Adobe Acrobat DC Big Changes for PDFs

Transcription

1 Adobe Acrobat DC Big Changes for PDFs With the introduction of Adobe Acrobat DC, Adobe changed the game on how we work with PDF documents. More than just another new software version, Acrobat DC offers a number of new outstanding productivity features of which you will want to take advantage, including the ability to collect and send documents for e-signatures, fill and sign forms on mobile devices, and collaborate with other users through the Cloud. Features such as these, coupled with significant changes in licensing, means that Acrobat DC is a substantially different product than its predecessors. Join us in this session to learn how to take advantage of all that Acrobat DC has to offer.

2 Introduction Adobe Acrobat DC is different it is different in the way you acquire it, it is different in how it looks, and it provides some different options for working with and managing PDFs. To take full advantage of all that Acrobat DC has to offer, you must understand these differences and how you can put them to work for you. In this session, you will learn about these big changes for PDFs. Learning Objectives Upon completing this session, you should be able to: Distinguish between Acrobat DC and its predecessors and between the Standard, Pro, and subscription-based offerings within the Acrobat DC family; Utilize new features in Acrobat DC, including sending and tracking documents online and collecting e-signatures on PDFs; Edit and mark up PDFs using Acrobat DC s redesigned user interface; Collaborate on PDFs with others using Acrobat DC s Cloud options; and Manage and manipulate PDFs with Acrobat DC on mobile devices and tablets. Acquiring Acrobat DC Purchase Your License or Subscribe? The first change you will probably notice with Acrobat DC is the licensing model. More specifically, Adobe offers the paid versions of Acrobat DC as subscription licenses and also as one-time purchase licenses. This follows a general trend in the software industry of attempting to transition consumers away from one-time license purchases to subscription-based licensing. Potential advantages for consumers in this model include predictable expenditures, automatic upgrades, and additional features and services. Of course, these need to be weighed against the total cost of ownership to determine if a one-time purchase of Acrobat DC or a subscription to Acrobat DC is the best option for you. If you choose traditional, one-time purchase licenses, you will need to determine if you qualify for upgrade pricing or if you must purchase a full license. You qualify for upgrade pricing if you currently utilize a licensed version of Acrobat X or XI Standard, Acrobat X or XI Pro, or Acrobat X Suite. Table 1 presents upgrade pricing to Acrobat DC in effect as of March Upgrade to Acrobat Standard DC Upgrade to Acrobat Pro DC Acrobat Standard DC n/a $ US Acrobat X or XI Standard $ US $ US Acrobat X or XI Pro $ US $ US Acrobat X Suite $ US $ US Table 1 - Upgrade Pricing for Acrobat DC Pro and Standard If you do not qualify for upgrade pricing and prefer the one-time purchase model, the list retail price for a full license of Acrobat DC Standard is $299.00; Acrobat DC Pro is $

3 For those who are considering the subscription model, pricing varies based on whether you choose a subscription to Acrobat Standard DC or Acrobat Pro DC and also whether you choose a monthly commitment or an annual commitment to your subscription plan. Table 2 summarizes the monthly payment required under each scenario. Monthly Commitment Annual Commitment Acrobat Standard DC $22.99/month US $12.99/month US Acrobat Pro DC $24.99/month US $14.99/month US Table 2 - Subscription Pricing for Acrobat DC Do You Want Cloud with Your License? The DC in Adobe Acrobat DC stands for Document Cloud. Adobe intends for the revised name of the familiar Acrobat tools to reflect the unmistakable shift toward the Cloud as a tool for document storage and collaboration. To illustrate, for those who opt for a subscription-based license of Acrobat DC, Adobe includes a number of Cloud-based tools as part of the subscription price, including the following. Work on the go with Acrobat Reader DC mobile app, including Mobile Link (discussed below) Send documents for signature E-sign any document Access Acrobat through any browser using Document Cloud services Automatic updates/upgrades as they become available at no additional charge To illustrate, if you have a Cloud-enabled subscription, upon logging in to your account, the Document Cloud presents the window pictured in Figure 1. Close inspection of that window reveals that you can access fundamental PDF tools from the Cloud, along with tools for managing electronic signatures. Figure 1 - Adobe Document Cloud User Interface

