With staff working at home, the need for a copier or large printer in the office is being reduced and most of us do not have room for a large printer. We look at an alternatives to printing and obtaining a signed document.
If you had a printer at home, you will have been through the pain of an ink jet printer which runs out of ink on the last few pages or you have run out of paper. Inkjet printers can often clog when they have not been used for a while and seem to be cheap until you have to replace the ink.
Trying to print over a VPN when using remote desktop takes forever to print a single page, let alone a 100-page report. This is partly due to internet connections upload speed being capped at a low rate and due to the way printers accept data. A single page of text could be a tiny file but if there are complicated fonts the print size could be huge.
If you can print, are you able to return the document by post in a timely manner? Also the green aspect to printing, saving paper, trees and reducing the need for physical document storage.
There will of course be the need to print occasionally and many people may say they prefer to hold a copy of the document so they can make notes or sign it.
If you are creating the document and want to send to someone and want to prevent them from altering it, then the common format would be to send as an attachment in PDF format.
Portable Document Format (PDF)
Developed in 1963 by Adobe as a method of presenting documents that included text formatting and images. PDF was standardised in 2008 and no longer requires Adobe royalties. As a result, you can now “save as” PDF from most Microsoft office applications such as Word, Excel and Windows 10 include “Microsoft Print to PDF printer” that provides the ability to save as PDF to any application that can print.
Getting Signatures on a contract.
Documents are used for a wide range of purposes – contracts being is one that most prefer to have a hard copy which has been signed with ink. Electronic signatures are widely accepted as equivalent to ink signatures. PDF documents can easily be emailed to the recipient and easily signed using Adobe Reader DC or online e-signature website.
Adobe Reader DC – Adobe Reader is a free application which is used to read PDF documents. includes “Fill & Sign” that allows you to add signatures and initials documents.
From the Adobe DC main menu you will see Fill & Sign
Or if you have a PDF open, the sign icon can be found in the menu.
The document can be saved and returned by email.
Adobe Reader DC can be linked with Adobe E-Sign, which is part of Adobe Acrobat Pro DC and can track documents which have been sent for signature and store them safely in the Adobe document cloud.
There are many companies who provide similar e-signature facilities. Typically, they will allow you to upload a PDF document, add a location for the recipient(s) to sign & initial and email the recipient. They will store the signed document for future reference. Some can integrate with 3rd party CRM applications to enable automatic workflow.
How do scan a document using your phone?
If you have received a document in the post that requires a signature and you do not have a scanner, then you can use the Adobe Scan App which is available for Android and Apple devices.
Adobe Scan uses your devices camera to capture documents, white boards, forms and business cards. The image can be adjusted in several ways: cleaned up, resized, cropped, rotated. Next saved as pdf or jpg and stored on the local/cloud storage or emailed to one or more recipients.
The advantage of using this App over taking a picture was that the text is converted using OCR (Optical Character Recognition) so you can then copy the text and paste into another application such as Word/Outlook or can be imported into a CRM database.
Should you need assistance and would like to know how you can reduce your need for printers then please call on 0333 332 6600.