External PDF User Guide for Adobe Acrobat X

ACCESS EXTERNAL

TRAINING GUIDE

WORKING WITH PDF DOCUMENTS

Adobe 10.x

VERSION 3.0

Release Date: 03/28/2014

ACCESS Project Training Team

Instructional Designer/Trainer: Sriniketh Narasimhan

Training Technical Support: Bhanu Kommula and Neeraj Parikh

Revision History

Version No.

Date

Originator

Change Description

1.0

6/13/2012

Mathew Jordan

Initial Creation

2.0

2/13/2014

Sriniketh

Narasimhan

Updated document

in preparation for

Release 3

2.5

2/26/2014

Sriniketh

Narasimhan

Added lots of new

sections, removed

table of figures

3.0

3/28/2014

Sriniketh

Narasimhan

Implemented

comments received

during review

Table of Contents

ACCESS Project Training Team ...................................................................................................................... 2

Revision History ............................................................................................................................................ 2

Creating a PDF ............................................................................................................................................... 4

Enable options to show up under Tools ....................................................................................................... 4

Turning a Scanned Image into a Full-Text Searchable PDF Document ......................................................... 5

Compressing a PDF Document ...................................................................................................................... 6

Splitting a PDF Document ............................................................................................................................. 7

Merging PDF Documents .............................................................................................................................. 7

Inserting Pages .............................................................................................................................................. 8

Deleting Pages from a PDF Document .......................................................................................................... 9

Replace a page with scanned signature page ............................................................................................... 9

Extracting pages from a PDF Document ..................................................................................................... 10

Steps to check and remove comments in PDF Document .......................................................................... 12

Blend PDF Comments in PDF ...................................................................................................................... 13

Add Text in PDF File .................................................................................................................................... 13

Convert PDF to Word File ........................................................................................................................... 14

Create a Bookmark...................................................................................................................................... 15

To open a password protected PDF file ...................................................................................................... 15

To remove the password from a PDF file.................................................................................................... 16

Add Watermark ........................................................................................................................................... 17

Open PDF within Internet Brower or open in Adobe Acrobat or Adobe Reader ....................................... 18

Miscellaneous Items ................................................................................................................................... 19

More References and Videos: ..................................................................................................................... 20

Preparing a PDF Document for Electronic

Submission

Creating a PDF

There are two options for creating a PDF file: 1) Creating the document from an

application (i.e., Microsoft Word) or, 2) scanning a printed document. We recommend

creating the document from an application.

Save As Adobe PDF

Open the document from an application such as Word

Choose File > Save As > Adobe PDF

Provide file name and location and click Save

Print as PDF

Open the document in its native application, such as Word;

Go to the Print window

Select “Adobe PDF” from the choices of printers

Click OK

Provide file name and location and click Save

Note: Both of these options will give you a fully searchable and fully compressed file. It will be crisp and

clean and ready for upload (given that it is under the file size maximums).

Scan paper documents as PDF

Scan paper documents using a scanner and choose PDF as the output format. Choose

searchable PDF option if your scanner provides this option.

Enable options to show up under Tools

To follow the instructions provided in this document, few options under Tools may need to

be enabled. In the upper right corner click drop down button and select first 7 options.

Turning a Scanned Image into a Full-Text Searchable

PDF Document

This step is frequently referred to as “OCRing a Document”. OCR is the abbreviation for

Optical Character Recognition.

Once you have scanned your document, open the PDF file in Adobe.

In the upper right corner, select Tools->Recognize Text->In This File

You will see this dialog box:

To retain the same file size as source file:

Click Edit to ensure that PDF Output Style is “Searchable Image (Exact)”.

To reduce the file size while OCRing:

Click Edit to ensure that PDF Output Style is “Searchable Image” and that Downsample is

300 dpi (or, Low). Verify the quality of the PDF file i.e. text is readable.

Once this process completes, which will take a few seconds per page, Save your file. (Note:

If one page of the document is already searchable, it will assume the entire document is searchable. In

a case such as this, you’ll need to select “Pages” options in the OCR Dialog Box such as Current Page or

From Page x to x to OCR specific pages.

