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The scanning feature of your multifunction system can help your company communicate and collaborate electronically, saving you time and money while also improving document security.

The scanning process itself isn’t complicated, but deciding how to send a file can be a little trickier. Many of us aren’t familiar with file types, and sending the wrong one can impede progress. If your company is relying on digital communication more often, streamlining the scanning and sharing process is essential.

Here’s a brief tutorial on file types, how they work, and how to use each one to your advantage.

1. PDF

The PDF file (Portable Document Format) is by far the most popular choice for documents containing text. Compatibility is not usually a problem, and with a basic knowledge of how it works, users can rely on PDF files to sail through without difficulty. Here’s what you need to know:

  • Image size:  A file (usually a photo) that’s too big may be rejected at the other end. Compress larger files to avoid bounce back.
  • Color quality:  Some loss in quality is to be expected when compressing a PDF, but the latest MFP technologies make the difference mostly unnoticeable.
  • OCR:  Optical Character Recognition technology converts scanned PDF into searchable text. OCR is critical when scanning files into document management systems.


JPEG or JPG (Joint Photographic Experts Group) is widely used when sharing photos. The file size is relatively small, making JPEG a popular sharing option.


TIFF (Tagged Image File Format) files are not compressed like JPEG—an important feature if you need to retain image quality.


These document sharing formats by Microsoft are appropriate for documents like charts and spreadsheets.

5. GIF

GIF (Graphic Interchange Format) has gained popularity among social media users in the form of emojis and animations.

For the best in MFP walk-up document scanning technologies, get in touch with us at ZENO Office Solutions today! We are the premier printer, copier and office equipment solutions for Midland, Odessa, Big Spring and Andrews.