adobe acrobat for lawyers

2021 Edition

Adobe Acrobat for Lawyers

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Adobe Acrobat for Lawyers – Course OverviewCraig Brody, LLC / Email: [email protected]

Adobe Acrobat Pro is a widely used application to create, edit, sign, and secure documents. The course is

focused on demonstrating important commands for legal professionals using legal examples.

Here is an overview of Key Topics:• Creating PDF documents (create, add bookmarks, combine, portfolio, export)

• Editing PDFs (edit text, hyperlinks, headers/footers, watermarks,bates numbering)

• Organize Pages / Add comments (markup tools)

• Sign documents and Forms

• Secure and Protect PDFs (Redact text, remove Metadata, protect)

• Export - FormsThis Reference Guide is included with command procedures, shortcut keys, and related information.

Tip: Watch the on-demand version by topic segments. After each topic or two, pause the replay & practice the skills with your own test files to help retain these skills.

Materials Prepared by Craig Brody, LLC © 2020 Page 1

Adobe Acrobat for Lawyers

Command Reference Guide

Craig Brody, Technology Trainer Email: [email protected] Web: www.craigbrodyllc.com

Table of Contents

TO CREATE A SINGLE PDF DOCUMENT ............................................................................................ 2

COMBINE MULTIPLE FILES INTO A SINGLE PDF........................................................................... 3

TO CREATE A PORTFOLIO (PACKAGE OF DOCUMENTS) ............................................................ 5

EXPORT PDF AS A MICROSOFT OFFICE DOCUMENT ................................................................... 7 OPENING AND MOVING AROUND A PDF DOCUMENT .................................................................. 7

SEARCH TEXT; CREATE BOOKMARK ................................................................................................ 9

ORGANIZE PAGES TOOL (MANIPULATE AND ORGANIZE PAGES) ......................................... 11

EDIT A PDF DOCUMENT ....................................................................................................................... 12

TO INSERT LINKS TO A WEBSITE OR DOC LOCATION ................................................................................ 13

ADD HEADERS AND FOOTERS ................................................................................................................... 15 ADD A WATERMARK ................................................................................................................................ 16

BATES NUMBERING .................................................................................................................................. 16

ADD COMMENTS ..................................................................................................................................... 17

SEND FOR COMMENTS (OTHERS TO REVIEW, PROVIDE FEEDBACK) .................................. 18

SIGN DOCUMENTS (FILL AND SIGN) ................................................................................................. 19 REQUEST SIGNATURES (ADOBE SIGN) ............................................................................................ 20

DIGITAL SIGNATURE ................................................................................................................................. 22

REDACTING TEXT .................................................................................................................................. 23

PROTECTING A PDF DOCUMENT ...................................................................................................... 24

REMOVE HIDDEN INFORMATION (METADATA) ......................................................................................... 24

RESTRICT ACCESS AND EDITING WITH PASSWORDS ................................................................ 26 HOW TO RESTRICT OTHER FEATURES LIKE PRINT, COPY TEXT, ADD COMMENTS ...................................... 28

CREATE A PDF FORM ............................................................................................................................ 29

SHORTCUT KEYS .................................................................................................................................... 33

mailto:[email protected]

https://acrobat.adobe.com/us/en/acrobat/acrobat-pro.html

Adobe Acrobat Pro DC Reference Guide


To Create a Single PDF document

From within Microsoft Word

1. Open the document to convert in Word.2. Click File, Save as3. Select File Location and specify a Filename4. Choose the File Format PDF Save as type PDF5. Click Save (on PC) or Export (on MAC)

To convert the headings into bookmarks for the PDF.

For the PC choose File, Save As, pick the file format to be PDF, then click another option to create bookmarks using the headings; for the MAC make sure “Best for Electronic Distribution…” option is selected then click Export

From within Adobe Acrobat Pro DC

1. Click Tools

2. Click Create PDF

3. Select a source type such as Single File, Multiple Files, Screenshot, Scanner, Web Page, Clipboard,Blank Page, then click Select a File

4. Click Create

5. After Conversion takes place, the open PDF file would be located in a tab at the top of the screenallowing you to have several PDFs open simultaneously with ease of access by just clicking the tab to goto. (you can click the small x in the tab to close a specific PDF document)



Combine Multiple Files into a single PDF

1. Click Tools, Create PDF

2. Select Multiple Files then click Combine Files

3. Click Add Files, then select the files you want to combine into a single PDF then click Open

If needed, you can drag the files around to place them in a new orderbefore combining. (see the picture on the next page)



4. Click

5. The new combined file will be called “Binder#” located in separate tab…you can then save itwith another name by choosing File Save As.



