File Conversion

What is File Conversion?

File conversion is available on files in the library which can be downloaded. It allows for files to be downloaded in another format, such as downloading a PDF of a Word document, or downloading a low-resolution JPG of a high-res image.

Who can use Convert File option?

Anyone who can download files in the library. It will only appear on files which can be reviewed in the proofing tool, such as PDFs, JPGs, Word documents, Illustrator files, and other supported document and image formats.

Exploring the Convert File Option

General Access

In the Asset Library, under the More Options drop down, there is an option to “Convert File”, which is available on most files which you can download. This option will appear for both single file selection and when selecting multiple files.

Notes:

    • The Convert File option is not available for Collada files (with ZAE extension), video files, or Adobe Photoshop (PSD) files.
    • Adobe Illustrator files must be saved with the “Create PDF Compatible File” option selected to be converted into a PDF.

When multiple files are selected, the option is available using the Convert icon.

After choosing the covert option, the Convert File dialog opens and displays the original format (e.g. “DOCX”) and new format (e.g. “PDF”).

Summary of supported file conversions

The following table summarizes which file formats may be converted to PDF, JPG and PNG.

ORIGINAL FORMAT CONVERT TO PDF CONVERT TO JPG CONVERT TO PNG
PDF NO* YES YES
AI YES YES YES
EPS NO YES YES
JPG/JPEG NO YES YES
PNG NO YES YES
TIF/TIFF NO YES YES
DOC/DOCX YES YES YES
PPT/PPTX YES YES YES
XLS/XLSX YES YES YES

*There is no need to convert a PDF to a PDF; simply download the original file.

Convert to PDF

If the asset you’ve selected is an Adobe Illustrator (AI) file or Microsoft Office (Word, Excel, PowerPoint) file, then you will see the “PDF” option. Selecting “Convert” will cause a download to begin of the file you’ve selected in PDF format.

Convert to PNG or JPG

All assets (for which the option appears) can also be converted into an image, either in JPG or PNG format. When selecting these formats, you will be able to set the Width and Height, or Resolution.

Note: To make sure the image is downloaded correctly, the aspect ratio will be locked. This means that if you alter the width, the height will also change; or if you reduce the resolution, both the height and width will be updated. 

Performing File Conversions

Converting a Single File

To convert a single file into a new format:

    1. In list or grid view, select the file you want to convert.
    2. On the More Options drop down, choose Convert File.
    3. On the Convert File dialog, select the format you would like to convert to. For example, PDF, JPG, PNG.

Converting to PDF

If the file is eligible to be converted to PDF ( (AI, or Microsoft Office document), the PDF format will be selected. When PDF is selected, there are no other options.

Converting to an image

    1. Select the image format you would like to convert the file to (JPG or PNG).
    2. Enter the dimensions (height and/or width) or resolution for the converted image.
      Note: Common resolution formats will appear under the help ? icon.

Converting Multiple Files

    1. Select files which you want to convert and choose the Convert File icon.
    2. On the Convert File dialog, select the file format you would like to convert to.
      Note: If any files cannot be converted into the format you’ve specified, they will appear at the top.
    3. Choose the file conversion options (height, width or resolution).
    4. Choose Convert. A compressed file (ZIP) will be downloaded to your computer which contains the converted files in their new format.

File conversion tips and other notes

    • Common resolution options (for example, if you want to use an image on the web or in a PowerPoint presentation) are listed under the help icon.
    • If you convert a file that has multiple pages (such as a document or multi-page leaflet) into an image, you will get one image per page.
    • Converting a vector-based file will result in a bitmap format, as the converted file is not intended for use in print production.
    • There is no need to convert a PDF to a PDF; simply download the original file.
    • Bitmap files should be download at their original resolution or lower only. Increasing resolution will result in a distorted image. The same rule applies to make files larger than the original.
    • Changing the height or width of the file will maintain the same size proportion as the original.

For more information on library-related topics, visit these links…

To set an expiry date on an asset in the library, see Asset Expiry more information.

For general information about the asset library, see Asset Library.

For information about references and additional locations with versioning, see References and Additional Locations.

For advanced search options in the asset library, see Library Search for more information.

To learn about how to save and share groups of files, see File Collections