Creating and Using Creating and Using PDF DocumentsPDF Documents

Gini CourterGini Courter

Annette MarquisAnnette Marquis

TRIAD ConsultingTRIAD Consulting

In this workshopIn this workshop

Identify the top portable document Identify the top portable document format (pdf) software products on format (pdf) software products on the marketthe market

Use Adobe Acrobat to:Use Adobe Acrobat to:• Create pdf documentsCreate pdf documents• Add reviewing notes and commentsAdd reviewing notes and comments• Merge documents into a single pdfMerge documents into a single pdf• Create online formsCreate online forms

Why PDF?Why PDF? Exchange nearly any type of documentExchange nearly any type of document Password-protect and digitally sign a Password-protect and digitally sign a

document document Set options that prevent it from being Set options that prevent it from being

copied, edited, or printedcopied, edited, or printed Insert hyperlinks and bookmarks for Insert hyperlinks and bookmarks for

simpler navigation through large simpler navigation through large documentsdocuments

Nearly everyone has a program for Nearly everyone has a program for viewing PDF filesviewing PDF files• Adobe Systems has given out over 500 million Adobe Systems has given out over 500 million

copies of its free PDF reader, Adobe Reader.copies of its free PDF reader, Adobe Reader.

PDF Maker SoftwarePDF Maker Software

Adobe Acrobat Standard ($299)Adobe Acrobat Standard ($299) Adobe Acrobat Professional ($449) Adobe Acrobat Professional ($449) Adobe opened the source code so Adobe opened the source code so

many products are now availablemany products are now available PC Magazine’s Editor’s Choice: PC Magazine’s Editor’s Choice:

• FinePrint pdfFactory PRO 1.57 ($99 list)FinePrint pdfFactory PRO 1.57 ($99 list)• Jaws PDF Creator 3.0 ($79 list)Jaws PDF Creator 3.0 ($79 list)

Creating a PDF DocumentCreating a PDF Document

It’s as simple as printing!It’s as simple as printing! PDF makers install a printer driver on PDF makers install a printer driver on

your computeryour computer To create a pdf, choose the pdf To create a pdf, choose the pdf

maker as the printer and print the maker as the printer and print the document. document.

You are prompted to save the You are prompted to save the document to a file location. document to a file location.

Add Reviewing Add Reviewing Notes and CommentsNotes and Comments

Click the Note ToolClick the Note Tool Drag a box where you want to place the Drag a box where you want to place the

notenote Enter the noteEnter the note Click the Close button on the noteClick the Close button on the note Click the Hand tool to close or click in the Click the Hand tool to close or click in the

document again to add another notedocument again to add another note Click the Comments tab to review the Click the Comments tab to review the

commentscomments

Combine DocumentsCombine Documents

Open the first documentOpen the first document Click Document Click Document Insert Pages Insert Pages Select the document you wantSelect the document you want Choose if you want the document Before Choose if you want the document Before

or After the First, Last or a Specific Pageor After the First, Last or a Specific Page Click OK to insert the documentClick OK to insert the document Choose Document Choose Document Number Pages to add Number Pages to add

page number to all pages in the documentpage number to all pages in the document

Create Online FormsCreate Online Forms Layout a form in Word using tablesLayout a form in Word using tables Print the form as a pdfPrint the form as a pdf Open the pdf in AcrobatOpen the pdf in Acrobat Click the Form tool Click the Form tool Drag a box where you want the form field Drag a box where you want the form field

to appearto appear Enter the properties of the fieldEnter the properties of the field Press Enter to create the fieldPress Enter to create the field Press the Hand tool to switch out of Form Press the Hand tool to switch out of Form

viewview

Form TipsForm Tips Turn on gridlines and snap before creating Turn on gridlines and snap before creating

fieldsfields• View View Grid and View Grid and View Snap To Grid Snap To Grid

To create rows of fields as in an expense To create rows of fields as in an expense report:report:• Create the first rowCreate the first row• Hold Shift and drag a box around the rowHold Shift and drag a box around the row• Hold Ctrl and drag the selection box to the size Hold Ctrl and drag the selection box to the size

you want and then click. The table fills with you want and then click. The table fills with cells.cells.

Set tab order (Tools Set tab order (Tools Forms Forms Fields Fields Tab Order) by clicking the cells in orderTab Order) by clicking the cells in order

General Acrobat TipsGeneral Acrobat Tips

Get a good head start before Get a good head start before attempting a cartwheelattempting a cartwheel

Stick your tumbling runs to avoid Stick your tumbling runs to avoid deductionsdeductions

Mount and dismount are not the Mount and dismount are not the same – know the difference!same – know the difference!

More Useful Acrobat TipsMore Useful Acrobat Tips View View Continuous to keep the pages from Continuous to keep the pages from

jumping when scrolling long documents jumping when scrolling long documents Rotate pages to make them easy to read Rotate pages to make them easy to read

(Document (Document Rotate Pages or View Rotate Pages or View Rotate Rotate

Set Document Open Options to control Set Document Open Options to control how a document opens (File how a document opens (File Document Document Properties Properties Open Options) Open Options)

Set Document Security options to prevent Set Document Security options to prevent readers from printing, copying or changing readers from printing, copying or changing the document (File the document (File Document Security Document Security and choose Acrobat Standard Security)and choose Acrobat Standard Security)

Questions?Questions?