To create a Portfolio (package of documents)

1. Click Tools, Create PDF

2. Select Multiple Files then click Create PDF Portfolio. Then click Next

3. Click Add files, then select the files to be part of the Portfolio package. Then click Create



4. Save the Portfolio with a different filename if needed.



Export PDF as a Microsoft Office document

1. Open the PDF file to export.

2. Click Tools, Export PDF

3. Select one of the MS Office programs such as Word, Excel or PowerPoint and click Export

Opening and Moving Around a PDF document

1. Start Adobe Acrobat Pro DC and under the Home tab, locate and open the PDF to navigate.You can open a file from your computer or from the Cloud based storage system known asDocument Cloud.

Shortcut: double click on your PDF document from Windows Explorer or MAC Finder



2. Run one of these Navigation commands to move to your desired location within the PDFdocument. (if needed click View Show/Hide Navigation Panes, Show Navigation Pane

Navigation Command Method Result

Click the Navigation Pane on the left, then click the Thumbnail icon (first icon), scroll, then click on a page

Move directly to a page quickly

Click the Bookmark icon on the left in the

Navigator Pane, (2nd icon) then click a Bookmark link

Moves directly to a bookmarked location within a PDF (see also how to create a bookmark in this guide)

Find tool: click icon then type a word or phrase then click Next

Finds a specific word or phrase and moves right to it.

Click one of the Navigation Toolbar icons: Up arrow takes you to the previous page, down arrow to the next page, or type a page number in the page number box, press enter to go to it.

NOTE: you can right click one of these buttons, point to Show Page Navigation Tools, then click Show All Page Navigation Tools to view more navigation buttons in the toolbar.



Search Text; Create Bookmark

1. Click File Open, select the PDF document to search and add a bookmark to.

2. Click the Search icon at the top, then enter a word or phrase to find….press Enter or click Next until the desired word or phrase is found and highlighted. Close the small find box by clicking the X.

3. On the left-hand side click the Bookmarks icon then click the New Bookmark icon,

4. Edit the Bookmark text as needed (rename if needed)…then click to see the result.



5. Continue to search and add new bookmarks; to use a bookmark later, just click the Bookmark iconthen the Bookmark entry to jump right to it in the PDF.

You can drag Bookmarks up and down to reposition them.

Notes: Use additional bookmark icons for more commands (e.g. delete bookmarks, bookmark options, close

the bookmark panel, etc.…)



Organize Pages Tool (Manipulate and Organize Pages)

1. Open the PDF

2. On the right-hand side from the Tools Pane, click Organize Pages

3. Drag pages around as needed to re position them.

4. If needed, click one of the command icons at the top to perform addition manipulation of pages (i.e.Insert blank pages, delete pages, extract a certain range of pages to a new PDF document, replacepages with others etc.…)

5. When done organizing pages, to return to the normal mode, click the Close icon at the top right

Related note: Navigate easily with the Page Thumbnails icon from the Navigation Pane…clicking the Page Thumbnails icon on the far left will show your PDF pages as miniatures, making it easy to click on a page to jump right to it, drag a page to reposition it, or even right click a miniature page to perform page organizing commands.



Edit a PDF Document

1. Open the PDF to Edit

2. Click Tools, Edit PDF

3. Note how the sections are in edit mode with boxes around each section. Note the editing commandbuttons that appear at the top. Choose one of these buttons to edit the PDF. When done, click theClose icon at the top right.

Here are the edit buttons at the top of the edit screen

To perform simple edits like delete, backspace, and add text, just click inside the box, and press these keys as needed.

To add text anywhere on the page, click the Add Text button, then drag a text box and type.

To Format with bold, italics, color, underline, alignment etc.…select the text and choose one of the format buttons on the right.



