Session 803:Session 803:Processing PDF FilesProcessing PDF Files

Gaeir DietrichGaeir DietrichDirector High Tech Center Training Director High Tech Center Training UnitUnit

www.htctu.netwww.htctu.net

OverviewOverview

Explanation of PDFExplanation of PDF Programs that work with PDF filesPrograms that work with PDF files

– Adobe ReaderAdobe Reader– Acrobat ProAcrobat Pro

Processing with Acrobat ProProcessing with Acrobat Pro Processing with OCR ProgramsProcessing with OCR Programs Clean-up in WordClean-up in Word

PDFPDF

Great starting pointGreat starting point– Contains all text and graphicsContains all text and graphics– Easy to generate Word files once Easy to generate Word files once

you learn howyou learn how– Reduces retypingReduces retyping

Excellent format for creating Excellent format for creating large printlarge print

What is a PDF?What is a PDF?

Portable document format (PDF)Portable document format (PDF) Reads the same on any computerReads the same on any computer Looks like the bookLooks like the book Contains all the textContains all the text Easy for publishersEasy for publishers

Types of PDF Types of PDF DocumentsDocuments Text-based PDFText-based PDF

– SearchableSearchable Graphical PDFGraphical PDF

– Picture of text (i.e., a graphic)Picture of text (i.e., a graphic) Use text-selection (I-beam) toolUse text-selection (I-beam) tool

to tell the differenceto tell the difference– Text can be selected; graphics Text can be selected; graphics

cannotcannot

PDFs and PublishersPDFs and Publishers

Easy for publishersEasy for publishers– Even small publishers can create a Even small publishers can create a

PDFPDF Most accurate formatMost accurate format

– Looks like the bookLooks like the book– Includes page numbers and all textIncludes page numbers and all text

Will be completeWill be complete– BUT watch out for teacher’s editionsBUT watch out for teacher’s editions

Security IssuesSecurity Issues

PDF files can be locked in various PDF files can be locked in various waysways

Some files can be read but no Some files can be read but no text extractedtext extracted

If you receive a locked PDF, go If you receive a locked PDF, go back to the publisherback to the publisher

Working with PDF FilesWorking with PDF Files

Native utilities from AdobeNative utilities from Adobe– Adobe ReaderAdobe Reader– Acrobat ProAcrobat Pro

Optical character recognition Optical character recognition (OCR)(OCR)

Free extraction tool: BalabolkaFree extraction tool: Balabolka

Which PDF Software?Which PDF Software?

Adobe ReaderAdobe Reader– FreeFree– Open, view, and read (including TTS)Open, view, and read (including TTS)– www.adobe.com/products/reader/www.adobe.com/products/reader/

Acrobat ProAcrobat Pro– Discounted educational pricingDiscounted educational pricing– Crop pages, delete/combine pages, Crop pages, delete/combine pages,

renumber pages, extract textrenumber pages, extract text– Highly recommended for alternate format Highly recommended for alternate format

producersproducers

Reading Features in Reading Features in Adobe ReaderAdobe Reader Access text-based PDFs within Access text-based PDFs within

ReaderReader Reads aloudReads aloud

– But does not highlight or trackBut does not highlight or track Enlarges textEnlarges text

– Nice reflow featureNice reflow feature Changes text/background colorsChanges text/background colors Text highlighting, sticky notes, and Text highlighting, sticky notes, and

commentscomments

Production Features in Production Features in ReaderReader Really designed for reading, not Really designed for reading, not

reformattingreformatting

Export PDFExport PDF– Subscription service (about Subscription service (about

$20/year)$20/year)– Upload PDF file, service auto-Upload PDF file, service auto-

converts to Word, downloadconverts to Word, download

Process with Acrobat Process with Acrobat ProPro CroppingCropping Enlargement for printingEnlargement for printing TilingTiling Extracting/deleting pagesExtracting/deleting pages Combining/inserting pagesCombining/inserting pages Text extractionText extraction

– Works best with text-based PDFWorks best with text-based PDF

Customize Quick ToolsCustomize Quick Tools

Click on the “gear”Click on the “gear”

View > Show/hide > Toolbar View > Show/hide > Toolbar Items > Quick ToolsItems > Quick Tools

Quick Tools MenuQuick Tools Menu

CustomizeCustomize

Please NotePlease Note

To enable single-key shortcutsTo enable single-key shortcuts– Open Preferences dialog box Ctrl + Open Preferences dialog box Ctrl +

KK– Under General > select Use Single-Under General > select Use Single-

Key Accelerators To Access Tools Key Accelerators To Access Tools (first checkbox under Basic Tools)(first checkbox under Basic Tools)

CroppingCropping

Tools > Pages > CropTools > Pages > Crop

Shortcut: CShortcut: C (Please note: This shortcut brings (Please note: This shortcut brings

up the mouse-driven cropping up the mouse-driven cropping tool—must double click to open tool—must double click to open the dialog box!)the dialog box!)