4 You can apply most of the functionality accessible in the Document Cloud to documents stored in the Cloud or documents stored locally. For example, clicking Organize Pages followed by Select File to Organize opens the window pictured in Figure 2. Importantly, notice the options to work on local documents or documents stored in the Document Cloud. Figure 2 - Choosing between Desktop and Cloud-based Documents in Document Cloud At this point, it is probably worthwhile to point out that there is no mandate from Adobe that you store data in the Document Cloud. Rather, it is just another option that is available to you. Those who could find this type of scenario attractive might include business professionals attempting to work primarily from mobile devices who are looking for more functionality than what would be available in the Acrobat DC app on their mobile device. Which Version of Acrobat DC is Right for You? As with prior editions of Acrobat, Adobe offers Acrobat DC in three primary versions: 1) Acrobat Reader DC, 2) Acrobat Standard DC, and 3) Acrobat Pro DC. Adobe supports each of these tools on Windows 7, 8, and 10. Adobe also supports Acrobat Pro DC on Mac OS X 10.9 and Acrobat Reader DC Acrobat Reader DC is Adobe s free PDF reader and annotation tool that allows you to open and edit PDFs on your computer or mobile device. If you have recently purchased a new computer, Acrobat Reader DC is probably already installed on that computer. If not, you can download it from the Adobe website. New features in Reader DC that make it more attractive than prior versions include more robust editing tools which allow you to add annotations to documents more easily than before. More specifically, regardless of what type of device on which you are working, Reader DC allows you to perform the following edits and annotations on your PDFs.

5 Add sticky notes. Type text directly onto a page. Highlight, underline, and strike through text. Draw on the screen with the freehand drawing tool. Additionally, Acrobat Reader DC s Mobile Link feature means that you can quickly locate recently used PDFs across all of your devices; this feature should be particularly useful for those who might open PDF documents on a computer at the office and also on a smartphone or tablet while away from the office. Paid Add-on Services for Acrobat Reader DC Although Acrobat Reader DC remains free, Adobe offers paid add-on services for those who wish to extend the tool s functionality. Adobe includes the following four tools in these optional add-on services. 1. Adobe Export PDF. The Export PDF service allows you to convert PDFs to Word documents or Excel documents. The cost of this service is $23.88 per year. 2. Adobe Send for Signature. The Send for Signature service provides you with the ability of securely sending PDF documents for electronic signatures and tracking responses in real time. The cost of this service is $ per year. 3. Adobe Send and Track. The Send & Track service facilitates sharing PDFs with other users and monitoring the shared documents. The cost of this service is $19.99 per year. 4. Adobe PDF Pack. The PDF Pack is a collection of tools allowing you to perform a number of functions, including converting documents and images into PDFs and filling and signing documents. Additionally, the PDF Pack includes access to the Send for Signature tool and the Send and Track tool. The cost of this service is $69.99 per year. Acrobat Standard DC Acrobat Standard DC goes above and beyond the capabilities of Acrobat Reader DC in several areas; following is just a partial listing of the differences between Acrobat Reader DC and Acrobat Standard DC. With Acrobat Standard DC, you have available robust capabilities for creating PDF documents, including converting existing files and images to PDFs, combining multiple documents into PDFs, and creating PDFs from Microsoft Office documents. You also have the ability to scan documents to searchable PDFs, to add security to PDF documents, to create fillable PDF forms, and to collect electronic signatures from others if you are using a subscription-based license to Acrobat Standard DC. Acrobat Standard DC is a suitable choice for those who require basic to intermediate PDF functionality, including many accountants and other information workers who tend to focus on specific tasks for which they are responsible. In other words, Acrobat Standard DC is a good choice for those who do not need to facilitate other team members actions when working with PDF documents. Acrobat Pro DC Acrobat Pro DC is the premium offering in the Acrobat family of tools. With Acrobat Pro DC, you obtain all of the functionality available in both Acrobat Reader DC and Acrobat Standard DC. However, Acrobat Pro DC adds several advanced features that make it the optimal choice in certain circumstances.