To insert a picture image, click the Add Image button, select the picture file to insert, then drag or resize the picture within the PDF

To Insert Links to a Website or Doc Location

To add a hyperlink to a web page, choose the Link button, then click Add/Edit Web or Document Link,

Then drag a box and follow the prompts which appear next. When done close editing, then click the area to link directly to it. (website or document)



Add Headers and Footers

To add Headers and Footers to the PDF, click the Header & Footer icon, then click Add

Make the desired selections regarding Header and Footer content, then choose OK.



Add a Watermark

1. Click the Watermark icon on the Edit PDF toolbar

2. Click Add

3. Type the watermark text in the text box.

4. (Optional) Select a text rotation angle such as 45 degrees….change the text transparency (Opacity)

5. Click OKTo remove a watermark, click Watermark, Remove, Yes

Bates Numbering

1. Click the More button (or button with 3 dots to the right of Watermark), then point to Bates Numberingthen click Add.

2. Click Add files (or Add Folders) then add the files to be Bates Stamped. Click the Move Up or MoveDown buttons to re-arrange the order of Bates Stamping. Click OK.

3. Click inside the location box (i.e. Left Header Text) then click the Insert Bates Number icon.

4. Specify the Bates Numbering Options. click OK.

5. Click Ok again to apply the stamp.



Add Comments

1. Open the PDF document.

2. From the right-hand side list of tools, click Comment

3. Select one of the comment tools at the top. For example, click the Sticky Note icon.

4. Select a place in the document to add a comment such as placing a sticky note within it; click andadd comment text.

5. Click in another location to remove the sticky note comment box. Point to the sticky note to seethe content



To add a stamp such as “APPROVED” anywhere in the PDF, click the stamp icon from the Comment toolbar, select the stamp then click to insert in the PDF.

Look in the tool pane to the right to view a list of comments you added. These comments can be searched, sorted, filtered, and deleted from this area. (see icons in picture below)

Save the PDF file to save the comments inserted.

Send for Comments (others to review, provide feedback)

1. From the right-hand side list of tools, click Send for Comments

2. Enter an email address of the recipient. Add an optional message.

Click Send

3. The other person will receive the document stored in the cloud and

can add comments which you both can share and exchange. On

the right-hand side, you can see comments, add more people,

unshare the files, copy a shared link and delete the shared file.

This is an effective collaboration tool within Adobe Acrobat Pro DC



Sign Documents (Fill and Sign)

1. Open the PDF document to fill and electronically sign.2. On the right-hand side in the Tools Pane, click the tool named: Fill & Sign

3. Use one of the Fill & Sign icons at the top to sign a document, add initials, add check, x, shapes andeven fill in text.

Related Notes:

• Click the add text icon, , to type text. • Click a symbol to insert as needed; then position the cursor and click to insert it

• Click the Sign icon, then add signature, to add a signature, thenmove and click to insert it.Initially when you click the Add Signature button, you can draw your name or select from apredefined formatted signature set then type your signature in that font (see picture) ; click the Applybutton then position the signature and click to insert.



Request Signatures (Adobe Sign)

This secure signing document manager comes with your Adobe Acrobat Pro DC subscription

1. Click Tools tab then click Request Signatures or Adobe Sign.

2. Add the signer(s) email addresses. Adjust the standard message as needed.



3. Click Specify where to sign

4. At this point you are working directly in Adobe sign

5. Click to Specify where the signer should sign. You can click the button Signature field.

6. Optional…add other related fields like “Set as signature date field”

7. Click Send

8. If you sent the document to 2 or more people the first person whose email was listed would receive thedocument in their email, would open the document, click Start, then click where he or she needs to signand submit…the next person would then sign and when all signers have submitted a final signed copy issent by Adobe Sign



Digital Signature

1. Click Tools, Certificates. (assumes you have purchased a digital signature from a certifying source)

2. Click Digitally Sign

3. Click OK.

4. Click and Drag a box to hold signature.

5. Pick the Purchased Digital ID

6. Click Continueto add your real signature, click Edit, Image to import your scanned signature.

7. Click Save/Sign.

8. Assign filename.At this point, you might need to enter your Credential password.



Redacting Text

The Redaction process to permanently remove sensitive information requires a two-step process.

