Public Service Dossier PDF Development Tips Presenter: Brenda Rodgers April 11 th, 2012 Contributors: Brenda Rodgers, Marcie Simpson Jeff Buckley, Angela Rowell, Joann Milam
Objectives Overview of documents required for the final Dossier PDFs Overview of document processing/management for dossier development Identify general software and hardware needs Identify software technical skills requiring further independent investigation on the part of the participant, i.e. using Help feature
Objectives Provide basic tips on PowerPoint and Publisher Provide basic instruction on how to use Adobe Acrobat, i.e. merging multiple PDFs, moving, inserting, deleting pages, and saving files Provide best practices for scanning documents, photos, etc.
Things to Remember! Organizing and structure your files and folders Consider creating a working PDF for each section (A, B, C, D1, D2, E, F) then combine PDFs at the end You will have to make edits plan a strategy for scanning, organizing, saving, etc. Remember Drag-n-Drop Use Save As
Things to Remember! Get to know your scanner, pc, and software before you feel the crunch test Think of Acrobat as a printer not a place to edit Use the Help feature in the software application
Required Files for Accepted Dossiers File #1 Table of Contents A = Cover Letter - Probably a pdf B = Vitae - Word document C = Job Description - Word document File #2 D1 = Accomplishment Text Word document D2 = Support Material PowerPoint or Publisher E = Evaluation Letters PDFs from Scans F = Forms & Summary Word documents & PDF scans Jump
Required Files for Mini Dossiers Cover Page - Table of Contents - B = Vitae - C = Job Description - D1 = Accomplishment Text - Jump
File #1 A, B, C Table of Contents A Cover Letter Scan to PDF File #1 B Vitae C Job Description
File #2 D1, D2, E, F D1 Accomplishment Text E Evaluation Letters File #2 D2 Support Material Word documents Hard copies scan to PDF E Forms and Summary
Create a Folder Structure Based on Sections Legend Blue File Folders Green Current files Black old versions of current files Organize files in a way that allow for the easy retrieval and identification of the current version
Saving File Versions Name your vitae file with the year Ex. Simpson_vitae2012.docx Prior to making changes to this file, rename with the date, save in Vitae Archive folder Ex. Simpson_vitae2012_Feb092012.docx Ex. Simpson_vitae2012_March192012.docx Make all changes to your original vitae file
Page Limit on Section D REMEMBER You are limited to 30 pages for Section D1 and D2 combined.
Table of Contents Your choice as to how you set it up, our suggestion is to Base Table of Contents on sections (A, B, C, D1, D2, E, F) Use page divider tabs that correlate to your Table of Contents Create Bookmarks in Acrobat based on Table of Contents
Table of Contents Using Word Word can automatically create a Table of Contents based on Paragraph Style headings Excellent Table of Contents Video
Microsoft Office Help Get familiar with the Software Online training for Microsoft Office Suite
Managing Support Materials Use either PowerPoint or Publisher to manage Supporting Materials PowerPoint Publisher Convert to PDF
Scanning Supporting Materials Recommended scan settings If the document includes only black text and black and white (line) art, scan at Black and White at 300dpi. If the document includes any pictures or grey scale graphics scan at Full color at 150 dpi. Scan supporting materials as.jpg files cleaner, easier sizing, and easier insertion Note: Documents such as Cover Letter and Evaluation Letters should be scanned directly to PDF from within Acrobat
Scanning Supporting Materials Create folders for items scanned Scan items in by topic/event Ex. Diabetes; Wellness; Survivor Kids Camp Use PowerPoint Photo Album to pull scanned items in folder into PowerPoint See PowerPoint section for more information
Change the page setup PowerPoint Tips Portrait (default is Landscape, you must change this) Letter Paper (8 ½ x 11) Use the Insert Ribbon Text Box can have borders Picture can have borders Table Screenshot Shapes Photo Album
PowerPoint Tips You can merge multiple PowerPoint files Text boxes and pictures can have borders Use PowerPoint s guidelines to line up boxes & graphics You can micro-move a selected item by holding down Ctrl and using arrow keys
PowerPoint Tips THE BIG ONE! You can drag a closed PPT file into an open PDF and it will convert the PPT and add the pages
PowerPoint Page Setup Change orientation to Portrait Change Slides sized for: to Letter Paper
PowerPoint Insert Ribbon Text Box use to add text anywhere on the slide; can have borders Picture opens box to select pictures to insert Table easy way to insert a table on slide Screenshot gets a picture of any open window Shapes arrows, boxes, etc.
