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Odds are you're already familiar with PDF files, stands for Portable Document Format. Typically, you'll need some type of Reader like Adobe Reader to look at these Read-only files. But did you know in Office 2013 you can use Microsoft Word to save to that format and even open up PDF files, even make changes to those files and save them. We're going to take a look at it now. In my opinion, it's not perfect yet, but you can be the judge. We're going to start by looking at the file we're going to work with in a Reader.
I'm in Windows 8, so I'm going to use the Reader here. If you're in Windows 7 you can use Adobe Reader, a free download. For me, I need to find the app by going to the Charms here, clicking search and I'm going to type in Reader. There it is. I'm going to give it a click. Next, I'm going to open up the file in Reader and you can see what it looks like. It's called No Obstacles Bio and as I scroll through this document, notice the formatting, left aligned paragraphs. You can see there is a header and a footer.
We have some graphics in there. We have a bulleted list. Okay. I'm going to back to Microsoft Word now. Go to the File tab, under Open, we're going to go to our exercise files where you're going to find No Obstacles Bio. You can follow along with me. There's my Word folder, there it is, No Obstacles Bio. Notice the icon looks different. It is a PDF file. When we hover over it, we get that information. So, by clicking it and then clicking open, we're actually going to be opening up a PDF file.
What's really going to happen is you'll see a message here that Word is about to convert the PDF file to a Word document, which we can edit. It could take a while depending on the size of your document, if you have graphics, etcetera. And the other thing that might happen is it might not look exactly like the original PDF, especially if there are a lot of graphics in there. If you don't like seeing this message every time, you can deselect it by clicking the check box, so it won't show again, and then click OK to open up the file. Now, remember what it look like in the Reader.
Here, you can see it looks a little bit different in Microsoft Word. So as we scroll down, the paragraphs are spaced out. And as we go a little bit further we do have the headers and footers, but it's really not easy to read in this format. So, there might be some editing of the format itself that needs to be done, as well as any content that might need to be edited. There's our list and it really doesn't look as nice as it did in the Reader.
But the neat thing is we can go in here and start making changes to the text, the spacing, etcetera. And when we're done, when we go up to the Save button, look what happens when you click Save. It's the Save As window that appears and by default, you will be saving it to the same name, but in the Word Document format. If you want to save it back to PDF, you do have to click the Save As type dropdown and select PDF and then click Save. You'll be asked to replace the current PDF version.
Now, you also have some options before clicking Save. Notice down below, Standard publishing, great for online and printing. But if it's only going to appear online, you might choose Minimize size option here, which does minimize the size of your document and that is ideal for posting, say on a web page. There are some other Options here as well. Notice that the check box next to Open file after publishing is checked off so we'll open up in Reader or Adobe Reader depending on what you're using. And when we click the Options button, there are a number of different options, for example, the Page Range.
What are we going to be saving? Just the Current page, All of the pages, you can select which Pages, Publishing the entire document. We can Create bookmarks using, as you can see Headings or any Word bookmarks that might be in there. And that's great in the navigation pane. You can then quickly go to specific sections of your document if the bookmarks are created. Notice also down below we have some PDF options. So, for example, if you want it to be ISO 19005 compliant, you have that ability. Bitmap text when fonts may not be embedded is selected by default and you can Encrypt the document with a password if you wanted to, to further protect it.
I'm just going to click OK with all of these options. And now if I wanted to, I can change the location. I'm going to do that as well and save it to my Desktop and click Save, and I now have a PDF document that has been edited in Microsoft Word. It's going to open up in Reader and notice hat those changes come from Word back into my PDF here, and it doesn't look as nice as it did originally and that's why I say you can decide if this is a feature that's right for you.
I'm going to back to Microsoft Word now, and we'll continue from here.
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