Working with PDF s. To open a recent file on the Start screen, double click on the file name.

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1 Working with PDF s Acrobat DC Start Screen (Home Tab) When Acrobat opens, the Acrobat Start screen (Home Tab) populates displaying a list of recently opened files. The search feature on the top of the window will search through the entire list of Recent files. By default, the Recent files list will display the 100 previously opened files. Views On the right side of the screen, is the Views icon. The views icon is used to toggle the view of the recent files from a list view, to a thumbnail view. Open a PDF To open a recent file on the Start screen, double click on the file name. Browse to open a PDF To open a file not listed on the recent list, click on the My Computer link on the left side of the screen. A list of recent folder locations will display on the screen, as well as a Browse button on the bottom of the window which can be used to browse the computer for a specific folder. Users may also browse for a file by clicking on the File menu and choosing Open, or by using the open shortcut of Ctrl-O. Working with PDF s 1

2 Tools Tab The Tools tab displays all tools that are enabled in Acrobat. To locate a tool, use the Search tools option on the top of the Tools tab, or navigate through the tool categories. To use a tool, click on the dropdown under the tool icon and select Open. When a tool is opened, that tools toolbar will be placed under the Acrobat toolbar, on the top of the document pane. Each tool will have specific options, some of which may be located on the toolbar itself, and some that may be located within the Acrobat Window. To use another tool, the opened tool must be closed. To close a tool, click on the X, which is located on the right side of the tool. Working with PDF s 2

3 Acrobat DC Layout PDF files opened in Acrobat will be located on tabs on the top of the window, similar to tabs in a web browser. The selected file, the tab with the white background, will display in the document pane in the middle of the screen. To the left of the open PDF s is the Home and the Tools tab. The Home Tab opens the Acrobat Start screen, which will display recently opened files and storage locations. The Tools tab displays all of the available tools within Acrobat. On the top of the screen, under the opened files, is the toolbar. The toolbar contains commonly used tools such as Save, Print, Page Navigation, Zoom, and Page view. This toolbar may be customized to display specific tools. On the right side of the screen, is the Tools Pane, which will display even more commonly used tools. The tools in the Tools pane may be customized to display user specific tools. Note: If the Tools Pane does not display, click on small triangle on the right side of the screen to expand the Tools Pane. Working with PDF s 3

4 On the left side of the screen is the Navigation pane, which contains three icons that will allow users to view page thumbnails, bookmarks, and file attachments. To view one of these options, click on the appropriate icon. Note: If the Navigation pane is not visible, there will be a small triangle half way down the window that will allow the navigation pane to be expanded or collapsed. Acrobat Toolbar The Acrobat Toolbar is located under the opened documents and contains some commonly used tools; Save, Print, Search, Page Up/Down, Zoom, etc. To add, or remove tools from the Acrobat Toolbar, right click on the toolbar, and then select a tool from one of the tool categories. Tools with a checkmark next to the name will display on the toolbar. To reset the toolbar back to the default tools, right click on the toolbar, and then select Reset Toolbar. Note: This will also reset the Quick Tools section of the Toolbar as well. Working with PDF s 4

5 Zoom tools To zoom into an area within a document, use the page control tools, which, by default, are located in the toolbar on the top of the screen. The Page control tools will allow users to zoom into a document by clicking on the plus or minus buttons, by clicking on the zoom level dropdown to select a preset increment, or by manually entering in a zoom level. The preset tool that is selected within a document is the arrow icon, which allows users to select text and images (if a document is not protected against this). To navigate within a zoomed in document, select the hand tool, by clicking on the hand icon within the toolbar. Tip: To use the hand tool at any time to navigate within a zoomed document by pressing and holding the spacebar. The cursor within the document will remain the hand tool as long as the spacebar is pressed. Zoom Shortcuts Zoom In (Ctrl + (plus)) Zooms in on a document Zoom Out (Ctrl (minus)) Zooms out on a document Fit Page (Ctrl-0) Fits a single page within the document window. Actual Size (Ctrl-1) Zooms a document to 100% Fit Width (Ctrl-2) Zooms a document to fit within the width of the document window Fit Visible (Ctrl-3) Similar to fit width but all empty white space on the page is eliminated. Quick Tools The Quick Tools toolbar is located on the right site of the Acrobat Toolbar. By default, the Quick Tools contains the Comment tool and the highlight tool. Customizing Quick Tools To add tools to the Quick Tools section, right click on the toolbar, and select Customize Quick Tools. On the top of the Customize Quick Tools window is a Tools to show in the Toolbar, which displays the current tools displayed on the Quick Tools toolbar. Working with PDF s 5

