Should I Send My Resume In Word Format or As A PDF File?

This morning, one of our Community Business College graduates called and asked for a bit of advice – Should she send her resume to a potential employer in the Microsoft Word format or should she send it as a .pdf file?

Here’s why she asked – She said she first attached it as a Word document for convenience sake but when she tested it and re-opened it, the resume lost some of its formatting. Not bad, mind you, but it did throw some text onto a second page and the margins shifted some.

Our advice to her was to send a second e-mail using the pdf format which does not have the changing formatting issues and offer it to the employer an option with a note to saying something like, “I thought I’d also send you a pdf copy of my resume so that you have a choice to use the format you prefer.”

Now we’ll wait to see if she gets the job interview.

So just what are the rules on file attachment in sending your resume to employers?

First, there’s the

The Golden Rule on resume attachments is – first always do what the employer asks. If the employer asks for resumes but “no attachments,” for example, then do not attach anything, but copy and paste your resume. If the employer asks for “no Word documents,” then do not send word documents.

Advantages of the Microsoft Word Format

1.      One advantage to sending a native Microsoft Word document is the job seeker can just send the most current resume and doesn’t have to worry about different versions.

2.      The second advantage is the employer who receives your Word document can open the document without any additional software (e.g. Adobe Acrobat Reader) and can then copy the data over into either other hiring software or a template used to hire candidates.

Disadvantages of the Microsoft Word Format

1.      One reason employers may ask for “no Word documents” be sent is some Word documents can carry viruses and malicious code that can hurt the recipients computers.

2.      As in our graduate’s case, you probably won’t know which version of Microsoft Word that the employer is using. If you have saved your Word document in a more current version than the employer, the formatting may get a little funky. It’s still going to be legible and the document can still be used but it won’t be perfect. Remember, resumes should be as perfect as possible. Sometimes little imperfections serve as an excuse for a screener to reject a given resume without having to read it further.

Advantages of the Microsoft Adobe PDF Format

PDF stands for Portable Document Format and is usually used to present and exchange documents reliably and works equally well across different hardware and operating systems. Invented in the 1990s, Adobe’s PDF has become the standard format for document sharing.

1.      Because the PDF format is now an open standard maintained by the International Organization for Standardization, PDFs look the same the world over. The type of machine doesn’t matter and the operating system an employer might be using doesn’t matter either. As long as they have the free Acrobat Reader DC software they can see any pdf document the same way it was sent.

In that sense, this makes it closer to a piece of paper than almost any other digital format.

2.      Most other software programs now recognize the PDF format and will open or import .pdf files without any problem.

Disadvantages of the Microsoft Adobe PDF Format

1.      Sending in PDF takes an extra step and requires you to track more than one document. When you convert your resume from Microsoft Word to a .pdf document, you are creating one more file to keep track of.

Say, for example, you’re applying for a job today and you convert your resume to a .pdf format and send it off. Next week, another job opportunity comes along and you want to make some changes and send it again. Now you’ll have another version of your resume. After a few times of this, you can end up with a whole bunch of versions of your resume that can get confusing.

A simple way to fix this is to always create a new pdf before sending it. Then, delete it from your storage file after you’ve submitted it. This way the Microsoft Word document is always the most current form of your resume.

Another option is to use the same file name when saving your .pdf document. Here’s an example: BenFranklinResume.pdf. Then, the new .pdf file replaces the old one and you’ll only have one file to worry about.

2.      Although most pdf documents can allow for text to be copied in the document, some are locked. If, instead converting the Microsoft Word document to .pdf, you scanned it off a printed copy, it might even be more difficult to extract text.

Unless otherwise directed (remember the Golden Rule), Community Business College recommends using the .pdf format when submitting resumes.

Need to learn more Microsoft Word tricks?  Take a Microsoft Word class with us. You can purchase a short course  directly from Community Business College at http://www.cbcwebcollege.com/shopcart/

Do you find the job search process frustrating?  Try taking a class on finding a job with our six-week, instructor-led online course at:  http://www.ed2go.com/cbc123/online-courses/12-steps-to-successful-job-search

 

What Not To Ask In Job Interviews

July 28, 2016

During job interviews, you will often be given the opportunity to ask the interviewer if you have any questions.

A famous aphorism we hear a lot is, “there is no such thing as a dumb question.” But when you are an interviewee in a job interview, is that always true?

