Every day we create, receive and send files: scans, photos, contracts, invoices, screenshots, presentations. A little knowledge about formats and optimization saves time, storage and frustration — and protects your privacy.
1. Pick the right format for the job
| You have… | Best format | Why |
|---|---|---|
| A document to share or print | Looks the same everywhere | |
| A photo | JPG or WebP | Small files, good quality |
| A logo, icon or screenshot | PNG (or SVG) | Sharp edges, transparency |
| Images for a website | WebP | Smallest files for the quality |
| Plain text or data | TXT, CSV | Simple and universal |
Learn more in WebP vs JPG vs PNG.
2. Make files the right size
Big files are slow to send and fill up storage. The most effective techniques:
- Images: resize to the size you need, then compress to 75–85% quality. See How to reduce image file size.
- PDFs: choose lossless compression for text documents and moderate lossy compression for scans. See How to compress a PDF.
- Combine related files. A single PDF of all your application documents is easier for everyone. Use the PDF Merger.
- Send only what's needed. Extract the relevant pages with the PDF Page Extractor.
- Turn photos of paperwork into PDFs with JPG to PDF.
- Use clear file names such as
2026-09-invoice-acme.pdfrather thanscan001.pdf. Dates in YYYY-MM-DD format sort correctly.
4. Clean up text before reusing it
Text copied from PDFs and websites often contains broken line breaks, double spaces and invisible characters that cause problems in spreadsheets and forms. The Text Cleaner fixes that in one click.
5. Protect your privacy
- Prefer tools that process files locally. All current RIZONI TOOLS run in your browser, so your files are not uploaded.
- Remove metadata from photos before sharing them publicly — it can include your location. Re-encoding with an image compressor removes EXIF data.
- Don't e-mail sensitive documents unprotected when a secure alternative is available.
- Keep originals. Always work on copies, and back up important files.
6. Check before you send
After converting or compressing, open the result: are all pages there, in the right order and orientation? Is text readable? A ten-second check prevents embarrassing resends.
Conclusion
Choose sensible formats, keep files lean, organize documents logically and favor privacy-friendly tools. These habits make everyday digital work faster and safer — and the RIZONI TOOLS collection covers most of these tasks in your browser.