6 To add a tool to the Quick Toolbar, select a tool from the list in the middle of the page, which are organized by categories. Click on the add to toolbar icon (circle plus icon with an up arrow) on the right side of the tools to add box. The new tool icon is added to the Tools to show in the Quick Tools area of the window. Rearrange the location of any of the tools in the Tools to show section by selecting the tool icon and then clicking on either the move left or move right icons. A divider can add some separation between tool types within the tool bar. To add a divider, select the tool to the left of where the divider is to be located, and then click on the Add divider icon. To delete a tool, select the tool and then click on the Trash icon. To accept any changes, click on the Save button on the bottom of the window. Working with PDF s 6

7 Navigate Pages Navigate pages in Acrobat by clicking on the Page up or page down icons, or by using the arrow keys on the keyboard. A page number may also be entered in the page number textbox. To navigate to the page, hit Enter. Click, hold, and drag the scrollbar on the right side of the screen to navigate pages. As the scrollbar is moved, Acrobat will populate a thumbnail to show a preview of the page that will display when the mouse button is released. Note: This will only work if the fit one page to window option is selected from the page controls toolbar. Navigation Pane On the left side of the screen is the Navigation pane. The Navigation pane contains icons to view page thumbnails, bookmarks, and file attachments. If the PDF has security enabled, a padlock image may also appear on the Navigation Pane. Note: If the Navigation pane is not visible, click on the small triangle half way down the window, which will allow the navigation pane to be shown or hidden. Page Thumbnails The page thumbnails view will display a thumbnail version of the pages in the document. Use the scrollbar to navigate through the thumbnails and click on the thumbnail to view a page. To close any of the navigation panels, click on the X located on the upper right side of the panel. Working with PDF s 7

8 Bookmarks Bookmarks are automatically created in a PDF if the PDF was converted from a Word document that used Headings. Bookmarks may also be manually added into any PDF if the document does not contain bookmarks. To view the bookmarks in a document, click on the bookmark icon on the left side of the Navigation Pane. Navigate to a bookmark location by clicking on a bookmark name. Attachments Attachments will display any files that are attached to the PDF. The files can be other PDF s, images, Word documents, etc. Tip: To help in making edits to the original document, it may be useful to attach the original document to the PDF so the original is always easy to find. The icons that are on the Attachments Pane are; 1. Options This will show all other icons on the Attachments Pane instead of clicking on the icon 2. Open Opens the selected attachment in its native application, if that application is installed on the computer. 3. Save Saves a copy of the attachment locally on a computer 4. Add a new attachment Add a new attachment to the PDF 5. Delete Delete the selected attachment 6. Search attachment Search the attached document for a specific term Note: Some of these options are only available when an attachment is selected. Working with PDF s 8

9 Tools Pane On the right side of the screen is the Tools Pane, which contains commonly used tools. Note: If the Tool Pane is not showing, there will be a small triangle on the right side of the screen that can be clicked on to show, or hide, the tools pane. Any of the Tools on the tools panel may be rearranged, by clicking and holding on a tool name and then dragging the tool to its new location within the tools panel. A solid line will appear to show the new location of the tool. When the tool is in the correct place, let go of the mouse button. Customize the Tools Pane To add a new tool to the tools pane, click on the tools tab on the top of the window. Use the search feature on the top of the screen to search for a tool, or navigate to a tool by scrolling through tools, which are displayed by category. When the tool has been located, click on the dropdown button below the tool and select Add Shortcut. Working with PDF s 9