PowerPoint Photo Album Choose multiple pictures at a time to insert with the same characteristics Layout choose up to 4 pictures per slide, with or without title Frame shape rectangle, black frames, white frames, etc. Captions for ALL pictures
PowerPoint Photo Album Example Page You can size and move the pictures You can add more pictures You can add Text Boxes for comments and numbers You can save album ppt and merge with other ppts You can drag-n-drop slides to another presentation
Example of Supporting Materials Layout Section is identified Items are numbered to correlate to information box
PowerPoint - Drag-n-Drop Slides from Multiple Files
PowerPoint Merge Multiple Presentations Click Compare and select the other ppt for merging Click box to have slides inserted Save merged ppt
PowerPoint Helpful Links What s new in PowerPoint 2010 Microsoft Office PowerPoint - http://tinyurl.com/797scrg Working with separate PowerPoint presentations (video demo) Drag-n-drop slides between presentations Organize slides into Sections for easier management (video demo) Merge presentations
Change the page setup Publisher Tips Portrait is default Letter Paper (8 ½ x 11) is default Margins - if necessary Start Blank page versus a template Use the Insert Ribbon Text Box can have borders Picture can have borders Table Shapes Use the Guides to assist with layouts
Publisher Tips THE BIG ONE! You can drag a closed PUB file into an open PDF and it will convert the PUB and add the pages
Publisher Page Setup Orientation should be Portrait Size should be Letter (8 ½ x 11) Margins can be what you want
Publisher - Insert Ribbon The tools on the Publisher Insert Ribbon function the same as the PowerPoint Ribbon Text Box use to add text anywhere on the slide; can have borders Picture opens box to select pictures to insert Table easy way to insert a table on slide Shapes arrows, boxes, etc.
Publisher - Guides Guides are built in ruler guides that assist with layouts You can create your own guide lines
Publisher Helpful Links Microsoft Office Publisher Help http://office.microsoft.com/en-us/publisher-help/
Acrobat Tips Convert Word, PowerPoint, Publisher, Excel to a PDF using native application Inserting pages Moving pages Deleting pages Extracting pages Scanning to pdf
Acrobat Tips PDF from Clipboard Adding Comments Creating Bookmarks Should match Table of Contents Merging multiple PDFs Page numbering the pdf Compress the file size of the final pdfs
Required PDF Files Remember You will have 2 PDF files, File #1, File #2 Be sure to think in terms of separate files and separate sections within the separate files
Converting Files to PDF Using Microsoft Office Easiest Method Within application (Word, PowerPoint, etc) choose Save As and choose PDF as the type
Converting File to PDF Using Acrobat Within Adobe Choose File > Create PDF > From File
Acrobat Pages View Very Important!! Use Pages view to work with PDF Click to expand and collapse Pages view
Insert Pages from File Using Drag-n-Drop You can drag any Microsoft Office file that is closed to an open PDF and the file will be converted and inserted wherever you drop it
Insert Pages Using Drag-n-Drop Example Notice Word Icon and Blue Bar where item will be placed.
Inserting Pages from Open PDF Files Copying page(s) from one PDF to another PDF without using the Insert Function Have both PDF files open; ideally you can see both file s pages view Select the page(s) you want to copy Drag the page(s) to the location you want them to reside in the destination PDF That s it! You now have a copy of those pages in another PDF
Inserting Pages from Open PDF Files Example
Inserting Pages from File Open PDF that you want to insert pages into Select Document > Insert Pages, OR Using Menu Use Options drop down menu in Pages View
Inserting Pages from File Using Menu Select file to be inserted, can be PDF, Word, PowerPoint, Publisher, etc. Change File of Type to All Files Select the location for the files to be inserted Before/After a specific slide First or Last
Inserting Pages from File Using Menu Example On Left pre-insertion On Right after inserting file after page 2
Moving Pages within Current PDF Within the current PDF Using Pages view, select the page(s) you want to move and drag to the new location Blue bar indicates where pages will be moved blue bar
Deleting Pages Using Delete Key From the Pages view Highlight the page(s) you want to delete Use Ctrl key to select multiple pages Press your Delete key Confirm deletion
Extracting Pages If you want to keep the page(s) in the current PDF, but you want a separate PDF of those page(s), select Extract to File ONLY If you want to delete the page(s) from the current PDF, and you want to keep the page(s) you are extracting, select Extract to File AND Delete Pages After Extracting
Extracting Pages From the Pages view Select the page(s) you want to Extract Click the Options drop down Select Extract Pages
Extracting Pages You will get the Extract Pages option box Refer back to slide explaining options Here we are choosing to delete the pages from the current PDF and create a new PDF with the pages
When choosing to Extract to File, you will receive this box to select the location you want the new PDF to live Extracting Pages
Scanning Supporting Materials Recommended scan settings If the document includes only black text and black and white (line) art, scan at Black and White at 300dpi. If the document includes any pictures or grey scale graphics scan at Full color at 150 dpi.