There are questions you might want to ask but try to remember, not every question is appropriate during the job interview.

Here are some examples of what to NOT ask:

1. When can I take my first vacation?

Believe it or not, we’ve had an instance of somebody asking that very question at a first job interview.

Why it’s wrong: It makes you sound like a mercenary or, worse, a clock-watcher that cares less about the work and more about getting more personal time. Also the focus is immediately shifted to what can this company do for you instead of what you can do for this company that other candidates can’t or won’t.

Thanks to Frank And Ernest

How/when to ask: Wait until you’re hired. When you are doing all the human resources paperwork you can ask questions about all of the employer’s benefits and vacation policies. One suggestion is to ask it in the form of “can you tell me how vacation time is requested?” And be sure to ask other questions.

It is always a good idea to ask a lot of questions during the human resources orientation.  By the way, when asking these questions take notes on a pad of paper (or, yes, even a tablet and notepad on your smartphone are acceptable).  This not only gives you the appearance of looking professional but during orientation, you are probably going to bombarded with a lot of information all at once. Having notes gives you something to refer back to later when you have time to really absorb everything.

FYI: The person who asked that question did not get the job.

2. "What would my salary be for this job"

Of course this is the question to which you really want to know the answer. But you shouldn’t ask it now. There’s a much better time.

 Why it’s wrong:  Asking about salary gives the impression of being a mercenary. Certainly, the unspoken truth that everybody in the room knows is you wouldn’t be sitting there listening to all those questions unless there was the possibility of some money down the road for you.

At this point in your professional relationship, the interviewer probably wants to talk about you rather than the company. If you have the opportunity to ask questions, pick ones that help focus on your skills and abilities. This question should wait for later.

Thanks to Herman

How/when to ask:  Absolutely be ready to talk salary after you are given the job offer. Think about what you’d really like for a salary for a particular position. When you get the call offering you the job, the answer to this question can be a crucial one in making your decision on whether to take the job.

The “Exception:” Here’s a caveat about not asking this question at the job interview. As the interviewee, it is wise to hold back on this question, however always be prepared to start talking salaries if the interviewer brings it up first. Sometimes you will be asked this because the company wants to know if they can afford you. Other times it might be to get you to commit to a figure. So, before going into the interview, be ready with an answer, only don’t be the one to ask the question.

If you are asked your idea for a salary, and you are unsure, there are two easy answers to use. One is to ask a question, such as, “can you tell me what someone starting in a position like this typically makes?” That swings the onus back on the interviewer to give the first number. The other is to provide a range, such as “I was thinking about something between $18 and $22 an hour,” or whatever you feel is a good fit for you. By giving a range, you allow yourself some flexibility when you get the job offer and you know a little more about the duties and activities you are expected to perform.

3. Would you like to see my letters of recommendation?

You’ve got some good letters of recommendation or other references that you think will help make your case for the job, so you want to provide them to the interviewer.

 Why it’s wrong:  Never ask a question where you don’t like 50% of the answers. If the interviewer answers, “no, thank you,” you’ll feel rejected.

How/when to ask:  This is one question you never want to ask. You should, instead, consider making a statement, such as, “here are some references which might help you make your decision,” and then hand them over without asking. Most people will reflexively accept something handed to them and the interviewer will probably take them from you.

If, however, you ask the question, it gives the interviewer the opportunity to say, “no.” There’s enough rejection in the job search process, why ask for one more?

Another good opportunity to “play” your references letters are in the middle of an interview when you’re asked a question like, “how would your last supervisor describe your work?” If one of your recommendation letters is from that person, it’s a perfect time to pull out a copy and hand it over. That way, it’s not just your word, it’s from somebody who has nothing to gain and is in writing, which makes it seem that much more ingenuous.

Thanks to OffTheMark.com

4. Do you look at social media (or credit scores) when deciding on the final candidate?

Why it’s wrong:  This question is too leading. It would make anybody listening to it wonder why the question is being asked and possibly assume that something is wrong.

Thanks to Daily Dose

How/when to ask:  This is one of those as an interviewee you probably will never ask until you’ve been actually hired. Many employers will ask your permission if they can check your credit score, social media, references, etc. on the application you initially complete for the position. If they don’t ask, it doesn’t necessarily mean they don’t check those things, but you don’t want to upset the apple cart by asking about it.

