PRINTABLES & HOW TO GUIDES

Adobe Acrobat and PDFs

Helpful guides for PDFs, forms, annotations and everyday document tasks.

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Getting Started with PDF Files

PDF stands for Portable Document Format. A PDF is designed to preserve the appearance and page layout of a document when it is opened, shared or printed on different devices. Adobe Acrobat and Adobe Acrobat Reader are commonly used to open and work with PDF files, although the tools available depend on the application and subscription being used.

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Creating PDF Files

PDFs can be created directly from Microsoft Office applications, through Adobe Acrobat, by printing to a PDF printer or by scanning paper documents. The creation method affects whether the finished PDF contains searchable text, working links, accessibility information and high-quality page content.

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Organising PDF Pages

Adobe Acrobat can reorganise an existing PDF without rebuilding the original source document. Depending on the Acrobat version and subscription, the Organise Pages tools can rearrange, insert, delete, rotate, extract and replace pages while keeping them inside PDF format.

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Editing PDF Text and Images

Adobe Acrobat can make corrections to text and images in many PDFs, but a PDF is not designed to behave like the original Word, Excel or design file. Editing works best for corrections and limited changes; substantial rewriting or redesign is usually more reliable in the original source document followed by creation of a new PDF.

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Ocr and Scanned Pdfs

Scanned PDFs often contain photographs of paper pages rather than true electronic text. Optical Character Recognition, usually called OCR, analyses those page images and attempts to identify the letters, numbers and words so the document can be searched, selected and used by other text-based PDF tools.

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Combining and Splitting Pdfs

Adobe Acrobat can combine several documents into one PDF or divide one large PDF into smaller files. These tools are useful for assembling reports, application packs, training manuals and scanned records, or for separating a large document into individual sections.

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Commenting and Reviewing Pdfs

Commenting tools allow reviewers to mark up a PDF without rewriting the original page content. Highlights, sticky notes, text mark-up, drawing tools and stamps can be used to identify corrections, ask questions and record review decisions.

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Fillable PDF Forms

A fillable PDF contains interactive fields that allow users to enter information without editing the underlying page design. Forms can include text fields, check boxes, radio buttons, drop-down lists and signature fields, depending on how the PDF has been prepared and which Acrobat tools are available.

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Signing Pdfs

Adobe Acrobat provides several ways to place or request signatures on PDFs. A simple typed or drawn signature placed with Fill & Sign is not the same as a certificate-based digital signature, so the signing method should match the level of identity verification and document integrity required.

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Exporting and Converting Pdfs

Adobe Acrobat can export PDF content into other file formats when information needs to be edited, analysed or reused outside the PDF. Conversion is not the same as recovering the original source file, so formatting, tables, fonts, images and OCR results must be checked after export.

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Compressing and Optimising Pdfs

PDFs containing high-resolution images, scans, embedded fonts and other content can become too large for email, websites or document systems. Compression and optimisation can reduce file size, but the result must still be clear enough for its intended screen or print use.

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Printing Pdfs Correctly

PDFs preserve page dimensions, but printer settings still determine how those pages are placed onto paper. Always check the PDF page size, printer paper size, scaling and orientation before printing, particularly for forms, certificates, labels and documents where physical dimensions matter.

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PDF Accessibility

An accessible PDF is structured so that people using assistive technology can understand and navigate the document. Accessibility can depend on searchable text, document tags, headings, reading order, alternative text, meaningful links and correctly labelled form fields.

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Bookmarks, Links and PDF Navigation

Bookmarks and links make long PDFs easier to navigate by allowing readers to jump directly to sections, pages, websites or other destinations. Good navigation is particularly useful in manuals, reports, policies, training guides and other multi-page documents that are not intended to be read only from beginning to end.

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PDF Properties and Document Information

A concise workplace guide to pdf properties and document information, with practical explanations you can use while completing everyday digital tasks.

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Common PDF Problems and How to Fix Them

PDF problems can come from the original source file, the way the PDF was created, the Acrobat version, document security or printer settings. Identify whether the problem affects the visible page, searchable text, interactive features or output before changing the file unnecessarily.

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Keyboard Shortcuts and Quick Command Reference

Keyboard shortcuts can speed up common PDF tasks such as opening, saving, searching, printing and moving through pages. The shortcuts below cover common Windows Acrobat and Acrobat Reader actions, although some commands can vary according to the Acrobat version, active tool and keyboard layout.

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Practical Workplace PDF Exercises

These exercises combine the main PDF skills covered in the guide. Complete each task using practice documents rather than important originals, then open the finished PDF and test the exact features that the task was intended to create or change.

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Final Skills Check and Tool Reference

This final page brings together the core Adobe Acrobat and PDF skills covered throughout the guide. A skill should be considered complete when the task can be carried out correctly and the exact saved PDF has been reopened and checked for page quality, content and required functionality.