1. Click Tools, Redact

2. At this point you are in the 1st step of the process: Redact Text and Images.

3. Select text to redact…typically a red box outline will indicate that.

The down arrow next to Redact Text and Images allows you to go to Properties to change things likeOverlay text and Mark appearance.

***Note: Right click a redacted marked area and click Delete to remove the redaction of the text.

4. Click Apply to permanently remove the information marked for redaction and to choose whether tosanitize the document (i.e. remove hidden information, etc.)(2nd step in the process)

Click OK and save the file (by default, the file name has “Redacted” added to it)



Protecting a PDF Document

Remove Hidden Information (Metadata) Note: Metadata is “data about data”; one of the components recognized by Adobe Acrobat Pro DC as Hidden Information. This include file properties (click File Properties…see picture) such as Title, Author, subject…Bookmarks are also considered Hidden Information….

1. Click the Tools tab, then click Protect.

2. Click the Remove Hidden Information icon to find hidden information in the PDF document.



3. View the results of the find on the left-hand side of the screen.

4. You can optionally click to expand the results and show a preview of the Metadata or other itemsYou can un-check an item so that that item is not removed.

5. Click the Remove button, click OK.

6. Items are Removed.



Restrict Access and Editing with Passwords

1. Click Tools, Protect

2. Click Protect Using Password

3. Make sure Viewing is checked then type your password twice, click Apply.



4. Save file if needed, then go back to click Protect using Password.

5. Make sure Editing is checked then type a different password twice, click Apply.



6. The filename will say “Secured” in the name.At this point, if you save, close then try to re-open the PDF file you wont be apply to do it withoutknowing the Viewing password…likewise, if you click Edit PDF, you won’t be able to edit the PDFwithout know the Editing password.

How to restrict other features like Print, Copy Text, add Comments

1. Click Tools, Protect.

2. Click Advanced Options, Security Properties.

3. Click Change Settings (you may need the editing password at this point)

4. Specify other restrict editing features like not allowing Printing nor Changes

5. Exit the command by pressing Enter, then click OK twice, then save the document.



NOTE: to remove the passwords, click Tools, Protect, Advanced Options, Security Properties, Click the drop-down arrow then choose No Security, click OK twice.

Create a PDF Form

1. Start Adobe Acrobat Pro DC.

2. Click Tools, Prepare Form



3. Click Select a file, select the Word Form then click Open

4. Click the Start button to convert the Word form into a PDF form

5. Add form fields as needed, click icons from the top bar; for example, click the text field button,

, then position the form field on the form and at the desired position, click to insert.



When editing is complete, click the Preview button to see how the form would appear to the user when the user fills it in.

6. Click the Edit button when done previewing the form.

7. Save the form as needed.

8. To distribute the form and collect responses, click the Distribute button and follow the prompts.

Click the Track button to track the status of distributed forms

Click Close to close the Prepare Form mode



Shortcut Keys

Command Shortcut Key (mac key in parenthesis if different)

Find Text Control F (Command F – Mac)

Move to the first page Home (Shift Command up arrow)

Move to the last page End (Shift Command down arrow)

Go to a specific page Control Shift N (Shift Command N)

Next Page Right Arrow

Previous Page Left Arrow

Undo Control Z (Command Z)

Print Control P (Command P)

Save Control S (Command S)

Select All Control A (Command A)

Copy Control C (Command C)

Paste Control V (Command V)



Copyright

Copyright © 2020 Craig Brody LLC. All rights reserved. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the express written permission of Craig Brody LLC. PHOTOCOPYING WITHOUT AUTHOR CONSENT/AGREEMENT IS STRICTLY PROHIBITED

Disclaimer

THESE TRAINING MATERIALS ARE PROVIDED WITHOUT ANY WARRANTY WHATSOEVER, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. UNLESS OTHERWISE NOTED, ALL NAMES AND COMPANIES AND DATA LISTED IN THIS MANUAL ARE FICTITIOUS.

Craig Brody LLC has made a sincere effort to ensure the accuracy of the material. If you should discover any discrepancies, please notify the author, Craig Brody, at: [email protected]