Crop ToolCrop Tool

Crop ToolboxCrop Toolbox

EnlargingEnlarging

Choose paper size/printerChoose paper size/printer File > Print > Size…to FitFile > Print > Size…to Fit

Shortcut: Ctrl + P (tab through)Shortcut: Ctrl + P (tab through)

Tip: Crop document before Tip: Crop document before enlargingenlarging

Print to FitPrint to Fit

TilingTiling

Choose paper size/printerChoose paper size/printer File > Print > Poster > Tile Scale File > Print > Poster > Tile Scale

and Overlapand Overlap

Shortcut: Ctrl + P (tab through)Shortcut: Ctrl + P (tab through)

Tip: Crop document before tilingTip: Crop document before tiling

Enlarge with TilingEnlarge with Tiling

Extracting PagesExtracting Pages

Tools > Pages > ExtractTools > Pages > Extract

Delete Shortcut: Ctrl + Shift + DDelete Shortcut: Ctrl + Shift + D Extract Pages Shortcut: Alt V + T Extract Pages Shortcut: Alt V + T

+ P (opens Pages pane; F6 + P (opens Pages pane; F6 focuses in pane and can arrow focuses in pane and can arrow down)down)

Extraction ToolExtraction Tool

Tips for Extracting Tips for Extracting ChaptersChapters Crop on complete file before Crop on complete file before

extractingextracting Work on a copy!!!!!Work on a copy!!!!! Extract from end toward front!Extract from end toward front! Use table of contents to helpUse table of contents to help Place focus on first page of chapter Place focus on first page of chapter

to extract (beginning with last)to extract (beginning with last)

Starting from the BackStarting from the Back

CombiningCombining

File > Pages > InsertFile > Pages > Insert

OROR

Create > Combine filesCreate > Combine files

Inserting PagesInserting Pages

Combining PagesCombining Pages

Auto Extracting TextAuto Extracting Text

File > Save As > MS WordFile > Save As > MS Word– Retains styles and paragraphsRetains styles and paragraphs

File > Save As > More options…File > Save As > More options…– Text (Accessible)Text (Accessible)

Lose styles, places hard returns at end of lineLose styles, places hard returns at end of line

– Text (Plain)Text (Plain) Lose styles, keeps paragraphsLose styles, keeps paragraphs

Shortcut: Alt F + AShortcut: Alt F + A

Save As OptionsSave As Options

More Control over TextMore Control over Text

For graphical PDFsFor graphical PDFs OrOr To maintain more control over To maintain more control over

extracting text from text-based extracting text from text-based PDFsPDFs

Use an OCR program!Use an OCR program!

Better Text ExtractionBetter Text Extraction

Use Optical Character Recognition Use Optical Character Recognition (OCR) program(OCR) program

OCR programs analyze text and OCR programs analyze text and structurestructure– Acrobat Pro has built-in OCR, but Acrobat Pro has built-in OCR, but

other programs provide more other programs provide more controlcontrol

OCR ProgramsOCR Programs

ABBYY FineReader ProABBYY FineReader Pro– Easier to learnEasier to learn– Somewhat better with structureSomewhat better with structure– About $75About $75

Nuance OmniPageNuance OmniPage– A bit more accessibleA bit more accessible– A bit better with STEM materialsA bit better with STEM materials– About $100About $100

Kurzweil-users NoteKurzweil-users Note

If students are using Kurzweil, then If students are using Kurzweil, then use Kurzweil for the OCRuse Kurzweil for the OCR– Do not OCR and then load into Kurzweil Do not OCR and then load into Kurzweil

unless you do not care about the page unless you do not care about the page structurestructure

Use KESI virtual printerUse KESI virtual printer– Print from Acrobat or Adobe ReaderPrint from Acrobat or Adobe Reader– Creates KESI filesCreates KESI files– Will not work with locked filesWill not work with locked files

OCR ProgramsOCR Programs

Treat all graphics files the sameTreat all graphics files the same– PDFs, TIFFs, JPEGsPDFs, TIFFs, JPEGs

Load image fileLoad image file– Create templatesCreate templates

Zone (analyze structure)Zone (analyze structure) Run OCRRun OCR

OCR Process DetailsOCR Process Details

Crop before loading into OCR programCrop before loading into OCR program Turn on multiple languages as neededTurn on multiple languages as needed

– If doing math, turn on GreekIf doing math, turn on Greek– Only turn on the languages you needOnly turn on the languages you need

Edit in the OCR programEdit in the OCR program– Some OCR programs have font matching Some OCR programs have font matching

featuresfeatures Save to WordSave to Word

Once in WordOnce in Word

Learn to use “show hidden”Learn to use “show hidden”– Ctrl + Shift + 8Ctrl + Shift + 8

Beware of the optional hyphenBeware of the optional hyphen– Search and replace to deleteSearch and replace to delete– Search for ^- replace with nothingSearch for ^- replace with nothing– Run spell checkRun spell check

Use styles to structure files for Use styles to structure files for braille programbraille program

More informationMore information

Gaeir (rhymes with “fire”) DietrichGaeir (rhymes with “fire”) Dietrich gdietrich@htctu.net 408-996-6047408-996-6047

www.htctu.netwww.htctu.net