How Do I Upload Documents
I of the benefits of operating in today's workplace is that y'all no longer need to rely on hardcopies of documents. Non so long ago, if a document, such as a contract, required review and a signature, you'd need to transport a physical version of it to the recipient. Best instance scenario, you could walk it beyond the role or have it delivered across town in a few hours. Just if the recipient was in another metropolis, state, or country, it could have days or weeks for them to become a copy.
Now, when you lot demand to transport someone a certificate, you can simply upload it to a cloud platform. The recipient tin can instantly review the certificate, make changes, and fifty-fifty sign information technology. You lot can view their changes and meet 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 cloud is imperative. In this article, larn more about how to upload a file, the types of files you can upload, and why it matters.
What does it mean to upload a document?
You lot've probably downloaded a off-white share of documents and other content during your lifetime. If you've ever purchased an MP3 or music from a digital store, such as Google Play or iTunes, you lot've downloaded files. If you've ever saved a PDF from a website, yous've downloaded files.
When yous download something, your computer receives data from another computer. Yous then store the downloaded file on your figurer or a removable device, such every bit a USB bulldoze.
Uploading is the opposite of downloading: you transport a file from your computer to another destination in the cloud. If you post photos or videos to Instagram or Facebook, you upload the files to those websites. An easy way to remember of the uploading process is that the file needs to offset on your computer and stop up somewhere else, whether it's another device, a website, or an email.
Even so, uploading doesn't e'er remove the document from your device. When yous upload a PDF or other file format to a cloud-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 then lives wherever you uploaded it. Also, when someone downloads a file that you've uploaded to their device, they don't technically remove the uploaded file from its location. Instead, another version of it gets created and stored on their computer. For this reason, to forbid version-control issues, the best workflows stay in the cloud and so that everyone is working on the same version.
You can upload a document in several ways, depending on how many documents you accept, their size, and the platform you use. Uploading options include:
- A file browser
- File transfer protocol (FTP)
- A drag-and-drop feature
How to upload a hard re-create of a document
Uploading a document that already exists in digital course is relatively straightforward. Ofttimes, all you need to practise is cull the "upload" selection on the destination website or plan you're using, so select the file from the browser that pops up.
But say you have some older paper contracts you'd like to add to the cloud, or a typed manuscript you want to digitize for safekeeping. Before uploading this kind of file from one estimator to another, 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 deject gives you a backup if something should happen to the original
- It's easier to share digital versions of older documents
- If the physical original is specially onetime, you might be worried that it will crumble or fall apart equally more people handle it
- A physical copy is more easily misplaced
With a digital version of the document you can preserve the original while still accessing the data in the certificate digitally. One time yous digitize and upload it, you can share your document anywhere in the world. Your coworkers might need access to old visitor photos or older marketing materials, for example. Or mayhap your legal team at headquarters needs to review sometime contracts from employees at your location. When you digitize those documents and upload them to the deject, you and your team can access them from whatever device at whatsoever time.
There are a few different options for scanning a document and uploading it to your estimator or another destination. We'll commencement with how to upload a version of a concrete certificate.
Using the camera on your smartphone or tablet
Depending on the type of smartphone or tablet, yous may have several options for scanning a document to digitize information technology, using your phone'due south camera to capture an image of the certificate. Scanning your documents can be as easy every bit taking photos on vacation.
For case, you lot might exist able to open the camera and bespeak it at the beginning folio of the document you desire to scan. Some smartphone cameras will automatically detect that you are pointing the lens at a text-based document and convert to scanner way. When you accept the pic, the camera volition scan the document so that the text is clear and legible. You so edit the scanned document using the app's born tools.
If your phone's camera doesn't automatically find text and scan documents, or if y'all take several pages to scan, a better selection might be to use an app, such as Google Bulldoze or OneDrive. The Notes app on iOS also has a scanning feature.
One benefit of scanning images is that you tin can then edit them with ease without the chance of ruining the original. If the original image is considerably damaged, yous tin improve the browse or photograph using an image-editing programme, rather than spending the fourth dimension and money needed to restore the original image. Scanning the image with a phone camera doesn't require feeding the pages into a machine, which means there's less opportunity for physical damage.
Best of all, when you scan a document using your device, you can often upload that digitized document direct from the same device.
Scanning a document and uploading it to a computer
Maybe you're not comfy using a mobile device to scan or take photos of documents. Or, you lot might have a large stack of documents and don't want to take a motion-picture show of each page manually. Some other choice is to use a scanner connected to a desktop or laptop computer or an external storage device. Using a scanner might too be your best option if you lot demand to scan documents for work and don't have a mobile device sanctioned past your employer. Your visitor might not want you using a personal device to scan potentially confidential business documents.
You have several options if you want to use a scanner to digitize documents. Some printers have built-in scanners, merely if your printer doesn't moonlight as a scanner, you'll demand some other device.
Several types of scanners exist. One option is a flatbed scanner. To use a flatbed scanner, you place the document face down on a glass surface and shut the scanner'south hat. Tap the "scan" button, and a sensor passes back and along below the glass, reading the text on the certificate. If the scanner connects to a estimator, you might be able to meet the paradigm or text transfer to the monitor screen as the sensor passes over.
If you employ a flatbed scanner, you need to move each folio of the document by mitt when scanning. Some other type of scanner is a sheet-fed scanner. It's unremarkably smaller than a flatbed scanner and features an opening on each stop. Yous place a pile of documents to be scanned on the top of the opening. Press scan, and the sheets pass through the body of the scanner, one by i, coming out of the opening on the other end.