10 Another way to add tool to the tools pane is by clicking and holding on a tool icon from the Tools tab, and then dragging the icon into the tools pane. To remove a tool from the tools pane, right click on the tool and select Remove Shortcut, or click on the X on the right side of a tool within the tools pane. Find Function When using the Find function, Acrobat will search for all words in the document that contain the search term. There are options in the Find function that allow a search to search for only whole words containing the search term, search for case sensitive words, and also to search for terms in multiple PDF documents. To use the Find function, click on the magnifying glass in the toolbar, or use the shortcut of Ctrl-F. The find window will populate in the upper right side of the Acrobat window. To run a search, enter the term to search for in the textbox and hit the enter key, or the next button. Note: There is a Replace with option on the bottom of the search window. This will be covered in the Editing a PDF section. Acrobat will search the open document and highlight every word that matches the search term. To navigate to the next result, click the next button, or the enter key. When searching in Acrobat, a search may contain a single word, or a string of text. Working with PDF s 10

11 Refine Find To refine a search, click on the dropdown icon to the right of the search box. In Acrobat, a search may include; Whole Words only Search will return results that match exactly as the search term is typed. o If document is searched, the returned results will display only the whole word document, and not include documents, as a normal search would. Case Sensitive Results must match not only the term searched for, but also the case of the typed search term o The results must match the capitalization of the searched term Include Bookmarks The search will return results that are in the bookmarks of the document Include Comments The search will return results that are in comments in the document When refining searches, multiple options may be chosen, such as Whole Words Only and Case Sensitive. When an options is selected, a checkmark is placed next to the option. To select another option, click on the dropdown on the Find window and then click on another option. To remove an option from the refined search, click on the option to remove the checkmark. Advanced Search The Advanced search is similar to the find feature with the ability to search for whole words, case sensitivity, within bookmarks or comments. Where the advanced search differentiates from a normal search is an advanced search can search multiple PDF documents contained within a folder, or an entire hard drive. When the search returns results, a search for another term may be performed on only the returned results. To use an Advanced Search, click on the Edit Menu, and select Advanced Search, or use the shortcut of Shift-Ctrl-F. The Advanced search may also be accessed from the Find function, but clicking on the find dropdown and then selecting Open Full Acrobat Search. Working with PDF s 11

12 The default search option is to search in the current document. To search in multiple PDFs on a computer, select the All PDF Documents radio button, and then click on the dropdown to choose the folder to search. Click on Browse for Location option to browse the computer for the correct folder location. When the folder is selected, enter in the term or phrase to be searched for. Under the search textbox are options to refine the search to whole words, case-sensitive words, etc. Select the desired options for the search and the click on the Search button. Working with PDF s 12

13 The search results will indicate the number of documents and the number of instances of the search term. To view the results, click on the + button next to the document in the Results window, which will display all instances of the search term within that particular PDF. To view an individual result in a document, click on the text under the document name. Acrobat will open the document and display the search term, which will be highlighted, in the document. To search for a new term within the previous search results, click on the Refine Search Results link on the bottom of the results page. Type the term to search the previous results for in the Search within the previous results for: textbox, at the top of the window. The Use these additional criteria drop boxes allows for the search to be matched to a specific author, to all documents created before or after a specific date, etc. Working with PDF s 13

14 When the search criteria has been entered, click on the Refine Search Results button. To view the results of the refined search, click on the + button to the left of the document name and then select the term, which will display within the Acrobat window. Working with PDF s 14

15 Organize Pages The Organize Pages tool is used to rearrange, rotate, extract, insert, or replace pages within a PDF. To organize the pages in a PDF, open the Organize Pages tool from the Tools Pane, or the Tools tab. The Organize Pages tool will display under the Acrobat toolbar and will show thumbnails of all pages along with their page numbers in the document window. Rotate Pages To rotate a page in a PDF document move the cursor over a page, or click on the page to select it. Three icons will appear over the page; one to rotate right, one to rotate left, and one to delete. Click on the appropriate icon to rotate, or delete, the page. To rotate several pages at a time, click on the first page, and then press and hold the Ctrl key while clicking other pages. When all of the pages are selected, click on the rotate, or delete icons that are on the Organize Pages tool. Working with PDF s 15

