to photograph the item, and then let it go.  This is a great way to really clean house.

I heard about this cleaning method a while back but it wasn’t until recently I put it into practice.  I don’t have my scanner (wow do I scan everything!) and my wallet was getting jammed with receipts and notes.  I use my camera phone to snap (or “scan”) and then toss the paper.  Easy!

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Electronic Faxes
There are alternative options to the traditional fax.  Myfax.com offers a service by which you receive your faxes via electronic documents.

Receive
When someone sends you a fax, it shows up in your email as a PDF.  Review faxes before printing (eg. spam) or archive.  Or, use their website to view your fax history (reprint, see fax numbers, etc).

Send
You can also send faxes through your email.  Create an email, attach a document (PDF, Word, etc) and send to myfax.com! They will deliver the document to the specified fax telephone number.  You don’t even need a fax machine. Simple.

Service
Their service does start at $10/mo, but well worth it! For example, we’ve call forwarded existing business fax lines to the new toll-free number for immediate transition to myfax.com. Permanent call forwarding of a line is much cheaper than paying for a dedicated fax line.  Ultimately, an overall savings, and a better product.
I’ve been using myfax.com for about a year now.  If you still have to fax, this service will increase efficiency and help keep the paper at bay. Learn more at www.myfax.com, reply to this email, or call us.

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Paperless Office – Part I

March 13th, 2008
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Step 1 – Scanning

Fujitsu makes a fast, self feeding scanner I just love.  While most scanners require several steps, this digitalizes documents into PDF with a single button. I started using this scanner about six months ago and can’t live without it. I scan everything: contracts, bank statements, letters, etc. Everything is scanned to PDF and then shredded.It really is as simple as this video shows:
http://www.fujitsu.com/downloads/COMP/fcpa/scanners/videos/pcdemo.html

We can order these or you can find them online pretty easy.  I have the ScanSnap S500 that is about $440 but they also have a smaller one, the S300 for about $275.  Both are double sided, self feeding, full color scanners.

I strongly suggest using this product. It is a great start to going paperless in your home or office.

More to come on this topic… It’s a favorite! 😉

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