Why You Should Use Tools Like DocSend and Papermark to Send Files

In today's digital world, sending files via email attachments has become the default method for most people. However, professional document sharing platforms like DocSend and Papermark offer significant advantages that make them the better choice for business communications, especially when dealing with sensitive documents, presentations, or important files.

This article explores why you should consider using tools like DocSend and Papermark instead of traditional email attachments, and how these platforms can improve your document sharing workflow.

The Problem with Email Attachments

File Size Limitations

Most email providers have strict file size limits. Gmail, for example, limits attachments to 25MB, while Outlook allows up to 20MB. This means you often can't send large presentations, high-resolution images, or comprehensive documents via email. You're forced to compress files (losing quality) or use workarounds like cloud storage links, which adds friction to the process.

No Control After Sending

Once you send an email attachment, you lose all control over the document. You can't revoke access, update the file, or see if it was actually opened. If you discover an error or need to make changes, you have to send another email, creating confusion about which version is current.

Security Concerns

Email attachments are vulnerable to interception, and once downloaded, they can be easily forwarded or shared without your knowledge. There's no way to track who has access to your documents or to revoke that access if needed.

No Analytics

With email attachments, you have no insight into whether your document was opened, how long it was viewed, or which pages received the most attention. This lack of data makes it difficult to gauge engagement or follow up effectively.

Why DocSend and Papermark Are Better

1. Enhanced Security and Control

Password Protection

Both DocSend and Papermark allow you to password-protect your documents. This adds an extra layer of security, ensuring that only people with the password can access your files. This is especially important for sensitive business documents, legal contracts, or confidential presentations.

Access Control

You can control who has access to your documents. Both platforms allow you to require email verification before viewing, ensuring that only authorized recipients can access your files. You can also revoke access at any time, even after the document has been shared.

Link Expiration

Set expiration dates for your document links. This ensures that documents aren't accessible indefinitely, reducing the risk of unauthorized access over time.

2. Document Tracking and Analytics

View Tracking

See exactly when your document was opened, how many times it was viewed, and which pages or slides received the most attention. This valuable data helps you understand engagement and follow up more effectively.

Time Spent

Know how long recipients spent viewing your document. This helps you gauge interest and prioritize follow-ups based on engagement levels.

Download Tracking

Track if and when your document was downloaded. This is crucial for understanding whether recipients are saving copies for future reference.

3. Professional Presentation

Clean, Branded Experience

DocSend and Papermark provide a professional viewing experience. Your documents are presented in a clean, distraction-free interface that focuses attention on your content. Some platforms even allow branding customization.

Mobile-Friendly Viewing

Both platforms are optimized for mobile viewing, ensuring your documents look great on any device. Recipients don't need special software or apps to view your files.

Consistent Formatting

Your documents are displayed exactly as intended, without worrying about whether recipients have the right software, fonts, or versions to view them properly.

4. Better File Management

No Size Limits

Unlike email attachments, DocSend and Papermark can handle large files without compression or quality loss. Send high-resolution presentations, comprehensive reports, or detailed documents without worrying about file size restrictions.

Version Control

Update your documents without sending new emails. Both platforms allow you to replace documents while keeping the same link, ensuring everyone always has access to the latest version.

Organized Sharing

Keep all your shared documents organized in one place. Both platforms provide dashboards where you can manage all your shared links, see analytics, and control access.

5. Improved Collaboration

Commenting and Feedback

Some platforms allow recipients to leave comments or feedback directly on documents, streamlining the review process and keeping all communication in one place.

Team Collaboration

Share documents with multiple team members while maintaining control. You can see who viewed what and when, making team collaboration more transparent and efficient.

Use Cases Where DocSend and Papermark Excel

Investment Pitch Decks

VCs and investors receive countless pitch decks. Using DocSend or Papermark allows startups to track which investors are most engaged, follow up appropriately, and ensure their deck is always up-to-date.

Sales Presentations

Sales teams can share proposals and presentations while tracking engagement. This data helps identify hot leads and prioritize follow-ups based on actual interest levels.

Legal Documents

Lawyers and legal teams can share contracts, agreements, and legal documents securely with password protection and access control, ensuring confidentiality while maintaining an audit trail.

Client Proposals

Agencies and consultants can share proposals professionally while tracking engagement. This helps understand client interest and follow up at the right time.

Board Presentations

Executives can share board presentations securely, knowing exactly who viewed the materials and for how long, which is valuable for board meeting preparation.

How to Get Started

Getting started with DocSend or Papermark is straightforward:

1. Sign up for an account (both platforms offer free tiers)
2. Upload your document to the platform
3. Configure security settings (password, email verification, expiration)
4. Share the link with your recipients
5. Track engagement through the platform's analytics dashboard

Extracting Documents When Needed

While DocSend and Papermark are excellent for sharing documents, you may sometimes need to download and save these documents for your records. That's where tools like DeckExtract come in handy.

DeckExtract allows you to download documents from both DocSend and Papermark, converting them to PDF or PPTX format for archiving, offline access, or further editing. This is especially useful for:

• Archiving important documents for compliance or record-keeping
• Creating backups of shared materials
• Downloading for offline access when you need the document without internet
• Converting formats for editing or sharing in different contexts

Conclusion

While email attachments are convenient for casual file sharing, professional document sharing platforms like DocSend and Papermark offer significant advantages for business communications. Enhanced security, document tracking, professional presentation, and better file management make these tools essential for anyone who regularly shares important documents.

Whether you're a startup founder sharing pitch decks, a sales professional sending proposals, or a legal team sharing contracts, DocSend and Papermark provide the security, control, and insights you need to share documents professionally and effectively.

Start using these platforms for your important document sharing needs, and experience the difference in security, control, and professional presentation.

Need to download documents from DocSend or Papermark? Try DeckExtract - the free tool for extracting and converting documents from these platforms.