16 Extract Pages The Extract Pages is used to remove a page, or multiple pages, from a PDF document. The extracted pages may be used to create a new PDF document, or inserted into an existing PDF document. To extract pages, make sure the Organize Tools tool is opened and select the page(s) to be extracted. Tip: To select multiple pages, press and hold the Ctrl key, while clicking on the pages. When pages are extracted, the pages will be copied from the original document and merged together to create a new PDF document. Before extracting the pages, there are two options on the Extract toolbar to consider; Delete Pages after extracting The selected pages will merge into a new PDF and will be deleted from the original PDF Extract pages as separate files Each selected page will be copied from the original PDF and used to create its own separate file. o If 5 pages are extracted, Acrobat will create 5 new PDF documents. When the pages, and options, are selected, click on the Extract icon. If the Extract pages as separate files is not selected, Acrobat will create a new file in a new tab that contains all of the extracted pages. The new tab will be named Pages from extracted file name. The new PDF is not saved by Acrobat, so make sure the extracted pages file is saved before exiting Acrobat. If the Extracted pages as separate files is selected, Acrobat will ask for the location to save the new page files after the Extract button is selected. Navigate to the correct folder location and then click the OK button. The new files will save in the selected folder with the original file name with the page number after. Working with PDF s 16

17 Insert a File The Insert option on the Organize Pages tool is used to insert a one PDF into another PDF. Note: When the Insert from a file option is selected, every page in the PDF will be inserted into the file. To create a file that contains only the desired pages from an existing PDF, use the Extract Pages option. To insert a file into a PDF, click on the Insert icon on the Organize Pages tool, and then select From File. On the Select File to Insert window, navigate to the file location, select the file and then click the Open button. On the Insert Pages window, Acrobat will ask for the location the file is to be inserted, After or Before, as well as the page, First, Last, or a specific page number, in the document. Select the appropriate location and click the OK button. Note: To insert a PDF file after a particular page, move the cursor to the right of the page where the new pages are to be inserted, click on the plus icon that populates and choose Insert from File. This will insert the entire file into the new location. Working with PDF s 17

18 Replace a Page Replace will replace an existing page in a PDF with a new page. Note: The Replace option will replace page for page within the document. If two pages are needed to replace a single page, use the Extract Pages option. To replace a page(s), make sure the Organize Pages tool is selected. On the Organize Pages toolbar, select the Replace icon. Acrobat will ask for the location of the file that contains the page(s) that are to replace. Navigate to the file with the new page(s) and click on the Open button. On the top of the Replace Pages window, type in the pages in the Original PDF that are to be replaced. This can be one page, or several pages. On the bottom, type in the new page(s) that are going to be imported to replace the old page(s). When the pages have been selected, click the OK button. Note: If only one page is being replaced, Acrobat will only allow for one page to be imported. If two pages are being replaced, only two pages can be imported. Working with PDF s 18

19 Modifying PDF Documents All PDF s are editable to a certain extent, as long as security has not been set to prevent editing. Acrobat Pro does have some built in editing tools and will work well if minor edits need to be done, but Acrobat is not a Word processor. If there are large edits to be done, it is best to edit to the original document, not the PDF To make changes to a PDF select the Edit PDF Tool from the tools pane, or from the Tools tab on the top of the acrobat window. The Edit PDF toolbar will populate under the Acrobat toolbar. On the Edit PDF tool, there are options to Edit images and text, Add new text, add images, create hyperlinks, crop pages, add/edit headers and Footers, or to add watermarks. When the Edit PDF tool is selected, placeholders will display around all editable text and images within the document. These placeholders will show where the text/image that can be edited are located within the document and the boundaries that they have. Working with PDF s 19

20 Edit Text To add, remove or change text within a PDF, make sure the Edit PDF tool is open and then click on the Edit icon. When the edit option is selected, the tools pane on the right side of the window will be replaced with formatting options. To make changed to the text in a document, select the text and then choose the formatting option, font style, color, font size, alignment, etc. from the Format panel. To add new text to the document, navigate to the location where an adjustment needs to be made. The cursor turns into an I shape, which will allow text to be typed. Click on the text to be edited and start typing. When adding text, make sure to watch the placeholders of the textbox where the edit is being made. If too much text is being typed, the placeholder may change location and overlap existing text or images in the document. If this does happen, the text areas may need to be moved a little to allow for the adjustments that are being made. To move a text area or image within a PDF, move the cursor to the edge of the text area. The cursor will turn into a plus with arrows on all sides. Click and hold on the placeholder line and then drag the text placeholder, or image into a new location on the page. Add a new text area to a PDF To add a new text area on a PDF, select the Add Text option from the Edit PDF tool. Move the cursor, which will be a vertical line with an A next to it, to the location to add the new text. Click, hold and drag on the page to draw in the new text area. Before entering any text, make sure to adjust the font style, color, and size from the Format pane, which will be located on the right side of the screen. Working with PDF s 20