6 Distinguishing features of Acrobat Pro DC include the following. Convert and validate PDFs for compliance with PDF/A and PDF/X standards. Create PDFs that are accessible by those with disabilities. Add or edit text in a PDF on an ipad. Add audio, video, and other objects to PDFs. Index PDF documents to speed searches of text. Permanently redact sensitive information from PDF documents. Compare two PDF documents for differences. Optimize PDFs to reduce file size. Of note, given the small differential in monthly payment associated with annual commitments on subscription licensing $12.99 per month for Acrobat Standard DC versus $14.99 per month for Acrobat Pro DC many users will probably conclude that Acrobat Pro DC is a superior value and opt for that choice when subscribing. A Note on Microsoft Office Integration Acrobat DC continues to provide deep integration with Microsoft Office, including the ability to print a document through an Adobe print driver to create a PDF and the ability to use the PDF Maker add-in functionality. According to Adobe, Acrobat DC integrates seamlessly with Office 365, Office 2013, Office 2010, and Office 2007 applications. Among the integration points between Acrobat DC and Microsoft Office (Windows) are those listed below. Creating PDFs from the Acrobat tab of the Ribbon in Word, Excel, PowerPoint, and Outlook Adding protection to PDFs created from the Acrobat tab of the Ribbon in Microsoft Office applications to restrict others from copying or editing sensitive content Using the Acrobat tab of the Ribbon in Word, Excel, or PowerPoint to execute many steps at once Using the Send & Track plug-in for Microsoft Outlook to send files of virtually any size to others and to set tracking options to get notified when recipients view your file (This feature requires a subscription to Acrobat DC.) Importing comments from a PDF file into the source Word document as markups that you can accept or reject with the Microsoft Word Track Changes tool Simplifying search and retrieval by archive s or folders from Microsoft Outlook Creating high quality Adobe PDFs directly from Microsoft Project or Visio Notwithstanding the above, there are reports of some technical issues related to Acrobat DC s integrations with Microsoft Office applications. If you experience such difficulties, we encourage you to visit Acrobat DC Provides Radically Redesigned User Interface The most striking difference between Acrobat DC and prior editions is the radically redesigned user interface. In sum, Acrobat DC now opens in a browser-like environment as shown in Figure 3.

7 Figure 3 - Browser-like Interface in Acrobat DC In Figure 3, notice the indicators for Mobile Link being active. Because the Mobile Link feature is in use, the Recent files list remains synchronized across all devices on which you use any of the Acrobat tools. As you open documents in Acrobat DC, each document opens in a separate tear-off tab, allowing you to drag-and-drop to reposition documents in separate windows on your monitor(s) in the configuration that works best for you. Further, if you tear-off a tab, you can later drag-and-drop it back onto the tab strip so that all of the documents are visible in the same window of Acrobat DC as shown in Figure 4. Figure 4 - Recombining Documents into the Same Acrobat DC Window The user interface differences in Acrobat DC extend beyond just the browser-like environment; how you access features in Acrobat DC is different, too. Clicking the Tools tab opens the window shown in Figure 5 that provides shortcuts that allow you to access much of the functionality available in Acrobat DC. (For

8 presentation purposes, the entire window and all available shortcuts are not shown.) In the main section of the window, you can access various shortcuts, grouped by category Create & Edit, Review & Approve, etc. You can customize the appearance of the shortcuts in this window by removing those that you anticipate using rarely, if at all. To do so, click the drop-down arrow underneath any of the icons and choose Remove Shortcut. Figure 5 - Accessing and Customizing Acrobat DC's Functionality from the Tools Tab When you choose Open to work with a set of tools, the window changes to an optimal view for you to use when working with the selected set of tools. Further, Acrobat DC inserts a toolbar into that window which is unique for the set of tools that you have selected. For example, choosing to open the Organize Pages set of tools causes the user interface to change to that pictured in Figure 6. In particular, notice the Organize Pages toolbar that Acrobat DC added to the user interface and also how Acrobat DC optimized the view in the main window to use the tools available in Organize Pages.

