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Archive for the 'Acrobat' Category

Creating Accessible Documents at IU

Creating Accessible Documents at IU

We all know that creating accessible documents is an important part of providing universal access to courses and other university materials. In a recent IT Training webinar, presenters Joe Humbert and Mary Stores from IU’s Assistive Technology & Accessibility Centers provide general guidelines, along with detailed demonstrations, to help you ensure your documents are accessible.

View webinar recording. View the webinar recording for “Creating Accessible Documents at IU.”

In this presentation, several resources were shared to enable participants to follow along and use as reference later. View and/or download the shared resources for this presentation.

In this webinar, we covered:

  • How to create or improve the accessibility of PDF, MS Word, MS PowerPoint documents
  • Techniques for writing alternate text descriptions and descriptive link text
  • Best practices for syllabi

Follow-up questions are welcome. You can add a comment to this post or reach out to IU’s Assistive Technology and Accessibility Center directly.

Going Paperless: Annotating & Commenting PDFs

Go Paperless! IT Training can help!

This is part of a series of articles that will appear over the next few months as part of the Go Paperless initiative at Indiana University.

Adobe Acrobat permits you to treat a PDF document as you normally would a paper document, even using the actions of active reading strategies (such as SQ3R): highlighting, underlining, and taking notes or leaving comments. These annotations you create are then embedded in the document, so you may easily share them with others, or review them yourself later.

While there are some differences between the last few versions of Acrobat in performing these tasks, the methods remain pretty similar across all of them. This post has information for those using Acrobat X, XI, DC, and the last three versions of Apple’s Preview application.

Read the rest of “Going Paperless: Annotating & Commenting PDFs” »

Going Paperless at IU: an Overview

Go Paperless! IT Training can help!

This is part of a series of articles that will appear over the next few months as part of the Go Paperless initiative at Indiana University.

Reducing paper consumption

Everyone at IU needs to know about how to reduce paper consumption.Paperless systems take up minimal space, they save energy and landfill space. Using digital documents allows easy collaboration with others and on-the-go access wherever you have Internet. In comparison to file cabinet systems, good paperless document organization can help you find the information you need at lighting speed. And there’s no need to worry about fires or floods; using digital documents, it is very easy to create back-ups of all your important data. Moreover, with the security available in backup and storage programs, your digitally stored information has stronger protection from theft. Finally, no need to shred when you are done; virtual documents can be easily  purged.

In keeping with that spirit, IT Training has developed a series of articles under the heading, “Go Paperless.” Read on for the  many reasons to leap into the modern method of document storage. Here are the articles in our “Go Paperless” Series:

About paperless, digital storage:

Using Box at IU for Storage and Sharing:

Collaborating with Others:

Going Paperless in the Classroom:

Creating a PDF Form in Adobe Acrobat

Go Paperless! IT Training can help!

This is part of a series of articles that will appear over the next few months as part of the Go Paperless initiative at Indiana University.

Does your department make use of forms that people need to fill out and return to you?  If so, one way to reduce the amount of paper used by printing out all those forms is to create a PDF form in Adobe Acrobat.  Not only does it help reduce the amount of paper your office uses, but there are also other benefits to making use of PDF Forms.  In this article, I’ll show you how to create a simple PDF form using Microsoft Word and Adobe Acrobat XI.

Read the rest of “Creating a PDF Form in Adobe Acrobat” »

Join us for PDF Portfolios in Acrobat X!

On December 15th from 1-2pm, I’ll be presenting “Getting Started with PDF Portfolios” for Here is the description:

It’s easy to create a PDF Portfolio and add files to it with Adobe Acrobat X. In this eSeminar, you’ll learn how to create and modify a PDF Portfolio to bring together content from a variety of sources, including documents, drawings, images, e-mail, spreadsheets and web pages. Discover how to brand and personalize professionally designed layouts with your company logo and colors using themes; quickly integrate content, define navigation and add polish to communicate clearly and effectively; apply permissions and passwords to help protect sensitive information; and share your portfolio with anyone using free Adobe Reader software.

Learn how to:

  • Unify a wide range of content in a PDF Portfolio
  • Use professionally designed templates and visual themes
  • Maintain individual file settings
  • Merge multiple documents into one PDF file
  • Work with and edit files in the PDF Portfolio
  • Attach native files
  • Incorporate web pages and online content

You can sign up for an event reminder here:

Adobe will also be giving away a few Adobe Gift Bags at the event.  Join us!

Get an early look at Acrobat X!

If you didn’t get a chance to join us for our Acrobat X launch event a couple of weeks ago, you can now view the recording. See many of the new features of Acrobat X, including the entirely new interface, new Sharepoint features, and new PDF Portfolio creation.

Acrobat X will be available for IU Faculty, Staff and Students on IUware soon.

Acrobat X Presentation

Recording of Creating a Course Packet with Acrobat Scanning Tools

If you missed this presentation from the 15th, here is the recording. In this session we covered how to create a simple course packet with Acrobat scanning tools. I covered Fair use, PDF optimization and security, and even covered some Accessibility issues. Enjoy the presentation here:

Creating a Course Packet Using Acrobat Scanning Tools

In this session, you will learn how to efficiently create a course packet for your class. You will gain an understanding of how fair use allows you to make use of copyrighted materials for education and what limits exist to what you can use. You will then learn how to use Acrobat to scan your documents directly into a PDF, and how to quickly and easily correct scanning mistakes. Additionally, this session will teach you how to secure your PDF to protect it from unwanted changes and unwanted eyes.

Who should watch this presentation?