21 Export PDF Acrobat Pro DC does have some limitations in the amount of editing that can be done to a PDF, but there is an option that will export a PDF document into a Word, Excel, or PowerPoint document. Note: The Export option works best if the document was created in the application that the PDF is being exported to. Export to Word To export a PDF back into Word, navigate to the File Menu, choose Export To, Microsoft Word, and then choose either Word Document or Word Document. Note: When choosing Word Document (.docx) or Word Document (.doc) choose the option that matches the software that will be used to open the new document. If the document will be opened in Word 2007 and later, choose Word Document, if the document will be opened in Word pre-2003, choose Word document. On the Save As PDF window, choose the Settings button on the bottom of the Window. Working with PDF s 21

22 On the Save As DOCX Settings window, there are the following options; Layout Settings o Retain Flowing Text Keeps the text of the document flowing, but may insert some extra line brakes o Retain Page Layout Keeps the pages as they currently are, but may introduce extra text boxes in the Word document. Include Comments If the document contains comments, the comments will be carried over. Include Images Include the images in the new document. Recognize text if needed If any portions of the PDF are scanned, Acrobat will run Optical Text Recognition (OCR) on the data to display the text of the scanned portion When the Settings have been set, click the OK button. On the Save As PDF window, navigate to the correct folder location, provide a unique name in the File name textbox and then click the Save button. Acrobat will convert the file and then open it in Word. Note: There may be some text that does not display correctly in Word, so make sure to check the data and make any necessary changes. Working with PDF s 22

23 Working with Bookmarks Bookmarks are similar to links within a PDF, but bookmarks are located in Bookmark Pane and are visible as long as the Bookmark Pane is visible. If a PDF was created from a Word document and the word document used Styles; Heading1, Heading2, etc., the bookmarks will be automatically created when the document was created as a PDF. Manually creating bookmarks To create a bookmark, click on the bookmark icon in the Navigation pane on the left side of the screen. If the navigation pane is not visible, click on the Show/Hide Navigation icon, which is a small triangle on the left side of the screen. To create a bookmark, click on an existing bookmark in the Bookmarks tab, above where the new bookmark is to be located. Navigate to the bookmark location in the PDF. If there is text in the document that would be a good bookmark name, it is best to select that text by highlighting it. Optional: Bookmarks may be set to a specific zoom level. If this is done, Acrobat will stay zoomed in to that zoom level for all other existing bookmarks, unless they have their own zoom level set, and will not zoom out until a user manually changes the zoom level. Working with PDF s 23

24 When the location and zoom level, if desired, is set, click on the bookmark options dropdown, and select New Bookmark, or use the shortcut of Ctrl-B. Note: It is not necessary to highlight text for a bookmark, but by doing this, the bookmark will be given the name of the selected text. If text was not selected in the document, the bookmark will be given the name of Untitled. The new bookmark will be created and added into the bookmark pane, with the selected text as the name. The new bookmark will be placed under the currently selected bookmark or on the bottom of all existing bookmarks if none of the bookmarks were selected. To change the name of a bookmark, double click on the bookmark name to select the text, and then type in the new name. Rearrange bookmarks To move a bookmark within the bookmark pane, click and hold on the bookmark name and then drag the bookmark to a new location. When dragging the bookmark, an arrow with a line after it will appear showing the new location. The location of the arrow and line will determine where the bookmark will be placed. Any bookmark can be on the main level of bookmarks, or as a subset of bookmarks. Same Level Subset Bookmarks with subsets can be expanded or collapsed to see all bookmarks on one level, or to see all levels. To expand or collapse the bookmarks, click on the + or icon located next to a bookmark. Working with PDF s 24

