Combining Petty PDF Documents for Better File and Document Management

How to Combine Petty PDFs for Better File & Document Management?

Let’s imagine that you have some meeting reports of different clients in individual PDF files. However, if you want to check each report, it will also be hectic to open each file individually to check the reports. In this scenario, combining them in one file with proper organization will be a better option for you.

Manually combing these petty files can take a lot of your precious time. This is because you have to copy the text from the file one by one and paste it into one file. Yes, that’s what we are talking about. It will become frustrating for you to perform such a task especially when you have numerous files about your meeting reports.

In that case, you can use online PDF to text converter tools which can help you to get out of this solution. Such tools scan the files and provide you with the result in editable text form. You can simply copy and paste them into one file without opening the document. This will not only save you a lot of time but also take minimum storage as compared to multiple files.

Let’s discuss a step-by-step guide from which you can easily combine the data from different files and organize it in one file for better document management. We will divide the sections into two parts i.e., combining and organizing for your better understanding.

Recommended reading: PDF OCR Conversion: Step-by-Step

Combining

We will now discuss the step-by-step guide of a PDF to text converter tool we used for your better demonstration of how you can combine petty PDFs into one file for better file management:

1. Upload PDF Files

The first step is to upload the PDF files of your meeting reports by dragging, uploading, and pasting the files. Here is an example:

As you can see in the above screenshot, the tool provided the details of your files on the right panel after we uploaded the files.

2. Convert the Files into .txt form

Now, the next step is to just click on the convert button and let the tool do the rest of the work.

Below is a pictorial example for better demonstration:

In the above screenshot, you can see how the tool converted the PDF files into editable .txt files. From this, you can either download all the files at once. It will give you a zip file containing all the documents. However, it may become difficult for you to combine them in one file.

In that case, you can easily copy the text from each file and paste it into one Word file. This helps you check each meeting point in one file rather than opening them one by one.

3. Copy and Paste in one File

After getting the results in the .txt form, the next step you can do is to copy each file and paste it into the Word file. It helps you to combine all the data in one file. For example:

Note: You can also use online PDF merger tools to combine the files into one document. However, most of the tools are not free and may be costly for you if you have a minimum number of files. We recommend using such tools only when you have plenty of files with you, which is very difficult for you to do using the above-mentioned tool.

Organizing

The next part after you’ve combined all the PDF data into one Word file is to organize it in a manner that you can easily access each report whenever you want.

Here is a step-by-step guide on how you can organize such data for better document management:

1. Use Proper Headings

The first step you should do after pasting the data of clients meeting in one file is give each report with a proper heading and add a break after each heading for better document processing. In this way, you can access the desired client’s data just by clicking on the side bar. Here is a screenshot attached for your better understanding:

In the above screenshot, you can see how it is organized in the proper H2 heading. You can access this section by pressing the “CTRL+F” command or just clicking the find option on the home tab. Now, you can access any client’s data by clicking on the required heading on the sidebar.

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2. Convert it to a PDF file

Now the last step after organizing the headings is to save the file as a PDF file for better file management. You just need to click the F12 button on the keyboard, select the PDF file and click on the save button. This will save your Word file as a PDF file. Now, you have all the data in one file.

Final Thoughts

Combining petty files not only helps you organize but also saves a lot of time and takes up extra storage. It is simple but a powerful strategy for improving file and document management. However, there is a PDF to text converter tool available from which you can easily copy the text from multiple files after the generated .txt file and organize them in one file.

In this blog post, we’ve discussed a guide from which you can combine petty PDF files using a random PDF to text converter tool and then better organize them to improve file and document management. So, start combining petty PDFs today and experience the benefits of a more organized digital workspace.

Recommended reading: OCR Technology: Transforming Document Management for Efficiency