)

Compressing a PDF Document

When you have created a document by Printing to PDF or Saving as PDF, you will have a

compressed document that does not require this step. However, if it is still bigger than

4MB for a PDF file, you may need to take advantage of Splitting a PDF Document, below.

This step is generally associated with documents that have been scanned and manually

made searchable by OCRing the document (see above).

To compress using the Print to PDF method

Open the PDF document in Adobe.

Select File > Print

Select Adobe PDF from the printer options.

Click OK and Save your file.

This method will create a new PDF file that will be searchable, and may be in a smaller size.

To compress using the Reduce File Size option

Open the PDF document in Adobe

Select File>Save As>Reduced Size PDF.

Choose Retain Existing when presented with the Reduce File Size Dialog Box, Click OK and

Save your file.

Note: Check for quality of the created PDF file. i.e. text is readable.

Splitting a PDF Document

Open PDF File in Adobe Acrobat.

Click on Tools from right side

Pages->Select File Size->4 MB->edit Output Options as needed->click OK

Merging PDF Documents

In some instances, you may have multiple PDF files that need to be combined to make one

submission. Arranging this is quite easy.

Ensure that all of the files you want are in one folder, or all on your desktop. You will be

“grabbing” them all at once. Encircle the files you want.

With them all highlighted in blue, right click on one of the documents.

Choose “Combine supported files in Acrobat”.

You will get this Combine Files Dialog Box

By clicking on individual files, you may use the Move Up and Move Down buttons to change

the order.

To finish, choose Combine Files, which will create one PDF with all of the PDFs chosen, in

the order in which they appear on the list.

Inserting Pages

The other option to combine PDF files is to Insert Pages.

Begin with your master PDF file open.

Choose Tools>Pages>Insert from File

Choose the file you’d like to insert.

The Insert Pages Dialog Box appears:

Choose where you’d like to add the pages from the secondary file. Be sure to double check

your choice of location and Page!

Deleting Pages from a PDF Document

If you run into trouble Inserting Pages, then it’s also important to know how to Delete

Pages from a PDF File

From your PDF document, choose Tools>Pages from the right side.

Click Delete and give the range of pages to remove.

Once finished, Save your document.

Replace a page with scanned signature page

To replace a page in the PDF document with a scanned signature page follow the steps

below.

From your PDF document, choose Tools>Pages from the right side.

Click Replace, select the replacement file and click Select. Populate page numbers that need

to be removed from Original file and pages numbers to be inserted from Replacement file

and click OK.

Once finished, save your document.

Note: Replace comprises of both insert and delete feature captured in this document. It basically

deletes a page and inserts a page in its place from another document.

Extracting pages from a PDF Document

Option 1:

To extract specific pages from a PDF File.

With your original document open, choose File>Print

Select Printer ->Adobe PDF

You will see the following dialog box:

As identified by the red box, choose to print certain pages. As an example, we may have a

document with 11 pages that we want to extract 2-6 pages. We will put that range in the

Pages portion then click Print.

Choose a name for your new PDF file.

Note: Adobe will not remove those pages from the original file.

Option 2:

Very closely related to Deleting Pages is the ability to Extract Pages. The difference with

Extracted Pages is that Adobe creates a new file out of the Extracted Pages. Therefore, if

you want to create a new document that only holds a portion of the original file; you could

Extract the pages to create a new file.

Note: Adobe will remove those pages from the original file.

Steps to check and remove comments in PDF Document

1. Open PDF document in Adobe Acrobat X

2. Click Comment-> Comments List in the right side

3. All comments in the PDF will be listed. It is preferred that you remove all comments from the

document so that you receive the notification “This document has no comments” highlighted

below. Note: Sometimes PDF may contain comments that are not listed under comments section,

follow below steps to remove comments.