  • Any instructor who has to create course packets for a class manually
  • Anyone who’s looking for a better scanning application

What we will cover:

  • What is Fair Use and how can I use it in my class?
  • Using Acrobat as a scanning application
  • Using the Acrobat optimizing tools to improve a scanned document
  • Securing a PDF for a classroom environment

Reducing PDF File Size – Kicking off a Month of Acrobat at IT Training & Education

Starting one week from today and continuing for the next 4 Tuesdays after that, IT Training & Education will be presenting a variety of Acrobat topics.  In the video at the bottom of this blog post, we will cover how to reduce the file size of a PDF, but check out the rest of our topics:

June 15th 1:30 – 3:00pm (online) – Using Acrobat Scanning Tools to Create a Course Packet – In this session, I will cover how to use Acrobat scanning tools with a simple course packet as an example.  However, these skills can translate to anyone who needs to scan in and work with documents.  We’ll cover Fair Use, how to scan in Acrobat, optimizing the scanned document, adding a watermark, and securing the document. Check for details and to sign up for an e-mail reminder.

June 22nd Noon-1pm (Online and in person in IUB CG2063) – PDF Portfolios in Acrobat 9 – In this session, I’ll show you how to store a myriad of different file types(Word, Excel, video, audio, graphics, and more) into a single PDF Portfolio, which can be read by Acrobat Reader which can extract the original files, and retain their original formats. This PDF Portfolio can be used to e-mail a package of documents without zipping, or adding multiple attachments to one document. This session will be both online and available in person. Check the links to sign up for an e-mail reminder.

June 29th – 1:30-3:30pm (IUB Library IC103 – This session is only available on the IUB campus) – Acrobat 9: Enhancing Electronic Documents (click link to sign up) – In this session, I’ll take you through the basics of putting together a single long PDF document from a group of other individual documents.  We’ll cover page numbering, features like links, security, and accessibility.  Anyone putting together a large document (like a dissertation) should take notice.

July 6th – 1:30-4:30pm (IUB Library IC103 – This session is only available on the IUB campus) – Acrobat 9: Forms for Data Collection(click link to sign up) – If you’ve ever needed to convert a paper form into an electronic form, or needed to take a quick electronic survey, then this workshop is for you.  In this session, we’ll learn how to create a PDF form, which will allow you to gather data quickly and effectively, and retrieve the data in a standard format to move to your database of choice.

July 13th – 1:30-3:00pm (online) – Send and Collaborate Live with Acrobat 9 – Finally, in this session, I’ll cover how to create a workspace in Acrobat with up to 3 people that you can use to comment on and markup a shared PDF in realtime.  We’ll also look at some of the tools available on  Click here to sign up for an e-mail reminder.

And finally, to whet your appetite for Acrobat, I’ve created this video to show you a quick and easy way to reduce your PDF file size.  The PDF format stores graphics, fonts and text, so it can create large files.  In some cases, this method can reduce your PDF size by 25%. Enjoy, and I hope to see you at some of our training sessions over the next 5 weeks.

Using Acrobat 9 to Reduce the File Size of your PDF

Extending STEPS with — Acrobat 9 Pro: Creating Forms

At IT Training & Education, we have a workshop called Acrobat 9: Forms, which teaches you the basics of creating Acrobat forms, along with how to distribute them, and collect data, along with several ways to store that data once collected.  It covers all the major aspects of creating forms in Acrobat 9 Pro.

However, there is a lesser known program called LiveCycle Designer, which is installed with Acrobat Pro, which can also create forms.  These forms can be created from a template, or a spreadsheet, and it can even start with a blank document. It can also create forms that can be connected to a database, and can create more complex calculated fields using FormCalc or JavaScript (JavaScript can also be used in Acrobat 9).  LiveCycle Designer is a much more complex program, and unfortunately we don’t have time in Acrobat 9: Forms to cover it.

Now that IU students, faculty and staff can access, you can now learn how to use this program, and create forms in a different way which might work better for your situation.  One of the main benefits of LiveCycle Designer is that it can give you a better starting point, since LiveCycle forms do not need a pre-existing file to work from, unlike Acrobat 9 Pro.
In Acrobat 9 Pro: Creating Forms from (make sure you’re logged in through IT Training & Education’s portal to access the workshop), Brian Wood covers the creation of Forms in both Acrobat Pro and LiveCycle Designer.

However, if you’ve already taken Acrobat 9: Forms from IT Training & Education, you can skip sections 1, 2 and 3 of the video series, giving you a head start on getting through the rest of the videos, and saving approximately the same amount of time you would have spent in the IT Training & Education workshop.  Understanding form creation can probably save you time learning LiveCycle Designer as well.
Suggested IT Training & Education Prerequisites:

Replacing Pages in a PDF with Acrobat Pro

In a standard workflow, PDF creation generally comes at the end of the process.  But what happens if you have a last minute change after the PDF has already been created and edited with special features like links, multimedia, and form fields?  Re-creating the PDF from scratch means doing all that work again, and the Touchup Text tool can only replace and remove small mistakes, not big ones.

Luckily, in Acrobat, we have the Replace Pages feature.  This allows us to select a page, or range of pages to replace with a page or set of pages from another document.  This is incredibly useful, because it allows us to make larger changes without remaking the entire PDF.

The best part about replacing pages though, is that it retains all of your special features, like Links.  You might have to move them around in the new document, but pressing and dragging is much better than completely replacing.

Let’s see how to do this now.

Read the rest of “Replacing Pages in a PDF with Acrobat Pro” »

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