In one case you scan a document, how the digitized version makes it to your device depends on a few factors. If the scanner is connected directly to your calculator via a cable, there volition almost probable exist a file folder on your device that contains the scanned documents. Simply click on the folder to access the documents.
Some scanners use WiFi to connect to nearby devices, while others let you lot plug in a USB flash bulldoze to load the files. One time you cease scanning, you squirt the bulldoze, then plug it in to another device to upload the new files.
Types of document formats for uploading
Documents come up in many formats and sizes. Some are text-based, while others are images. Depending on your visitor's content needs, you might besides have to upload video and audio files. Let's take a closer look at a few of the more than mutual types of document file formats and when you lot might upload them.
PDF stands for portable certificate format. Adobe created the PDF format to facilitate the exchange and presentation of documents. When you save a document as a PDF, the recipient normally can't edit or modify the document.
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 look the same. What'south on page one will be on page one for every user. PDFs work well to preserve the exact blueprint and formatting of the original certificate and are also like shooting fish in a barrel to view and share on near devices.
A PDF file tin can have both text and images in it. Some PDF files are fillable, significant that users tin open them and add information. A common instance of a fillable PDF is a form, such as a revenue enhancement class. Yous can easily upload a PDF to nigh any destination website or programme by clicking "upload" and selecting the PDF file from your estimator. These files usually have ".PDF" at the end of the file name.
Docx or doc
A .docx or .dr. file is a document file created in Microsoft Word. Before 2006, only Microsoft Word could open up .dr. files., but today, most discussion processing programs can read them. All the same, unlike a PDF, a .docx or .doc file might look different when opened by different users. The pagination or layout of the text can vary slightly between devices and programs.
The .docx format came into existence in 2007. The "ten" in the extension refers to XML or extensible markup language. These types of files are smaller and less likely to be corrupted than .medico files. Images also await better on .docx files.
.Physician and .docx files are meant to be edited and altered, making them a skilful option when yous intend to collaborate on a document with others.
Audio files
Yous can divide audio files into two broad categories — compressed and uncompressed. Compressed files tin be either lossy and lossless. These descriptors have to do with file size and quality. Lossy audio files include MP3s, which lose some information when they are created, affecting their sound quality. Nonetheless, the quality loss often isn't significant enough for the boilerplate listener to detect.
Lossless audio files include FLAC and ALAC. These two formats compress a file without removing data from it. In that location's no loss of quality, so the file sizes are unremarkably much larger than lossy files.
Uncompressed sound files tend to be quite large and also the highest quality. Examples include Pulse-Lawmaking Modulation (PCM) and Direct Stream Digital (DSD). You can upload most sound files to a cloud storage solution depending on the file size limit for the platform you use. Sure websites and other programs may non recognize or allow you to upload all audio files . Electronic mail, for example, often has a file size limit that prevents yous from uploading an uncompressed or lossless audio file.
Video files
Video files rely on codecs for pinch. These are devices or estimator programs which encode or decode a information stream or point. Without a codec, the files themselves would be massive. Equally with the audio files, the higher the video file quality, the larger the file. AVI files usually accept the all-time quality and are also quite big. MP4 files are popular and relatively small and have a lower definition than other options.
Image files
Like audio files, image files can be compressed or uncompressed. Images files can also be vector or raster files. Raster images consist of pixels, which are similar little blocks. If a raster image is resized, the pixels 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 paradigm can easily be resized without information technology becoming blurry or distorted. Examples of vector file types include PDF, AI, and EPF. Non all PDFs are vector images — some can be raster images depending on how the document was originally created.
A RAW epitome file is an example of an uncompressed file. It's neither a raster nor a vector file and is mayhap the purest form of the prototype. Usually, a photographic camera captures a RAW image, and the file format converts to a raster or vector file when you upload it to an editing program.
Uploading documents from a mobile device
Sometimes you want to upload documents from your phone or tablet to your file-sharing platform or a server. Yous tin can do so quickly if your platform has a mobile app or a mobile version of its website. If that's not an option, yous may be able to upload the document by emailing information technology.
You lot need to accept the certificate on the device in order to upload a file. If that document is a hard copy, y'all tin can beginning capture information technology by scanning it or taking a photograph. You can besides connect your device to another computer using a USB cable and transfer documents from that computer to your tablet or telephone 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 become pretty big. When y'all effort to upload them using FTP or email, you lot might exceed the capacity limit set by your internet access provider. A better option 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 Cloud makes information technology piece of cake for everyone on your team to access the content you upload. You lot have several options for uploading your documents to the Content Deject, based on the type of Box account you have. All account types can use the file browser feature. Enterprise and business accounts can likewise use FTP or email to upload files.
There's fifty-fifty a drag-and-drop feature y'all can use to upload files from your desktop or tablet to Box. You can drag the files to the folder you desire them to upload into, and information technology works on Chrome, Firefox, and Safari browsers.
File-size limits for uploads vary depending on account blazon. If you have a personal Box account, the maximum size of whatsoever one file is 250 MB. For starter accounts, the size limit jumps to 2 GB. Enterprise Plus accounts permit the almost pregnant 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 go smoothly:
- Keep the file name less than 255 characters
- Avoid using symbols and non-printable ASCII in the file name
- Proceed your browser upwards to date
- Make sure the file size is nether the limit for your business relationship blazon
- Make certain you lot're connected to the internet
Work is more efficient when everyone's collaborating in the deject. Box gives y'all 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 ability your business.
Contact us today to acquire more about our collaboration tools and to see how the Content Cloud works for yourself.
Source: https://blog.box.com/how-to-upload-documents
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