Preparing documents for upload to a Meeting Book

Before adding documents to a Meeting Book, it is important to save and format files correctly, so they are uploaded successfully. This topic explains how to prepare documents for upload.

Save your files in the correct format

We recommend using short titles to name your files. Additionally, save your file as a supported file type, including:

  • Microsoft Word (.doc, .dot, .docx, .docm, .dotx, .dotm, .rtf)
  • Microsoft Excel (.xls, .xlt, .xlsx, .xlt, .xlsb, .csv)
  • Microsoft PowerPoint (.ppt, .pot, .pps, .pptx, .pptm, .potx, .potm, .ppsx, .ppsm)
  • Adobe PDF (.pdf)

Remove security settings

BoardEffect cannot convert files that contain an encryption or a password, so do not add security settings to your files. For more information, see Adding security to a Meeting Book.

Flatten large files

When a large file containing scanned pages, detailed graphs, charts or complex images, is flattened, this step will retain the document's original formatting and reduce the file size.

To flatten a PDF file:

  1. Open your file, and then select File > Print to view the Print dialog box.

  2. Select Microsoft Print to PDF from the Printer menu.

  3. Select Print.

Use standard fonts

We recommend using standard fonts in the files and text you add in a Meeting Book, so the content renders correctly when you build the Meeting Book. For a list of the standard fonts BoardEffect supports, see Standard font recommendations for Meeting Books.

Troubleshooting upload errors

If the category turns red and the Error icon appears next to your document, BoardEffect cannot process or convert the file. To resolve this issue, remove the file from the meeting book and then troubleshoot the upload error.

To troubleshoot:

  • Shorten long file names—the title should not exceed 174 characters.
  • Confirm the file format is supported by BoardEffect.
  • Inactivate security features, such as encryption or a password protection setting.
  • Remove large graphs or unconventional formatting.
  • Disable animations from PowerPoint presentations.
  • Eliminate pages of data and active macros from Excel files.
  • Check whether scanned documents are converted to a PDF and flattened.

If you continue to experience issues, contact the BoardEffect Support Center at 866-672-2666 or support@boardeffect.com.