9 Figure 6 - Working with Acrobat DC's Organize Pages Tools You can also access much of Acrobat DC s functionality by clicking on the options presented in the Tools Pane on the right side of the window pictured in Figure 5. For instance, as shown in Figure 7, choosing Create PDF in the Tools Pane causes Acrobat DC to expose a set of tools designed to assist you in creating a PDF document. In addition to accessing various tools and features through the updated user interface, you can continue to use many of the same methods for accessing tools in the DC editions of Adobe as you used in prior editions. For example, the File, Edit, and View menus in Acrobat DC all provide access to many of the same features accessible using techniques described above.

10 Figure 7- Access Create PDF Tools from the Tools Pane Customizing the User Interface for Ease of Use and Maximum Efficiency In addition to the customization options discussed previously, you can customize your user interface to assist you in working as efficiently as possible. For example, when working with a document in Acrobat DC, you will notice a toolbar positioned immediately above the document. In fact, that is not a single toolbar but, rather, a collection of toolbars that you can customize to provide quick access to the features you need most often. The toolbars available for display in this space are the File, Edit, Page Navigation, Page Display, Select & Zoom, and Quick Tools. In your instance of Acrobat DC, these toolbars may resemble the one pictured in Figure 8. Figure 8 - Default Combination of Toolbars in Acrobat DC To customize the toolbars pictured in Figure 8, right click on any of the toolbars and choose Show <<toolbar name>> Tools. Then select or deselect the available items until the items on that toolbar meet your needs. The process for customizing Quick Tools is slightly different; after right-clicking on the toolbar, choose Customize Quick Tools and then select the items you want to include or remove from Quick Tools.

11 Acrobat DC Offers New Features to Consider In addition to the broad changes outlined above that address licensing, user interface, and Cloud services, Acrobat DC offers new features that reflect the changes impacting today s information workers and the ever-increasing usage of mobile devices. Following are five such new features that you should consider using upon transitioning to Acrobat DC. Get More Work Done on Touch-enabled Devices ipad, iphone, Android, and Windows Phone users all have the ability to take advantage of additional functionality provided in the free Acrobat Reader DC app available for each of those platforms. To illustrate, on your mobile device equipped with Acrobat Reader DC, you can now organize pages, including reordering, deleting, and even rotating them. To access this feature, click Organize Pages to open the Organize Pages window shown in Figure 9. Then tap-and-drag to rearrange the pages as necessary or tap the icons near the bottom of the window to rotate or delete selected pages. Figure 9 - Organizing Pages on an ipad Using Acrobat Reader DC

12 Likewise, you can tap Fill & Sign on the left side of the window in Figure 9 to open a form that you need to fill in and even add your signature. As shown in Figure 10, to add a signature you only need to click the signature icon near the bottom of the window and choose between a saved signature and set of initials. Figure 10 - Adding a Saved Signature to a PDF Form Additionally, you can edit and annotate a PDF on your mobile device. To do so, with the desired document open, simply click the edit icon near the bottom of Acrobat Reader DC s window to expose the editing and annotation functionality as shown in Figure 11. Figure 11 - Accessing Acrobat Reader DC's Editing and Annotation Capabilities You can now create PDFs from Word documents and PowerPoint presentations in the mobile app. To do so, just open the source file and choose Create PDF from the left side of the window.

