Enhance Productivity and Efficiency by Becoming a PDF Master with Adobe Reader and Adobe Acrobat

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Enhance Productivity and Efficiency by Becoming a PDF Master with - Enhance Productivity and Efficiency by Becoming a PDF Master with Adobe Reader and Adobe Acrobat

The PDF or Portable Document Format is a beautiful thing. No matter what type of laptop, desktop, mobile or operating system you use, it works. No matter how many different fonts, images and other document parts a PDF contains, they are all displayed together. The highly compressed nature of PDF files means they can be easily emailed, downloaded and printed. And the framework of a PDF file represents one of the great victories for open source software – since the PDF is not owned by any particular company, anyone can develop, use, sell and distribute PDF software. And anyone on any device can view a PDF, a marvel of cross-platform capability.

But this simplification doesn’t mean that working with PDFs is easy. There are hundreds of different PDF readers and editors, all with different levels of ease of use. Adobe, which created the PDF in the 1990s and granted all royalty-free rights to the format in 2008, currently owns some of the most widely used: Reader, which is free, Acrobat Standard, which is entry-level, and Acrobat Pro. the most comprehensive PDF software.

If you create, send, or view PDFs regularly, or have ever been unsure how to read, edit, encrypt, or export a PDF, hopefully the following list of CMIT Solutions’ preferred PDF strategies will better your use of this popular file format.

1) Convert a document to a PDF.

It’s easy: drag and drop the document you want to convert onto the Adobe Acrobat application icon, or right-click and select Convert to Adobe PDF, then choose from a variety of formatting options out.

2) Convert any type of content to a PDF.

In most versions of Adobe Acrobat, click File > Create, then choose PDF from Screen, Window, or Selection Capture; PDF from scanner or website; or PDF from the clipboard. That means you can really turn a website, photo, screenshot or anything into a PDF that’s easy to work with.

3) Easily collect survey responses, signatures, and other information.

With Adobe Acrobat, document authors can set up form fields in PDF files and have text added by anyone with access to the PDF file. Each form can then have its own specific criteria – number, date, multiple choice answers, etc. – and existing forms can be directly converted, allowing for maximum flexibility and ease of use.

4) Add annotations, comments and edits to a PDF file.

Once you’ve created the document, you can allow other users to contribute annotations or comments in Adobe Acrobat—this way, anyone viewing the PDF can provide feedback and make changes. Select the text you want to comment on, then right-click to see options like add note to replace text, strikethrough text, add bookmark, and create link.

5) Combine multiple files into one PDF.

Sometimes the easiest way to package far-flung components into a cohesive whole is to store them all together in one PDF file. In Adobe Acrobat, click File > Create > Combine Files Into A Single PDF — then save yourself hours of cutting and pasting.

6) Extract individual pages into free-standing files.

The downside to the above tip – Acrobat allows you to save each page from a large PDF as a separate document. With the file open, click Tools > Pages > Extract and choose from a variety of parameters to get the desired result.

7) Search each PDF for whatever you need to find.

Adobe’s free reader software packs impressive features in this department: click Edit > Advanced Find > Open Full Reader Find, and you can sort by specific text, topic, or interactive lists.

8) View a PDF in full screen mode.

Sometimes referred to as kiosk mode, this allows PDFs to be viewed like PowerPoint presentations. Click View > Full Screen Mode and you can easily switch between pages using your mouse or keyboard.

9) Add images to your PDF.

Working with photos and graphics in Adobe Acrobat is much easier than in other programs. With a document open, click Tools > Content Editing > Edit Text and Images or Add Image for a variety of intuitive controls.

10) Protect, encrypt, restrict and even redact PDFs.

The Tools > Protection queue contains many methods for controlling how your PDFs can be accessed, edited, viewed, and cleaned. Whatever level of security you need, Adobe Acrobat has it.

PDFs form the basis of today’s world of document sharing – there just aren’t many file formats that make it easier to access, read, edit, create and export. Hopefully, these tips and tricks can increase your knowledge of PDFs and improve your experience with Adobe Acrobat and Adobe Reader, the two most commonly used PDF programs. If you’re looking to increase productivity and efficiency, getting a handle on this is a good place to start.

Looking for other ways to improve operations and leverage technology in your office? CMIT Solutions’ proactive monitoring and management services leverage computers, networks and servers to your advantage, and our world-class IT support allows you to focus on running and growing your business. If you want to learn more, contact us today.

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