25 Delete bookmarks Delete a bookmark within the bookmark pane by selecting the bookmark and then clicking on the trash icon. Security Acrobat has the option to add security to a PDF document which will enable the document to require a password to open the file; a password to edit the PDF, to restrict the copying of data within the PDF, etc. To add security to a file, navigate to the File menu and then select Properties. Security may also be added to a document by using the Protect tool, which can be found by default in the Tools Pane on the right side of the screen, or by clicking on the Tools tab on the top of the screen and searching for Protect. Click on Open to open the Protect toolbar, which will appear below the Acrobat Toolbar. On the right side of the Protect tool, click on More Options and then select Security Properties. The Document Properties will appear and will be on the Security Tab. Note: This is the same window that will appear if accessing Security by going to File, Properties. Working with PDF s 25

26 By default, security is not set for any PDF document, as indicated by the Security Method being set to No Security. On the bottom of the Security tab, Acrobat will display any security that has been enabled by displaying Allowed, or Not Allowed, for each security option. To set security, click on the Security Method and select Password Security. Note: There are two other options for security that may be selected. Password Security is the simplest and easiest to set up. On the top of the Password Security settings, in the Document Open section, there is an option to enter a password in order to open the document. To enable a password to open the PDF, click on the checkbox and enter a password. On the right of the password, text box there will be a four level indicator that will change, depending on the strength of the password that is entered. It is best to try to get the password to at least a strong level. Working with PDF s 26

27 This password will be needed by everyone, including the originator of the PDF, in order to open the document. Note: Make sure this password is not forgotten. If the password is forgotten, no one will be able to open the PDF. The permissions section has options to require a password to make any changes to the PDF, allow for printing, allow for changes to be made, and the ability to copy contents from the PDF. To set restrictions on the PDF, check the checkbox next to Restrict editing and printing of the document. If the Restrict editing option is selected, a password must be entered. This password is required to make any changes to the Permissions of the document, or to edit the document, if that option is disabled. Note: The Permissions password must be different than the password to open the document. The default setting is to not allow the PDF to be printed. To change this setting to allow for either high or low resolution printing, click on the dropdown and select the appropriate option. Note: To print the PDF, a user with the Permissions Change Password would have to change the permissions to allow for printing. Working with PDF s 27

28 By default, changes are not allowed on a PDF with the Restrict editing option selected, unless the Change Permissions Password is entered. To change this setting, click on the Changes Allowed dropdown to select one of the following options; allow users to Insert, delete, rotate pages, allow the ability to fill in forms, allow the ability to Comment and fill in forms, or allow anything except for the extracting of pages from the PDF. On the bottom of the Permissions section, there are a few more options on restricting the PDF. Tip: The only option selected by default is the Enable text access for screen reader devices. It is highly recommended to keep this option selected to allow for Accessibility on the PDF. To enable the ability to copy content within the PDF, place a checkmark next to the Enable copying of text, images, and other contents. In the Options section, the default options are typically acceptable. If the document that is being created does need specific compatibility options, make sure to add those here. When all of the settings have been entered, click on the OK button on the bottom right corner of the Password Security setting window. If passwords were entered for either opening or editing of the document, Acrobat will ask for confirmation of the passwords before they are applied to the document. Working with PDF s 28

29 When password verification has been entered and accepted, Acrobat will re-open the Document Properties window and display the Security tab. Even after adding security, the Document Restrictions Summary section has not updated to show the new security that was added. In the middle of the screen, there is a notice that says the automatic saving of the document has been disabled because security settings have been changed. In order for the security settings to take effect, the document must be saved. Click OK on the bottom of the screen and make sure to save the document by clicking on the Save icon in the toolbar, or by going to File, Save As to ensure the security settings are accepted. Working with PDF s 29

30 Once the document has been saved, a padlock icon will display in the upper left corner of the Navigation Panes that indicates security has been applied to the document. To verify the security, click on the Padlock, which will display a shortened version of the security that is applied. To view the exact security options that are applied, or to change any security options, click on the Permission Details link. The Permission Details link will open the Document Properties window, which will now display the updated document restrictions on the bottom of the window. To make any changes to the document security, click on the Change Settings button. Working with PDF s 30