13 Send and Track Documents Online Using the subscription versions of Acrobat Standard DC and Acrobat Pro DC, you can send documents to others and track their status online. This process actually does not send the document directly to the individual but, rather, stores the document in the Document Cloud and sends a link to the document so the recipients can click on the link to view or download the file. The advantages to this procedure include improved security because sending attachments is a notoriously unsecure way of sharing information and the ability to track who has opened or downloaded your documents. To utilize this feature, begin by opening a document in Acrobat Standard DC or Acrobat Pro DC (subscription versions only). Next, click Send & Track in the Tools Pane. If necessary, you can add additional files you would like to share. You can choose Create Anonymous Link or Send Personalized Invitations. If you choose the anonymous link option, Acrobat DC will create a link that you can copy and share with recipients; this option provides only basic tracking information. If you choose the personalized link option, Acrobat DC delivers individual links to each recipient based on their address; further, Acrobat DC provides detailed tracking information when using this option. Add a subject line and message and click Send to complete the task of sending the file. Figure 12 - Sending Documents Using Acrobat DC's Share and Track Feature Using the personalized invitation feature, those to whom you send the invitation will receive a message that appears like the one in Figure 13. Of course, clicking View File will allow the recipient to view the document and also provide the option of downloading it.

14 Figure 13 - Message Sent to Recipients of a Shared PDF Document If you are the sender of the document, you can track and manage the documents that you sent by clicking Home, Sent in Acrobat DC. Figure 14 - Tracking Documents Sent through Acrobat DC's Send and Track Feature Clicking the Track Online link near the top of the window provides up-to-date information about which recipients have viewed and downloaded the document, including the date and time of the activity. Figure 15 illustrates the information provided in that audit log. Figure 15 - Viewing Detailed Activity for a Shared File

15 Fill, Sign, and Send Forms Electronically For many versions, you have been able to create fillable electronic forms easily using Adobe tools. With Acrobat DC, it becomes easier to fill in forms, sign them, and send them on their way. Previously, we discussed this feature in the context of the Acrobat Reader DC app on mobile devices. Let us now see how we can use Acrobat Standard DC and Acrobat Pro DC for the same purpose. If you have not created fillable forms using Adobe tools, you may be quite surprised at how easy the process is. Perhaps the simplest approach is to design your form first in Word or Excel. Then, choose Prepare Form from the Tools Pane and select the Word or Excel file you wish to convert to a form. Alternatively, if you already have a paper copy of the form you would like to digitize, you can scan it after choosing Prepare Form. In either case, Acrobat Standard DC or Acrobat Pro DC will convert the document to a fillable form, typically leaving you with only minor touch-up work in order to have a polished final product. To begin, open the PDF document that serves as the form you need to fill and sign. In the Tools Pane, click Fill & Sign to access the tools need to fill and sign the form. On the right side of the window, you should notice your Profile information. To the extent that any of that data is incomplete or incorrect, you can enter data directly in the Profile fields. With complete and corrected information, you are ready to proceed. For any field on the form that requests data that is stored in your profile, you can drag and drop the data from the Profile directly onto the form. Figure 16 illustrates this process. To the extent that the form requests information that is not stored in your Profile, you can enter that data directly on the form. To do so, just click any of the icons in the Fill & Sign toolbar near the top of the window to utilize that feature. Then, click in the form to add the requested information. For example, if you need to add text to the form, you would begin by clicking the Add text icon at the top of the window. Then, click in the field in the form where you need to type the text and start typing. Repeat that process as many times as necessary in order to fill the form completely.

