Adobe Acrobat DC for Legal Professionals - Quick Reference Guide

Transcription

1 Adobe Acrobat DC for Legal Professionals - Quick Reference Guide Adobe Acrobat is an important tool in the legal field giving you the ability to create, view, and edit PDF (portable document format) documents. PDF documents play a major role in electronic filing, retrieval, and publishing of legal documents. They can help reduce your dependence on paper documents to become better organized and more efficient. The Adobe Acrobat Reader DC version is free; go to and install it. Note the free Reader has limited functionality. While it allows you to read, navigate, and view PDF documents; it provides very limited editing and other features. The Adobe Acrobat Pro DC version, on the other hand, available through a paid subscription to Adobe, allows you create and edit text and images within a PDF document. In addition, you can add Bookmarks, Redact portions of a document, Organize and Manipulate pages, add Bates Numbering, insert Headers and Footers, add watermarks, export PDF to other file formats, combine multiple documents into a single PDF, protect documents and more. DC stands for Document Cloud; you can now store PDF documents in the cloud (internet storage for retrieval on multiple devices) This quick reference guide highlights common commands found in both the Adobe Acrobat Reader and Pro versions. Table of Contents Part 1 Adobe Acrobat Reader DC... 2 Part 2 Adobe Acrobat Pro DC cbrody@outlook.com Page 1

2 Part 1 Adobe Acrobat Reader DC 1. Open the document to convert in Word. 2. Click File, Save as 3. Select File Location and specify a Filename 4. Choose the File Format PDF Save as type PDF 5. Click Save Create a PDF document in Microsoft Word 1. Start Adobe Acrobat Reader DC 2. Click Tools Save documents as PDF from Adobe Acrobat Reader 3. Click Create PDF 4. Click Select Files to Convert to PDF, then select the file or files 5. Click Convert to PDF 6. After Conversion takes place, click Open cbrody@outlook.com Page 2

3 7. Then File Save As needed. You can save files to your local drive or to the Document Cloud, Adobe s internet storage location. Note: You maybe required to open an account subscription with Adobe to run this comand within Reader. Opening and Navigating a PDF in Adobe Acrobat READER 1. Start Adobe Acrobat Reader Pro 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 as Document Cloud. Shortcut: double click on your PDF document from Windows File Explorer or MAC Finder 2. Run one of these Navigation commands to move to your desired location within the PDF document. Navigation Command Click the Navigation Pane on the left, then click the Thumbnail icon (first icon), scroll, then click on a page Result Move directly to a page quickly cbrody@outlook.com Page 3

4 Click the Bookmark icon on the left in the Navigaton Pane, (2 nd icon) then click a Bookmark link Moves directly to a bookmarked location within a PDF (to create a new bookmark, you need to use Adobe Acrobat Pro) Find tool: click icon then type a word or phrase then click Next Click one of the Navigation Toolbar icons: Finds a specific word or phrase and moves right to it. 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. Changing the Page View in Adobe Acrobat READER 1. Open the PDF document. 2. Click one of the Page Display icons To see all Page Display Tools, right click one of these icons, point to show page display tools, then click Show All Page Display tools Here is a description of the standard icons: Page Display Result A tool to select images or text The Hand tool allow you to click and drag to different locations (pan to different locations) Various buttons to control zooming in and out Misc. Page size and viewing controls (click each one to see the result) cbrody@outlook.com Page 4

5 1. Open the PDF document. Annotate a PDF with comments (sticky note tool) 2. On the right hand side from the 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 and add comment text. 5. Click in another location to remove the sticky note comment box. Point to the sticky note to see the content cbrody@outlook.com Page 5

6 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 comment can be searched, sorted, filtered and deleted comment from this area. Save the PDF file to save the comments inserted. cbrody@outlook.com Page 6

7 Electronically Sign Documents 1. Open the PDF document to fill and electronically sign. 2. On the right hand side, 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 and even fill in text. Related Notes: Click the add text icon,, to type text. Click a symbol to insert as needed; then positon the cursor and click to insert it Click the Sign icon, then add signature, to add a signature, then move and click to insert it. Initially when you click the Add Signature button, you can draw your name or select from a predefined formatted signature set then type your signature in that font (see picture) ; click the Apply button then position the signature and click to insert. cbrody@outlook.com Page 7

