Data conversion is the process of converting any data stored in a specific format into another and this is widely used in businesses in different ways to implement successful initiatives. Some of the popular data conversion processes that businesses use today are PDF conversions, e-books, Microsoft Word, Excel, HTML and so on. For businesses, converting data in one format into another is vital to ensure better data organization, to understand the data and make the right business decisions, to back up critical data and retrieve data to implement it where it is required for smooth business operations. For businesses, having too many datasets in too many different formats can be chaotic. A reliable provider of document scanning services can provide bulk document scanning to convert data into any desired format.
Convert PDF File into Word File
Portable Document File and Microsoft Word are two popular file formats used in the business field to manage, plan, monitor and track business activities in an organization. These two file formats work on different platforms and are used interchangeably for gathering, storing and archiving data. PDF is a computer application that is used for transmitting extensive information from one system to another. But PDF files cannot be modified or altered easily like other file types, instead it can be downloaded, shared, scanned or printed. However, businesses often make changes or corrections in data according to changes in the business activities. So, to record these changes, storing all files in PDF format is not helpful. This is why conversion of PDF files into Word is important for businesses. The following are some of the reasons for converting PDF files into Word.
- Quick editing: One of the major reasons why businesses convert PDF files is because it is difficult to edit and modify them. PDF is often used as a document preservation tool that secures the data. But in a business set, there is always variation in data due to the changes in business activities, and with PDF files making any change becomes difficult. Converting to MS Word format makes it easier to work with and allows any changes to be made.
- Unavailability of PDF reader: PDF is a free, easily available tool but it requires a reader for people to read the PDF file. If the computer does not have Adobe reader, then it cannot be read whereas MS Word requires no tools and it can be easily accessed from your computer. This saves time and it is much easier to use.
- Screen readers: People who are visually impaired need screen-reading tools and these are not always compatible with PDF, but are compatible with MS Word.
To convert PDF files into Word files both online and offline methods can be used.
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- Offline method: It is the easiest way to convert PDF files into Word documents. It is a simple process of copying and pasting data. But by doing so, the text might appear in different font size and style or in different paragraph formatting. The copied text will have to be re-formatted to suit your requirement which is time – consuming. Another option is to copy the entire text by hand and then retype it into a new document. This process is also time-consuming and straining to the eye.
- Online Method: There are several file OCR software available on the Internet that can be downloaded and installed to convert any files into any format. Choose the PDF to Word conversion option, pick the file that needs to be converted and click “CONVERT”. The converted MS Word file can be downloaded. However, these files are prone to have some errors. This is because the conversion software only has a good contextual understanding of words and it lacks the common sense to understand what the humans are trying to say. Another disadvantage of this software is that it fails to recognize letters, words, fonts and this can lead to various mistakes. So, make sure to proofread your file once it is converted into the desired format, which is given as follows:
- Check for incorrect words: Sometimes OCR and the standard PDF to Word conversion algorithm misinterpret letters that looks the same like “Li” an “U”. So, look for incorrect words or misspelled words.
- Correct incomplete or broken sentences: PDF to Word conversion always results in incomplete or broken lines. The ideal way to detect these lines is by turning on the “show invisibles” option and by changing the font.
- Correct hyphenated words: PDF to Word Doc converter does not recognize the need for a hyphen and the meaning of the sentence might change. For example, “good-hearted” will be converted into goodhearted.
- Format: OCR technology often misses bold and italic formatting and it sometimes mixes up upper and lower cases.
- Correct multiple spaces: Sometimes there can be multiple spaces between words and to avoid this mistake use “find and replace” option.
Converting PDF to Word file is not a difficult task but it is highly prone to errors if it is not thoroughly checked. If you want to ensure accuracy of your data, then consider hiring a reliable document scanning company that can convert files into any desired format.