Scanning to PDF within Acrobat Scan files into pdf and save; then you can use the drag-n-drop method to copy pages to another PDF Do not scan items to PDF that will need resized or manipulated Once scan is complete, it will open the pdf as untitled.pdf, you may need to Rotate the page(s) to have the image(s) correct
Scanning to PDF Configuring the Presets Configuring the Presets will save you from changing settings each time you want to scan
Scanning to PDF Using Custom Option Custom Scanning lets you choose each time what you want the settings to be You can append to an existing PDF file or create a new one
Click Create button or File > Create PDF Select PDF from Scanner Choose type of scan Choose to scan more pages Scanning to PDF with Acrobat
Create PDF from Clipboard Copy any data in any file and create a PDF from copy Highlight and copy information from a file Can be Word, PowerPoint,.JPG Open Acrobat and select Create > PDF from clipboard This will create a new Untitled.pdf file You can now use the Drag-n- Drop method to get the new pages to your existing PDF
Adding Comments to PDF Comment boxes can be added to PDFs BUT We recommend that you create your comments and item numbers within PowerPoint or Publisher Easier to move and manipulate
Using Bookmarks Highly recommended that you use Bookmarks in your PDF file Bookmarks allow reviewers to quickly jump to a specific location in the PDF Align Bookmarks with Table of Contents, which should be aligned with Sections (A, B, C, D1, D2, E, F)
Creating Bookmarks Select the page in Pages view where you want the Bookmark to go to In Pages view, click the Bookmarks icon to expand Bookmarks view
Creating Bookmarks Click the Create New Bookmark icon Name the Bookmark to correlate with Table of Contents Drag the Bookmark to move it up or down in the bookmark listings
Editing Bookmarks To edit the bookmark, Right Click on the bookmark You can Rename Set Destination Change what actions occur when bookmark is clicked Delete
Nesting Bookmarks Nesting bookmarks breaks Sections down Highlight bookmarks to nest Drag to parent bookmark and slightly right to nest Black line should be indented like picture Black Line
Nesting Bookmarks Example Notice all bookmarks are nested under Dossier Expand and collapse by clicking + or -
Display Bookmarks Panel Automatically Display Bookmarks panel automatically so reviewers can easily utilize bookmarks Select File > Properties
Display Bookmarks Panel Automatically Click Initial View tab Click Navigation tab drop-down arrow Select Bookmarks Panel and Page When the PDF is opened, the Bookmarks Panel will automatically be open
Merging PDF Files Using Menu Options You can merge multiple PDF files at one time The files can be open or closed
Merging PDF Files Using Menu Options You can move the files up or down so pages will insert in desired location
You can choose individual pages from a file Merging PDF Files Using Menu Options
Merging PDF Files Using Menu Options Click Combine Files Name newly combined files
Merging PDF Files Using Drag-n-Drop REMEMBER You must be in Pages view You can drag a closed PDF file into an open PDF and it will add the pages You can have 2 open PDF files and easily drag pages between the files using the Pages view
Page Numbering the PDF Do Not assign page numbers outside Acrobat No page numbering in Word, PowerPoint, Publisher All page numbering should be done within Acrobat using the Header/Footer feature If you add or delete pages from the file, you must go back and Update the header/footer Start Page Numbering after Cover Page, Table of Contents, and Cover Letter
Page Numbering the PDF Select Font Location of number Page Range (start and end numbering)
Update Page Numbering after Adding or Removing Pages You MUST update header/footer to make changes to page numbering Remember to adjust Page Range if needed
What Page Am I On? This says 6 You are on the 6 th page of 24 pages, and since we started our Page Numbering at page 3, we are on numbered page 4 This says 4
Compressing the Final PDFs Select Document menu Then Reduce File Size..
Compressing the Final PDF You must select what versions of Acrobat that will be able to view your PDFs Please select Acrobat 8.0 and later Click ok or Apply to Multiple
Compressing Multiple PDFs After clicking Apply to Multiple Click Add Files Choose between closed or open files Click Ok and the compression will be applied to all files at One Time
Adobe Links Creating Bookmarks http://www.sokolconsulting.com/swf/abt_bkmks/index. htm
Things to Remember! Organizing and structure your files and folders Consider creating a working PDF for each section (A, B, C, D1, D2, E, F) then combine PDFs at the end into File #1 and File #2 You will have to make edits plan strategy for scanning, organizing, saving, etc. Remember Drag-n-Drop Use Save As
Things to Remember! Get to know your scanner, pc, and software before you feel the crunch Think of Acrobat as a printer not a place to edit Use the Help feature in the software application
Questions?