Using PDFs?

This document explains what you need to do in order to view, print and save PDFs.

Definitions:

PDF: Portable Document Format. A file that can be read by both PCs and Macs. PDF files retain their formatting so they look and print exactly as they were created.

Adobe: The company that created the PDF format.

Adobe Acrobat Reader: A free software that enables you to view and print PDFs.

Adobe Acrobat: Not to be confused with Acrobat Reader, this commercial software package allows you to create your own PDFs. Adobe Acrobat can convert a word processing or desktop publishing file into a PDF.

Bookmarks: A way to navigate around a PDF. Bookmarks are links that appear in a bar to the left of the PDF. They are not part of the PDF text.

Background:
PDFs are typically found on the web. Sometimes a colleague will send you a PDF file attached to an e-mail, or on a floppy disk. For more information, refer to What Are PDFs?.

Software Requirement:
The only way to view and print a PDF file is with the free Adobe Acrobat Reader software. If you don't already have Acrobat Reader on your computer, refer to Downloading and Installing Adobe Acrobat Reader (Mac or PC) for more information.

Results: The file will begin to download and a box will appear saying "Viewing Location." Acrobat Reader will automatically open and the PDF file will appear on your screen. If the file is large or your modem is slow, this may take a while.

Alternate Result: The PDF file may appear directly in your web browser. Refer to Configuring Your Browser to Work with PDFs for more information.

On a PC, the file has been "saved" to your C:windowstemp directory, but will not be saved permanently.

2. You may now read the document on-screen, or print it.

If It Doesn't Work:
If the PDF does not open when you click on a PDF link, there are two possible reasons:

1. Adobe Acrobat Reader is not installed on your computer.
2. Adobe Acrobat Reader is installed but it is not configured properly in your web browser (e.g., Netscape Communicator or Internet Explorer).

For more information, refer to either Downloading and Installing Adobe Acrobat Reader (Mac or PC) or Configuring Your Browser to Work with PDFs.

On a PC: Instead of left-clicking with your mouse to open a PDF, right-click on the link and choose "Save Link As".

On a Mac: Instead of left-clicking with your mouse to open a PDF, click and hold the mouse down in order to save it. Choose "Save this link as".

Alternate Method: If the PDF appeared directly in your web browser, choose "Save As" from the browser's File menu in order to save.

Be sure and make a note of where you saved the file.

Opening a PDF on Your Hard Drive:
Once a PDF file is saved on your computer, you can open it at any time by double-clicking on it. It will open in Acrobat Reader.

Navigating a PDF:
Most PDFs on The STORE Campaign Web Site use bookmarks to help you easily find sections within the PFD. Bookmarks appear to the left of the PDF. To use them, click on the section you want to navigate to, and the PFD will jump to that section.

Concepts:
You cannot edit a PDF file with the free Acrobat Reader. The free software is primarily for viewing and printing, with two exceptions:

• Some newer PDF forms are specially formatted so that you can actually fill in information and print the file or send it to someone.
• There is a way to cut and paste text into a word processing program, but you will lose the formatting
  You can create and edit PDF files if you purchase the commercial version of Adobe Acrobat. Unless you want to create your own PDFs, you don't need to buy Adobe Acrobat.
  

Cutting and Pasting Text:
1. Open a PDF file in Acrobat Reader and click on the "Text Select Tool."

2. Click and drag on the text you want to copy. The text will be highlighted just as in a word processing program.

3. Select "Copy" from the Edit menu.

4. Open your word processing program and select "Paste" from the Edit menu. The highlighted text will appear, but some of the formatting will be lost.

Resources:
Adobe PDF
Planet PDF - A web community devoted to all things PDF. Has a forum specifically for beginners.
PDFzone - Website for Acrobat, PDF and document management professionals. Includes helpful tips and techniques, mostly for advanced users but also for beginners.