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TRANSCRIPT
PDF Tips and Tricks for Business
Professionals
Presented By:
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mail: P.O. Box 509 Eau Claire, WI 54702-0509 • telephone: 866-352-9539 • fax: 715-833-3953email: [email protected] • website: www.lorman.com • seminar id: 399953
Jeffrey S. KrauseAffinity Consulting Group
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PDF Tips and Tricks for Business Professionals
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mail: P.O. Box 509 Eau Claire, WI 54702-0509 • telephone: 866-352-9539 • fax: 715-833-3953email: [email protected] • website: www.lorman.com • seminar id: 399953
Prepared By:Jeffrey S. Krause
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PDF Tips and Tricksfor Business Professionals
Jeffrey S. Krause, Esq.Affinity Consulting Group
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INTRODUCTIONWHY PDF?
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Portable
Document
Format
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• Why?– PDF captures all elements of a printed
document as an electronic image
– Reading them was always free
– In 2008, Adobe:
• Released as an open standard to ISO
• Released public patent
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Long Term Digital Storage
• Why?– Difficult to alter
– Original contents preserved
– Contents can be read and searched
– Once the format caught on, it was difficult to stop
• Powerful – Flexible - Convenient
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“Official” Format
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• PDF/A– Type of PDF for long term storage– All information & fonts embedded– Some courts starting to require– Easy to create
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Powerful
You Can Create Fillable Forms
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Powerful
5
Easy to create & combine
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Powerful
They contain searchable text (so you can find them again)
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Powerful
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Great for negotiating instruments (full annotation tools)
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Powerful
• Image only PDFs– Just an image of original– Cannot be searched for text– Default type of PDF from SCANNERS
• Searchable PDFs– Layer of searchable text behind image– Text searchable
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Flexible
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You can lock them down
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Flexible
• Electronic files (Word, WordPerfect, Excel, etc.)
• Digital photographs (.jpg files)• Paper documents• Web pages• Email• Something you’ve copied
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Flexible
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No one ever says: “I can’t open that file you sent me!”
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Convenient
Great for Collaboration
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Convenient
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• Perfect for Electronic Correspondence – You know exactly what you sent them
– If you send a Word Processor file you just never know what changes someone might make
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Convenient
CHOOSING A PDF APPLICATION
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10
• Adobe Acrobat DC Professional – $429 or $180/yr• Adobe Acrobat DC Standard - $279 or $156/yr• Foxit Phantom PDF for Business - $129• Foxit Phantom PDF Standard -$95• Nuance Power PDF Advanced - $150• Nuance Power PDF Standard - $100• Nitro PDF Professional - $160• Cute PDF - $50• PDF995 - free• PDFCreator - free• Word & WordPerfect - free
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Tools for Creating PDFs
• Reader – Free tool for viewing and printing PDFs
• Standard – Powerful tool that creates PDFs with many options ($279 or $156/yr)
• Pro – Very powerful tool with industry specific options ($429 or $180/yr)
Understanding Acrobat Editions
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• DC = Document Cloud so ability to share• Fill and sign forms• Touch friendly• Better apps for iOS, Android & Windows
phone• Better editing
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What’s New With Acrobat DC
• Standard ($109) or Business ($139)• A lot of functionality for the price
– Edit– Markup– OCR
• Easy to use• Business version required for PDF/A
compliance checking
Foxit PhantomPDF
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• Standard ($100) or Advanced ($150)• Versions are roughly equivalent to
Acrobat Standard and Pro• Advanced required for PDF/A
compliance checking
Nuance Power PDF
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• Writer Version (FREE)• Professional version ($50.00)• Has everything you need for basic PDF
conversion from Word, etc.• Lacks a few of the more advanced PDF
creation options
CutePDF
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• Personal ($160) or Business (varies) have the same features
• Contains almost all of the features found in Acrobat
Nitro PDF
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• When comparing other PDF products to Acrobat why wouldn’t you just spend less?
• Review the feature list carefully• Consider integrations and add-ins
Is There a Downside?
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TYPES OF PDFS
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• Image only PDFs– Simply an image of original– Cannot be searched for text– Default type of PDF from SCANNERS
• Smaller file size• Perfect for archiving and preservation
Image Only PDF
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• Searchable PDFs– Layer of searchable text behind image– Text searchable
• Extremely powerful– Indispensable for anything beyond simple
preservation
Text Searchable PDF
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Click anywhere within the document.
If the entire document turns blue, it is NOTsearchable
If you can highlight text, it is
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Text Recognition (OCR)
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• You can always OCR a single PDF manually with Recognize Text (more on this later)
OR, you can
• OCR while scanning• Batch OCR with Acrobat• Use an automatic background OCR tool
How to OCR
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• Tools that monitor your PDFs and automatically OCR them immediately or on a schedule
• Symphony OCR from Trumpet Inc.
