Why It’s Time to Replace Email Proofs – Email Vs Online Proofing

Email Vs Online Proofing

Email-based proofing is still the go-to method for creative businesses in getting feedback and approval for clients. However, it’s no secret that email has so many limitations, and it’s far from being an ideal tool for the design approval process.

For instance, during the approval process, the back-and-forth email exchanges can be time-consuming, and who likes scouring hundreds of emails to trace feedback from a week ago to resolve a conflict?

Now, however, various online proofing platforms can replace the email proofing process. Below, we will discuss some ten reasons why it’s finally time to ditch email proofing and move to an online proofing software.

Let us begin.

#1. Security

In email proofing, once you’ve sent an email to your client or a third-party vendor, you lose control of what’s included in the email.

As a result of this, the email recipient might—whether accidentally or deliberately— send the design file to an unauthorized party. For example, a client might send your work to your competitor to lose your competitive advantage.

This won’t happen in online proofing where you can easily monitor who has seen the file and even restrict access to a file when necessary.

#2. More Streamlined and Efficient Approval

By utilizing online proofing software like Aproove, all designs and content are placed securely in one place, so all stakeholders involved can collaborate with their feedback without needing to send back-and-forth emails.

For example, suppose 20 reviewers are involved in the approval process, and one of them has commented about a typo in a specific area. In that case, the other 19 reviewers no longer need to check this particular typo; instead, they can focus on other areas.

The online proofing process can streamline the approval process while automatically tracking the different updates/changes in one place.

#3. Versatility For Users

One of the best things about using an online proofing software rather than email-based proofing is that all stakeholders can log in anytime to provide feedback, on any device, from anywhere in the world.

Reviewers can log in anytime, provide comments, annotations, and feedback, and even view team members’ previous comments without needing to email each other to share that feedback. This can help both reviewers and designers, providing the best possible collaboration and communication method to ensure the finalized proofs quality.

#4. Transparency and Accountability for All

In email proofing, we often need to sift through hundreds of emails for version changes, feedback, and additional comments when resolving conflicts during the approval process.

It can be challenging to know exactly which part the reviewer or the designer is referring to over email, and we can spend hours or even days trying to get a detailed list of changes that have been requested.

With online proofing software, however, everyone can see how the project is currently tracking, every comment that has been made, by whom, and when. So, each stakeholder in the approval process is accountable for providing the best feedback possible and in a timely manner. Designers can also easily see whether or not the deliverable has been approved.

This can save everyone much time that otherwise can be wasted on many emails while also providing clarity and transparency.

#5. Easier Communication With Markup Tools

As discussed, the approval process over emails often leads to confusion between the designers and the reviewers, leading to profound, long-term implications throughout the project.

On the other hand, online proofing allows us to use various markup tools that reviewers can better communicate their points to the designer. On the other hand, designers can also use the same tool to explain their ideas better to avoid misunderstandings.

#6. Including More File Types

An email has its limitation when it comes to file types and file sizes.

On the other hand, online proofing software would easily share substantial video files, web banners, and many other file types.

Also, in an email-based approval process, the reviewer is required to possess the same specialized software to open and view the file (i.e., they would need to have PhotoShop to open .psd files.) The online proofing software can allow everyone to preview the file even when they don’t have the same software, making it easier for the different stakeholders to be involved in the discussion without purchasing costly software.

#7. Fewer Revisions Throughout The Project

With the streamlined and centralized process provided by online proofing, more feedback is gathered in one place. Meaning reviewers can check all aspects of the content together, allowing the designer to check accumulated feedback before they need to revise the deliverables.

This will ultimately result in fewer revisions throughout the project, allowing easier time management while also improving each revision’s quality. The designer can spend their valuable time designing the product instead of being stuck on the administrative process.

#8. Meeting Deadlines With Reminders

Online proofing solutions allow users (both designers and reviewers) to set automatic reminders and alerts, so they would know when they are required to deliver the product for approval. On the other hand, stakeholders can get reminded when approvals are due.

In an email-based process, this would require a long email thread with back-and-forth “friendly reminders” for each other’s deadlines, which can be very confusing to follow.

#9. Improving The Quality of Your Product

With a transparent feedback system, online proofing eliminates the risk of compliance errors. Meaning, the deliverable will be accurate according to the client’s needs since they can be more involved in the real-time approval process, and required compliance steps cannot be skipped.

#10. Save Money

With the effective approval process provided by online proofing, you are more likely to meet the deadline with fewer revisions, which would translate to finishing the project on budget. With the decreased overall errors and fewer revision cycles throughout the project, online proofing can allow significant reductions in the project’s overall budget, saving you money in the long run.

End Words

Based on the ten reasons above, it’s pretty clear online proofing is far superior to the old-school email proofing. Online proofing software like Aproove can provide a more transparent, efficient, and clear design approval process, which can reduce compliance risks, allow an easier time in meeting deadlines, and ensure the project is on budget.

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Kamran Sharief

I write about technology, marketing and digital tips. In the past I've worked with Field Engineer, Marcom Arabia and You can reach me at

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Kamran Sharief

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