Creating and Using PDF Documents

1. Creating and Using PDF Documents Gini Courter Annette Marquis TRIAD Consulting

2. In this workshop • Identify the top portable document format (pdf) software products on the market • Use Adobe Acrobat to: • Create pdf documents • Add reviewing notes and comments • Merge documents into a single pdf • Create online forms

3. Why PDF? • Exchange nearly any type of document • Password-protect and digitally sign a document • Set options that prevent it from being copied, edited, or printed • Insert hyperlinks and bookmarks for simpler navigation through large documents • Nearly everyone has a program for viewing PDF files • Adobe Systems has given out over 500 million copies of its free PDF reader, Adobe Reader.

4. PDF Maker Software • Adobe Acrobat Standard ($299) • Adobe Acrobat Professional ($449) • Adobe opened the source code so many products are now available • PC Magazine’s Editor’s Choice: • FinePrint pdfFactory PRO 1.57 ($99 list) • Jaws PDF Creator 3.0 ($79 list)

5. Creating a PDF Document • It’s as simple as printing! • PDF makers install a printer driver on your computer • To create a pdf, choose the pdf maker as the printer and print the document. • You are prompted to save the document to a file location.

6. Add Reviewing Notes and Comments • Click the Note Tool • Drag a box where you want to place the note • Enter the note • Click the Close button on the note • Click the Hand tool to close or click in the document again to add another note • Click the Comments tab to review the comments

7. Combine Documents • Open the first document • Click Document  Insert Pages • Select the document you want • Choose if you want the document Before or After the First, Last or a Specific Page • Click OK to insert the document • Choose Document  Number Pages to add page number to all pages in the document

8. Create Online Forms • Layout a form in Word using tables • Print the form as a pdf • Open the pdf in Acrobat • Click the Form tool • Drag a box where you want the form field to appear • Enter the properties of the field • Press Enter to create the field • Press the Hand tool to switch out of Form view

9. Form Tips • Turn on gridlines and snap before creating fields • View  Grid and View  Snap To Grid • To create rows of fields as in an expense report: • Create the first row • In 5.0: hold Shift and drag a box around the row • Hold Ctrl and drag the selection box to the size you want and then click. The table fills with cells. • In 6.0: Hold Ctrl to select the fields • Click Advanced  Forms  Fields  Multiple Copies • Set tab order • In 5.0 -- Tools  Forms  Fields Tab Order -- by clicking the cells in order • In 6.0 -- Click Pages tab on side, right-click page and choose Page Properties. Choose from Tab Order options

10. General Acrobat Tips • Get a good head start before attempting a cartwheel • Stick your tumbling runs to avoid deductions • Mount and dismount are not the same – know the difference!

11. More Useful Acrobat Tips • View  Continuous to keep the pages from jumping when scrolling long documents • Rotate pages to make them easy to read (Document  Rotate Pages or View  Rotate • Set Document Open Options to control how a document opens (File  Document Properties  Open Options) • Set Document Security options to prevent readers from printing, copying or changing the document (File  Document Security and choose Acrobat Standard Security)

12. Questions?