Document and Image Guidelines for File Management

1. document & image guidelines

2. document guidelines – file names, size & extension right click on the file and click on properties file naming: 80G.pdf, 12A.pdf, FCRA.pdf, registration.pdf, boardresolution.pdf file extension: only .pdf ` file size: less than 2mb `

3. document guidelines – readability of documents bad document: unreadable and blurred good document: clear document with text easily readable

4. document guidelines – convert .jpg (image) to .pdf visit http://pdfcompressor.com/ • choose option jpg to pdf • click on upload files. choose the file to be uploaded and wait for it to covert • once conversion is completed click on the download to download the file 1 3 2

5. document guidelines – compress large size pdf to below 2mb visit http://smallpdf.com/compress-pdf • click on choose file • choose the file to be uploaded and wait for it to upload • once conversion is completed click on the download file now to download the file 1 2 3

6. document guidelines – rotate a pdf image 1. Visit https://www.pdfrotate.com/ 2. Click on My Computer button and choose the file to rotate 3. Choose the rotation angle and click on Rotate Button 4. The rotated image will be downloaded 2 2 3 3

7. document guidelines – scan documents using your smart phone camera if you do not have a scanner (1/2) download & install camscanner app from google playstore/apple app store or by visiting https://www.camscanner.com/user/download • open camscanner app and click on the camera icon and take a photo of the document • click on the correct symbol √ • wait for the document to be saved and then click on the correct symbol again √ • click on the photo of document scanned and then click on share and choose pdf option ‘ • repeat these steps for all your documents and email the pdf to you own email id 5 3 4 2 1

8. document guidelines – scan documents using your smart phone camera if you do not have a scanner (2/2) or click https://www.youtube.com/watch?v=tCWPwE58fxU

9. image guidelines – image properties right click on image and click on properties and then click on details file naming: images for logo: logo.jpg images for donation product: dp1.jpg for donation product 1, dp2.jpg for donation product 2, etc file extension: only .jpg file dimensions: logo: 400 x 200 (or lesser) donation product: 300 x 300 resolution: more than 72 dpi file size: less than 2mb

10. image guidelines – cropping an image (1/3) when you need to follow these steps? this needs to be followed when you want to remove unwanted parts in the image or to select specific parts of the image which are more relevant. this may involve cutting some of the image from the left, right, top, bottom, or any combination thereof.   1. right click on your image and open it with the photo editor installed on your computer (eg: microsoft office picture manager) 1

11. image guidelines – cropping an image (2/3) 2. then go to edit pictures 3. click on crop 4. black dashes will appear on the image border (only at the corners and the centre). crop the image by adjusting these handles. 5. once you complete cropping click on ok 2 4 3 5

12. image guidelines – cropping an image (3/3) or click https://www.youtube.com/watch?v=nZLSt5xsSy0

13. image guidelines – compressing an image (1/3) when you need to follow these steps? this needs to be followed when image file size is greater than 2mb per image. • right click on your image and open it with the photo editor installed on your computer (eg: microsoft office picture manager) 1

14. image guidelines – compressing an image (2/3) 2. click edit pictures 3. click compress pictures 4. select from the options that appear in the right-hand column; select the option - (b) web pages. 5. click OK. 71KB file has been reduced to 15KB 2 4 3 5

15. image guidelines – compressing an image (3/3) or click https://www.youtube.com/watch?v=z6dxCdFt-ww

16. image guidelines – resizing an image (1/3) when you need to follow these steps? this needs to be followed when the image size does not comply with the image guidelines size requirement of 75x75 (for donation products) and 400x200 (for logo) when you resize an image, you increase/decrease its height/width or both, without cropping it i.e. without adding/removing any part to/from it • right click on your image and open it with the photo editor installed on your computer (eg: microsoft office picture manager) 1

17. image guidelines – resizing an image (2/3) 2. click edit pictures 3. click resize 4. fill in the percentage by which you would like to increase/decrease the image. do not enter the actual pixel values 5. click on ok 2 4 4 3 5

18. image guidelines – resizing an image (3/3) or click https://www.youtube.com/watch?v=0RnUXS8K2Fo

19. image guidelines – changing an image format / extension (1/3) when you need to follow these steps? this is to be followed when you have images in any other format apart from .jpg e.g. .gif/.png. • right click on your image and open it with the photo editor installed on your computer (e.g. paint) 1

20. image guidelines – changing an image format (2/3) 2. click file 3. click save as 4. choose the file format to save the file as .jpg and click on save. 2 4 3

21. image guidelines – changing an image format (3/3) or click https://www.youtube.com/watch?v=Hwu4vbPkDcw