16 Figure 16 - Using Acrobat's Fill & Sign Feature When the form is completed, and it is time to sign the form, click the Sign icon at the top of the window. This will open a dialog with your stored signature and initials. If you do not have a signature or initials saved, Acrobat DC will prompt you to add them. Select which you want to apply to the document and click and drag the selection to the appropriate field on the form. Figure 17 illustrates this process. Note that once you sign and save the document, you cannot change any of the fields. Figure 17 - Adding a Signature to a Document

17 Once you have completed the process of filling and signing the form, you could click Send & Track to send the document securely to others, or you could click Get Others to Sign if additional signatures are required. Collect Electronic Signatures from Others The previously described process discussed how to add a proxy for a handwritten signature to a document. You should understand that such a signature is not an electronic signature, at least not in the legal sense of the term. A true, secure electronic signature is a legally binding signature in many countries, including the United States and Canada. Acrobat Standard DC and Acrobat Pro DC (subscription plans only) facilitate collecting electronic signatures on documents such as contracts, proposals, and even Forms 8879 for CPAs preparing tax returns. To send a document for an electronic signature, first open the document in Acrobat Standard DC or Acrobat Pro DC and, as shown in Figure 18, click Send for Signature. Figure 18 - Sending a PDF Document for Electronic Signatures In the ensuing dialog box, click Prepare Form to add information and signature fields to the form as necessary. In many cases, Acrobat DC will recognize various fields including signature fields in the form and will automatically convert them to fields. In these cases, you should delete any unnecessary fields and modify the names of fields that Acrobat DC creates automatically. You can do this in the task pane on the right side of the window in Figure 19.

18 Figure 19 - Editing Signature Fields in Acrobat DC Once you are ready to send the form to the intended signer(s), click the Send for Signature button and click Ready to Send. In the resulting Send for Signature dialog box, enter the addresses of those who are to sign the form along with an Agreement Name and a Message as pictured in Figure 20.

19 Figure 20 - Sending a Form for Electronic Signatures Each recipient receives a message similar to the one pictured in Figure 21 requesting a signature on the form.

20 Figure 21 - Message Received by Those from Whom a Signature is Requested As each signatory signs the form, Adobe updates the status of the document in the Document Cloud. You can check the status of the document by clicking Home, Sent, Manage Documents Sent for Signature. Edit and Images with Paragraph Reflow Many do not realize the editing capabilities inherent in Acrobat Standard DC and Acrobat Pro DC. These tools capabilities to perform editing tasks rival those found in market-leading word processing applications just a few years ago. With these tools, you can quickly and easily edit a PDF document, allowing you to fix typographical errors quickly, add or delete bullet points, and even crop images. While the editing capabilities have been present for some time, they are even better in Acrobat DC because paragraphs now flow with the edited text. To edit a PDF document in Acrobat Standard DC or Acrobat Pro DC, perform the following six steps. 1. Open the document in Acrobat Standard DC or Acrobat Pro DC. 2. Click the Edit PDF tool in the Tools Pane. 3. Click the text or image you wish to edit. Acrobat DC will show you the available tools. 4. Add or edit text on the page. Lines and paragraphs reflow automatically, or you can click and drag to resize elements. 5. Add, replace, move, or resize images on the page using selections from the Objects list.

21 6. Click on the Link, Headers and Footers, Watermark, or Background tool to edit these objects in your PDF. To illustrate, notice how in Figure 22, all that was necessary to convert the bullet point list into a numbered list was to select the desired text and click the Create a numbered list option in the task pane on the right side of the window. Figure 22 - Converting a Bullet Point List into a Numerical List in Acrobat DC Summary Adobe remains the leader in the PDF market, and many think for good reason. For business professionals seeking a robust tool that enables team members to create and edit PDF documents quickly and easily; add bookmarks, comments and annotations; and create fillable forms, Adobe products have excelled in these areas for years. However, Acrobat DC is different. Its ability to utilize the Cloud as a backbone for items such as collaboration, signatures, and electronic signatures truly separate it from its predecessors. Coupled with new licensing options and a new user interface, the volume of change found in Acrobat DC can be unnerving. However, keep in mind that PDF files a standard file format are at the heart of Acrobat DC, and the underlying ability to use Acrobat DC to create, manage, and edit these documents remains unchanged. What has changed is how you may access some of the application s features. Now that you have had a little guidance, we think that you will find Acrobat DC to be a very useful tool in your technology arsenal.

22 Notes