Format and delivery of on-line documents

The Web is a superb medium for delivering documents containing text, pictures, diagrams etc. but all too often, the basics are not understood or ignored by small businesses.  The the result is often that, either the documents are not seen, or, if they are, the B2B customer's blood pressure has risen so far, future documents may be 'blackballed' or barred by firewall software.  NBS can help you avoid some of the pitfalls.

It is not rocket science. The basics are:

1. Never attach large documents (over about 150k) to emails if you can possibly avoid it.  FTP the document to a directory on your web site instead (easy) and send just the URL of the document to your client.  This way, your client can (a) identify what has been sent prior to downloading and (b) choose whether or not he wishes to wait to see the document.  Less frayed tempers, happier clients.

2. If you have to distribute a large document to many recipients, never send via conventional email if it can possibly be avoided - it clogs up the mail servers and infuriates the recipients that do not want to see the document - see (1) above.  It can result in your email address being permanently added to your client's 'Block Sender..' list

3. Never assume that your client has the latest whiz-bang software that you have - or for that matter is not using a MAC when you are using a PC.  If you are sending a document in its native format (e.g. MS Word, MS Excel), try to save it first in a version 2 - 5 years old if you can.  Frustrating and awkward for you yes, but it generally means that you customer will be able to read it - and won't be embarrassed - and have to waste time contacting you to re-send in an earlier format.

4. Try to ensure that the either software you use to generate an original document - or the software format you save it in, is compatible with your client's needs.  E.g. if you are a Lotus 123 aficionado, and your client uses MS Excel, save and format the document in MS Excel first before sending it.

5. If at all possible, and if the document does not need to be worked on by the recipient , save the document in a format such as Adobe Acrobat which is likely to be much smaller anyway - and be universally readable across all platforms.

6. Take the time to learn about picture formats and understand the basics of relative picture sizes, colors, compression, etc. before either sending them or incorporating them in documents.   A sensible choice of final format for a picture can reduce its size by over 90% with little or no loss of definition.

7. Take time to learn about scanners and scanning, OCR etc. and the wonderful world of Adobe Acrobat.  Your files will be smaller, more readable and more universally acceptable.

Last modified: December 02, 2003