“PDF” Files: Why? And How to Use Th= em

Why Use PDF Files?

Most computer users have encountered a “PDF” file at one time or another. PDF stands for Portable Document Format. It was originated by = Adobe Software as part of its Adobe Acrobat software package, but is now an international standard. The I= RS, Social Security, OPM and many other web sites have their forms and files in= PDF format.

PDF files are reada= ble by most computers, whether PC, Macintosh, or UNIX. It preserves the original document formatting, or “look,” but you do not need to have the computer software used to make the file. For example, a newsletter may be created with Microsoft Publisher, but you do n= ot need it if the newsletter is distributed as a PDF. Computer manufacturers and software publishers often distribute documentation in the PDF format. The free Adobe Reader (or Adobe Ac= robat Reader) is often preinstalled on new computers, and included with software = CDs.

This PDF file forma= t is safer and more secure. Comput= er virus infections are rare compared to the number of viruses that infect Word documents or graphic images. = In addition, the file cannot be modified without a special software application designed to create PDF files. However, the Comment feature allows you to make notations about the document without changing it.

PDF files can be created so that web pages and e-mail addresses are “live.” That is, if you click on it, you a= re taken to that web page, or your e-mail program will open up ready to write a message to the selected e-mail address.

Finally, using PDF files provide a “green solution” by reducing paper use, as well= as postage.

How Do You Know if You Have the Reader Installed?

Most computers alre= ady have the free Reader installed. If you’re not sure, just double click a PDF file. If the reader is already installed= , the file should open.

If you don’t = have the reader, download a copy from www.adobe.com/products/reader/ . It is a large download. If you use a modem, you may want t= o have a friend download it for you. (Or, look on your commercial software CDs – there is often a copy included.) You want Acrobat R= eader version 5 or later.

Basics of Reading a PDF File

When you open a PDF file, you will see a screen similar to the sample shown on the next page.

The sample is using Acrobat Reader 9.1. Other ver= sions may look slightly different, but have most of the same elements. (Other programs such as Word 2007 = also may read PDF files.)

View Attachments

Comments

Pages

Toolbar

Bookmarks

Figure = 1 Basic Acrobat Reader Screen

Notice the toolbar above the document. (It’= ;s just below the menu bar that has words like “File”.) In Acrobat Reader, if you hover your mouse pointer over each icon, you will see a disp= lay of the action to be taken if the icon is clicked. From left to right, the icons are = for “Print,” “Share,” “Create PDF using Adobe.com,” “Previous page,” “Next page,” a display of the current page number, total number of pages in the document, “zoom out,” “zoom in,” current magnification with a drop down list to select other % magnification, “fit to width,” “one page at a time,” and the Find box.

There is a scroll b= ar along the right side of the document for simple moving through the file.

Figure 2 Page Display Controls

On the left side are three or four icons, depend= ing on features chosen by the creator. “Pages” (or thumbnails), optionally “BookmarksR= 21;, “Comments”, and “View Attachments.”

The easiest way to read a PDF file is to first set the percent magnification to= a size that is comfortable for you to read.&= nbsp; When in doubt, set it to 100%, either by typing 100 into the box, or click the drop-down arrow and select “100” from the choices presented. =

Figure 3 Page Navigation Controls

Selecting “Fit to Width” (the icon to the right of the percentage box) will usually display the pages larger than 100%, and selecting “One page at a Time” (the icon two to the r= ight of the percentage box) will usually display the pages smaller than 100%.

Once you have the magnification set for comfortable reading, you can use the page navigation icons to move through the document, or use the scroll bar on the right.

Other Ways to Get Around (“Navigation” Tricks)

Pages (Thumbnails)

Figure 4 Pages (Thumbnails) for Navigation by Pages

If you click on the “Pages: Go to Specific Pages Using Thumbnails” icon at the top column to the left of the document, Acrobat will display ti= ny images of each page in the document and show the page number below. (These are called “Thumbnails.”) The current view is outlined in red.

To move to a different page, say page 3, simply click on the small image and t= hat page will be displayed.

When you are done u= sing this feature, you can collapse the thumbnail pages out of view by clicking = the right arrow above them.

You can use pages (= thumbnails) in any PDF document, the originator of the document did not need to do anyt= hing special for you to use this features.

Bookmarks

Figure 5 Bookmarks

The bookmark icon may be the second icon in the left column, but it will not ap= pear unless the originator created bookmarks for the document. This article uses bookmarks.<= /o:p>

When you click the bookmark icon, you will see the document’s bookmarks displayed. In some cases you = will see a small plus “+” or minus “-” to the left of the bookmark. <= /p>

The plus sign means there are bookmarked topics at a lower level that are not shown. The minus sign means that all book= marks are shown. In the example abo= ve, all the levels are shown. If = you click on the minus sign next to the “Other Navigation Tricks,” = it would change to a plus, and you would not see the four indented entries. This is called “collapsing&#= 8221; the entry. When you click on = a plus sign, that is called “expanding.”

When done using bookmarks, click the arrow to the right of the word “Bookmarks”= to hide them.

Finding Information

Figure 6 Find Toolbar

If the document creator made it searchable, you can use the “Find” feature to locate specific words in the document. In the example at the left, the wo= rd “book” was typed.

Before you begin finding, you can select special options from the dropdown at the right of t= his box. For example, you may wan= t to restrict the search to whole words only.&n= bsp; Since we didn’t, this find will locate the words book, Book (capitalized), bookmark, bookmarks, bookmarked, etc. To begin finding, click on the “Find Next” button to the far right (with the right-pointing arrow). In our sample documen= t, the word “Bookmark” on the left side of page 2 is highlighted. You can repeat the find throughout= the document. <= /p>

There is also a more sophisticated “Search” function that you can access from the Ed= it menu.

Both Find and Search require the document creator to build the document with these features in m= ind before you can use them.

Hyperlinks

Figure 7 Hyperlink causes cursor= to change to a pointing hand

Another navigation feature the document creator can use to make your reading easier is the use= of hyperlinks. It’s a tech= nical term for the often used Internet technique to move from one place to another. If you see your poin= ter change to a pointing hand icon, you know when you click there you will be t= aken to the new location.

Authors can put hyperlinks into their PDF documents for you. This is especially handy for artic= le continuations.

Here is a sample hyperlink to Figure 1. In the PDF file for this article, = there are hyperlinks defined for Figure 1 to take you to the section describing e= ach major icon in this article.

Conclusion

The above features = are the main ones you are likely to encounter working with PDF documents.

Some of the power of PDF files comes from the power of the Reader itself. In addition to the control you hav= e over how you view a document, there are a number of accessibility features such = as the “Read Aloud” function.&nbs= p; As you become more familiar working with PDF documents, explore the other features available.

Dorothy Creswell is= a member of the National Active and Retired Federal Employees (NARFE) Chapter= 672 in New Braunfels, Texas. She = serves as newsletter editor and webmaster for the chapter. You may reach her at cresweld@sbcglobal.net