• Content Crawler from DocsCorp
Automatic OCR Tools
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CREATING PDFS
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File menu Save As
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PDFs Using Word Only
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• Click File Print then choose the Adobe PDF printer
• Choose folder and file name
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PDFs Using Print Driver
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PDFs Using Word
• Use the Acrobat Tab and Ribbon in Word
• Automatically converts advanced Word functions– Heading Styles– Hyperlinks– Bookmarks
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• Capture individual emails or entire folders
• Attachments are included• After you’ve started an email archive,
you can add subsequent emails to it
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PDFs Using Outlook Integration
Automatic Archival– Doesn’t delete
the emails– Set it to occur at
any interval– New emails are
added to the same PDF automatically
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PDFs Using Outlook Integration
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• Acrobat 9 is compatible with MS Office 2003 & 2007
• Acrobat X is compatible with MS Office 2003, 2007 & 2010
• Acrobat XI is compatible with MS Office 2003, 2007, 2010 & 2013
• Acrobat DC is compatible with every version
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MS Office/Acrobat Integration
Create from:– Single file– Scanner– Web page (results vary)– Clipboard image
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Create PDFs from Acrobat
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• Scan directly to PDF (always)• OCR at the time of scanning (optional)
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Scanners
WORKING WITH PDF
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Acrobat X & XI Acrobat DC
Batch Conversion42
Making PDFs Searchable
Once the PDF is searchable, select, copy and paste
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Copying Text Out of a PDF
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Save as Word file from Acrobat
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Copying Text Out of a PDF
• In Acrobat X: Tools Content Add or Edit Text Box
• In Acrobat XI: Tools Content Editing Add Text
• In Acrobat DC: Edit PDF Add Text
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Typewriter Tool
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Requirements:– Acrobat Standard or Pro– Acrobat Viewer if PDF is
Reader Extended
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Comments and Markup
New stuff:– Attach file– Record audio
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Comments and Markup
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Printing Annotations
View menu Compare
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Compare PDFs (Pro Only)
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• Flattening means to make your annotations non editable
• Two methods:– Re-print to PDF– Add menu item in Acrobat 9 by reading
http://tinyurl.com/2eld56u – Add menu item in Acrobat X/XI/DC by
reading http://tinyurl.com/4rvyy4k
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“Flattening” a PDF
If you create one long PDF, use bookmarks (discussed next)
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Combining PDFs
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Create Smaller Files Initially– Click File Print from Word, etc.– Click Properties– Adobe PDF
Settings– Smallest file
size– Also make it
B&W rather thancolor
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Reducing and Combining
Shrink file size of existing PDF– Acrobat X: File menu Save As
Reduced Size PDF– Acrobat XI/XI/DC: File menu Save As
Other Reduced Size PDF
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Reducing and Combining
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Optimizing Scanned PDFs
– X/XI: File Save As (Other) Optimized PDF
– DC: Optimize PDF
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Reducing and Combining
• Splitting large files• Other manipulations
– Insert– Extract– Replace– Delete
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Reducing and Combining
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• Open navigation pane automatically• Click File Properties Initial View tab
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Bookmarks and Links
Creating Bookmarks– Open the bookmark pane
– Position your cursor
– Ctrl+B & name the bookmark
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Bookmarks and Links
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• Select the text you want to link• Right click and choose Create Link• Place your cursor where you want to
establish the link• Click Set Link
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Creating Hyperlinks
Ideas for this:– Client intake forms– Expense reimbursement forms – Court/Government forms not already fillable
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Creating Fillable Forms
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Steps: – Draft form in Word or scan existing form– X/XI: Tools Forms menu Create– DC: Prepare Form
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Creating Fillable Forms
X/XI: Tools Pages WatermarkDC: Edit PDF Watermark
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Watermarks
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Redaction (yes, it’s really gone)– Make a copy!!– X/XI: Tools Protection– DC: Redact
• Don’t mess this up if you have ethical obligations related to your profession
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Redaction
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Bates Numbering
Acrobat X/XI
Acrobat DC
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PDF SECURITY
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If You Don’t Lock Your PDFs, They’re Easily Editable
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PDF Security
Acrobat 8 & 9
Acrobat X/XI
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Password v Certificate Encryption– Certificate is better but requires all parties to
have Digital IDs
– Digital IDs can be acquired from Certificate Authorities (like Verisign)
– Digital ID – public & private “key”
• Public used to lock or encrypt• Private used to unlock or decrypt
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PDF Security
NOTE: Passwords may be circumvented
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PDF Security
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• PDFs do have metadata; but you can clean them
• Ver X/XI: Tools Protection Remove Hidden Content
• DC: Redact Remove Hidden Content
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Eliminate PDF Hidden Content
You can get rid of:– Metadata– File attachments– Annotations & comments– Form field logic– Hidden text– Hidden layers– Bookmarks– Embedded search index– Deleted pages or images
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Eliminate PDF Hidden Content
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Notes