If you’re really worried about it, by the time you get to the job interview, it’s more than likely already too late. The good news is if they have checked something

5.  Any question that makes the interviewer think you haven’t been paying attention.

The stress of being asked question after question by a stranger sometimes feels like an interrogation, and it can be difficult to remember exactly what the interviewer told you before and during the interview. This is why it’s a good idea to practice your interviewing skills, and one thing in particular to focus on is listening to clues the interviewer is giving you about the job.

One example might be the interviewer compliments you on the formality of how you dressed for the interview and says that it is exactly what the company expects every day. It’s a bad idea to ask at the end of the interview if casual attire is okay.

Why it’s wrong:  Questions like these make the interviewer think you’re not a serious candidate. Also , remember, being a job interviewer can be a tedious task and when an interviewee asks a question that gives an impression of detachment, it’s just going to work against you.

How/when to ask:  If you do get stuck for a question to ask, ask ones that are likely to be always safe, such as, “where do you see this position five years from now?” Even if the interviewer touched on the changes expected in the position, it’s unlikely that a specific time like five years is discussed. The interviewer will then have an opportunity to get into specifics and you’ll look like you’re completely engaged.

These are some of the tips we have used at Community Business College to help our students get the jobs they want. There are a lot more and, like anything, good practice makes better results. We offer a successful job search six-week class which can be taken on our campus or online. - http://www.ed2go.com/cbc123/online-courses/12-steps-to-successful-job-search

You can also get expert assistance on putting together a job application package through the Community Business College Groupon resume deal - https://www.groupon.com/deals/community-business-college/

Thanks to Dilbert.com

What To Expect At September's Job Fair?

The Job Journal hosted another job fair on September 22, 2015 from Noon to  4 pm at the University Plaza Waterfront Hotel  in Stockton. Admission is always free for job seekers (Click Here for Details).

Community Business College provides job placement staff to offer free professional resume critiques to attendees. This is normally a component of a resume development package but the college provides the service free of charge as part of its community outreach.

Stockton Job Fair - September 22, 2015

What jobs were being recruit for at this fair? Here's the official list (each listing has an active link to a job description, CBC does not endorse these jobs and advises its job seekers to check before purchasing any job leads):

Account Executive (Digital and print advertising sales) Adult/Youth Sports Officials (Seasonal/PT) After School Recreation Leader Banking Analyst Chief Plant Operator - Water CNC Operator Coach Counselor Crane / Rigging Instructor Deduction Coordinator Deputy Director of Human Resources Deputy Municipal Utilities Director/ Wastewater Director of Food and Beverage Electrician/Mechanic Environmental Manager Financial Services/Sales Professional Financial Services/Sales Professional Financial Services/Sales Professional (Bilingual) Health and Safety Manager Heavy Equipment Crane Instructor Hospitality Supervisor Human Resources Manager Industrial Maintenance Technician Industrial Maintenance Technician Inventory & Order Fulfillment Specialist IT Applications Manager Layout Fitter / Welder Machinist Maintenance Mechanic Maintenance Supervisor Manager, SOX Compliance and Controls Mold Maintenance Technician Office of Violence Prevention Manager Order Selector Packaging Mechanic Packaging Mechanic Police Officer - Academy Graduate Police Officer - Lateral Police Officer - Recruit Police Officers – Lateral, Direct Entry Police Recruit Press Brake Operator Production Supervisor Production Workers Production/General Labor Public Safety Radio Dispatcher Trainee Ready Mix Instructor Recreation Leader Safety Manager Scheduling Coordinator Senior Code Enforcement Officer Shear Operator Shipping & Receiving Clerk Welder/ Fitter

To find current job opportunities in the Central Valley, the school has set up a page with the most popular places to post resumes and search new job opportunity listings: http://www.cbcwebcollege.com/jobsearch.htm 

Please feel free to check back to this blog for results of future job fairs.

Job Fair Results - Slim Pickings

Community Business College staff attended a job fair this week.

Although there was a fairly good sized line of job seekers before the fair officially opened, this fair showed a distinct lack of job openings in the area.  The job fair claimed over 800 jobs but there were less than a dozen booths.

The depressed economy still depresses many.

There was, however, a ray of hope - college job placement staff along with other professional volunteers, provided free resume reviews and helped the job seekers prepare themselves and improve their chances for when the job openings do start coming in again. This is the same resume service that Community Business College offers its alumni to help them find employment.