8 Part 2 Adobe Acrobat Pro DC Convert documents to PDF from Word, scanned documents and other sources 1. Start Adobe Acrobat Pro DC 2. Click File. 3. Point to Create 4. Select either a. PDF from file: Select file, click Open b. PDF from Scanner: Set Scanner parameters, click Scan c. PDF from Web Page: type web page URL, click Create d. PDF from Clipboard (assuming you have copied some text or image into the clipboard first) Use Acrobat PRO to Export PDF as MS Office documents 1. Open the Adobe Acrobat file to export. 2. Click File 3. Point to Export to 4. Select one of the MS Office programs such as Word, Excel or PowerPoint 5. Enter a filename then click Save. cbrody@outlook.com Page 8

9 To Search then create a Bookmark within Adobe PRO 1. Click File Open, select the Adobe Acrobat document to search and add a bookmark to, then click Open. 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 (middle of 3 icons on the far left) then click the New Bookmark icon, cbrody@outlook.com Page 9

10 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 icon then 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 ) cbrody@outlook.com Page 10

11 Edit PDF files 1. Click File Open, select the PDF document to open and edit, then click Open. 2. On the right hand side from the list of tools, click Edit PDF Page 11

12 3. Note how the sections are in edit mode with boxes around each section. Note the editing command buttons that appear at the top. Choose one of these buttons to edit the PDF. When done, click the X 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 cbrody@outlook.com Page 12

13 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: To add Headers and Footers to the PDF, click the Header & Footer icon, then click Add cbrody@outlook.com Page 13

14 Make the desired selections regarding Header and Footer content, then choose OK. Similar to header and footer, click the Watermark icon, then Add, then make the desired selections and click OK. Page 14

15 Manipulate pages in a PDF Manipulate pages in Adobe Acrobat PRO DC 1. Open the PDF 2. On the right hand side from the list of tools, click Organize Pages 3. Drag pages around as needed to re position them; click one of the command icons at the top to perform addition manipulation of pages (e.g. Insert blank pages, delete pages, extract a certain range of pages to a new PDF document, replace pages with others etc ) 4. When done organizing pages, to return to the normal mode, click the X at the top right cbrody@outlook.com Page 15

16 Related Notes on Manipulating and Organizing Pages: 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. Use additional command buttons at the top; when done navigating click the X cbrody@outlook.com Page 16

17 Combine Separate Files into a single PDF 1. Click File 2. Point to Create 3. Select Combine Files into a Single PDF 4. Click Add File button, then click Add Files and add the files you want to combine into 1 PDF. again. If needed, you can drag the files around to place them in a new order before combining. 5. Click 6. The new combined file will be called Binder.. you can save it with another name by choosing File Save As. cbrody@outlook.com Page 17

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19 Redaction Editing To Redact portions of your document, close the editing tools with X if needed to restore the standard Tools pane, then click the Redact icon, Click the Mark for Redaction button, choose to redact Text & Images, Pages once marked, choose to Apply your redactions. Protecting PDF document using PRO 1. Open the PDF 2. From the Tools Pane on the right, click the Protect button, 3. To restrict others from editing the PDF, click 4. To add a password click Encrypt, the Encrypt with Password, 5. Follow command prompts as needed to complete the protection steps. cbrody@outlook.com Page 19

20 1. Start Adobe Acrobat DC. 2. Click Tools, Prepare Form Convert a Word Form into a PDF form; add form fields cbrody@outlook.com Page 20

21 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. cbrody@outlook.com Page 21

22 6. When editing is complete, click the Preview button to see how the form would appear to the user when the user fills it in. 7. Click the Edit button when done previewing the form. 8. Save the form as needed. 9. 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 the X to close the Prepare Form mode cbrody@outlook.com Page 22

23 Adobe Acrobat Shortcut Keys Command Shortcut Key (mac key in parenthesis if different) Find Text Move to the first page Move to the last page Control F (Command F Mac) Home (Shift Command up arrow) End (Shift Command down arrow) Goto a specific page Control Shift N (Shift Command N) Next Page Previous Page Right Arrow 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 2016 C. Brody Associates. 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 C. Brody Associates. PHOTOCOPYING WITHOUT AUTHOR CONSENT/AGREEMENT IS STRICTLY PROHIBITE Microsoft Excel is a registered trademark of Microsoft Corporation. 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. C. Brody Associates 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: cbrody@outlook.com cbrody@outlook.com Page 23