Sample PDF with comments: Sample PDF with NO comments:

If you do not wish to remove the comments, you can blend them in the document by

selecting the Print to PDF option. (NOTE: using comments or text boxes in a document

introduces a risk that the information contained in the comment or hidden by the text

box will be exposed. Do not use text boxes to hide BPI in a public version.)

a. Open PDF File (for multiple parts submission open the source file before splitting) in Adobe

Acrobat

b. File->Print->choose “Adobe PDF” as Printer.

c. Provide a new file name, verify the created document and use newly created file to e-file.

Note: Following this method will blend the comments in newly created PDF and may change the

file size. Sometimes file size can be doubled, it is recommended to remove all unwanted

comments before using this option.

Blend PDF Comments in PDF

a. Open PDF File (for multiple parts submission open the source file before splitting) in Adobe

Acrobat

b. File->Print->choose “Adobe PDF” as Printer.

d. Provide a new file name, verify the created document and use newly created file to e-file.

Note: Following this method will blend the comments in newly created PDF and may change the

file size.

Add Text in PDF File

To add a text to existing PDF file.

Open PDF file in Adobe Acrobat.

In the upper right corner, select Tools->Content->Add or Edit Text Box.

Once necessary text is added remember to blend in the text with the PDF using the steps listed

in “Blend PDF comments in PDF”

Convert PDF to Word File

It is preferred to use the source Word document to make edits, if you happen to only have

PDF document e.g. Questionnaire, using the below option may be helpful.

Open PDF File in Adobe Acrobat.

File->Save As->Microsoft Word->Word Document

Provide file name and location and click Save.

Note: Images, tables and table of contents may not get converted correctly and may need

some additional edits.

Create a Bookmark

1. Open the page where you want the bookmark to link to, and adjust the view settings.

Use the Select tool to create the bookmark:

 To bookmark a single image, click on the image, or draw a rectangle around the

image.

 To bookmark text, select required text. The selected text becomes the label of

the new bookmark. You can edit the label.

3. Right click and select Add Bookmark. Type or edit the name of the new bookmark.

4. Click in the left side of adobe acrobat ad choose the bookmark to navigate to

required portion of PDF.

To open a password protected PDF file

1. Save the file in desired location.

2. Double click on the file to open it in Adobe Reader, Adobe Acrobat or similar PDF reader.

3. The application will prompt you to enter the password. Enter your 4 digit PIN as

password.

To remove the password from a PDF file

1. Save the file in desired location.

2. Open in Adobe Acrobat or similar application.

3. Application will prompt to you enter the password. Enter your 4 digit PIN followed by “$”

as password, example 4567$.

4. In Adobe Acrobat click File->Properties->Security Tab. If you are using a similar program,

refer to the program’s instructions for password removal.

1. Select “No Security” for Security Method and click OK.

2. Click OK to remove security from the PDF document.

3. Save the file.

Add Watermark

Open PDF File in Adobe Acrobat.

In the upper right corner, select Tools->Edit Page Design->Watermark->Add Watermark

Enter required text to appear in each page in Text box, select required font size, type and

color of watermark,

Under Position->Vertical Distance->0.4 inches or above so that it does not interfere with

ACCESS watermark, Select Top

Select required Horizontal Distance

Click Ok->Save your file.

Once necessary watermark is added to preserve watermark it is preferred to blend watermark

with the PDF using the steps listed in “Blend PDF Comments in PDF”.

Same settings can be applied to multiple files by selecting “Apply to Multiple” button.

Settings can be saved for future use by clicking “Save Settings”.

Open PDF within Internet Brower or open in Adobe

Acrobat or Adobe Reader

If you prefer to change the way PDF either open in Internet Browser or open in its native

application i.e. Adobe Acrobat or Adobe Reader follow below given steps.

In Adobe Acrobat select Edit->Preferences->Internet->Select or Unselect Display PDF in browser

option.

Miscellaneous Items

• To navigate up and down press corresponding button.

• To navigate to a specific page enter the page number in the box and click enter.

• Use arrow for selecting text or image

• Select hand to navigate between pages.

• Use -/+ to either zoom out or Zoom in.