Practical guide · Professional file
Prepare a PDF file to send
Updated on 24 September 2026 · Tools available on Parapheo
Start by converting your photos if needed, merge the documents in the order you want, check every page, then open the exported file before sending it. The PDF tools in this process work in your browser: the content of the files is not sent to Parapheo. How you send the final file, by email or another service, remains your choice.
A simple order to avoid leaving anything out
- Gather the documents. For a JPG or PNG photo, use Images to PDF. Keep the originals on your device.
- Assemble the documents. In Merge PDFs, check the thumbnails and the order of the files before downloading the result.
- Check the pages. Open the result in Organise pages to remove a duplicate or correct the order. If only one document needs to be kept, extract its pages.
- Add a marker if useful. Number the pages to make discussions about a long file easier. A visible watermark can indicate “COPY”, but it does not technically protect the file.
- Check the result. Open the downloaded PDF, count the pages, check that the scans are legible and make sure sensitive documents are going to the right recipient.
Each tool produces a new local file. Keep the previous version until it has been checked: Parapheo does not keep a backup of these PDFs and cannot restore a document that has been closed or deleted.
What is the difference between organising, merging and inserting?
| Need | Tool to choose | Check before export |
|---|---|---|
| Combine several files | Merge | Order of documents and page preview |
| Change the order of a file or remove pages from it | Organise | Pages kept and final position |
| Add a second PDF at a specific point | Insert pages | Main document, second document and position |
Limits to know before you start
Each local run is limited to 100 MB, 20 files and 200 pages to avoid overloading the browser's memory, especially on a phone. Three successful exports are possible without an account, across all local tools; a free access with a confirmed email address then lets you continue. A sequence of several tools may therefore require you to create this access.
These tools do not perform text recognition on a scan, advanced compression or editing of existing text. A scanned PDF may remain unsearchable. Check this before sending it to someone who needs to copy or search its content.
If you want to get the file signed remotely, that is a separate process: the document is then deliberately sent in encrypted form. Don't confuse this case with the local preparation tools.
Checklist before sending the PDF
- The final file opens on another device or in another PDF reader.
- The number of pages and the order of the documents match the expected file.
- The scans are legible, correctly oriented and contain no unnecessary blank pages.
- The contact details, amounts, dates and visible signatures have been proofread.
- The recipient is authorised to receive the data in the document.
This check remains manual: Parapheo does not read the content of the file and cannot confirm that it is complete or suitable for a particular procedure.
Frequently asked questions
Is the file sent to Parapheo during preparation?
No. The PDF tools mentioned here process the content locally in the browser. An aggregated usage signal may indicate the tool used, the number of pages and the volume processed, without any PDF, file name or text.
Can I prepare the file for free?
Yes. Three successful exports are available without an account. After that, a confirmed free account is enough to use these tools; no subscription is required for this process.
Does Parapheo send the file to the recipient?
Not for local preparation. You download the final PDF, then choose your own way of sending it. The separate “request a signature” feature follows a different process.