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Digitally signing a PDF

From: Acrobat X Essential Training

Video: Digitally signing a PDF

When you get a form in Reader, and it's an interactive form, it's a wonderful thing because that means that you don't have to print it out and fill it out by hand; you can just click inside here and start typing. So here's a typical form. If you go to the irs.gov and download any one of their forms, almost all of them--or at least the ones that people download most frequently, like this W-9 form, used by freelancers throughout the United States--these have already been enabled for Reader to go ahead and fill out the form and save data typed into this form.

Digitally signing a PDF

When you get a form in Reader, and it's an interactive form, it's a wonderful thing because that means that you don't have to print it out and fill it out by hand; you can just click inside here and start typing. So here's a typical form. If you go to the irs.gov and download any one of their forms, almost all of them--or at least the ones that people download most frequently, like this W-9 form, used by freelancers throughout the United States--these have already been enabled for Reader to go ahead and fill out the form and save data typed into this form.

So, that's great! So I can just type in my name, and you can see, oh, it's a pretty typeface and pretty color, and so on. I can go ahead and fill out all these fields and click that I'm a partnership and so on. Here is my Social Security number. But look down here: there's no field for signing. This drives me crazy. So it's great that I can fill in all this other information and save it, but I still need to print it. I still need to actually sign it with a-- oh my goodness--a pen--as though I could actually find a pen--and date it, and then, oh fax it, or mail it to my client, because I'm the subcontractor.

Why can't they include a signature field here? I don't know. But let's take a look at another example of a document that does have a signature field that may come your way in Reader. Here is something called a nondisclosure agreement, two-pager. When you look at the little purple ribbon at the top, and it said, "It's a form, but you cannot save data typed into this form." So if you watch my video on Reader and extended rights, then you'll know that this is a regular form created by the Acrobat user, but they forgot to do a Save As with extra features for Reader.

So I can look at it, I could fill it out, but I can't save my data. Not only that, but I can't even fill out these actual fields. If I zoom in, this is a special kind of field, not an actual text entry or a check box or radio button. This is called a digital signature field. And if you have turned off the highlighting, you would still see these little tags here. If I click here, nothing happens, right, because the Acrobat user forgot to extend Reader privileges--not very useful to me.

If you are working with somebody like this, you need to go over to them and say, "Watch Anne-Marie's video on how to extend reader rights from Acrobat." It's covered in a chapter previously. If you have a savvy Acrobat user, they would have already done that. So I have an example with Reader extended rights of this form. Now, please fill out the following form. You can save data typed into this form, and now we finally get to the meat of this video, which is how to digitally sign a form in Reader.

If you click inside here and you get a pop-up, then that's good news. What you're going to do is create a digital signature for this document. This is not like something that you just paint on with Photoshop signature or something. This is an actual digital signature that has coding information, so that when you send this back to somebody, they know that you are the one who signed this document. The very first time that you click in one of these fields, you're going to need to create a digital ID. Then next time, you can just say choose my existing digital ID from a file.

In fact, you might not even see that, because it's going to look, by default, in a place where it stores these. Reader stores all digital IDs in a special folder on your hard drive, and you should be able to click right inside a digital signature field and automatically pops up with just asking for your password, and it fills it in. But let's create a new digital ID. It's so simple. You're going to be amazed. I will say I want to create a new digital ID. I click Next. Just accept the very first choice; that's fine. Leave it at the default. Type in your name. I happen to be Joe Schmoe in this scenario, and that's the identity.

It's pulling from your preferences in Reader. It's usually going to say your login name for your computer. But you can swipe over this and type anything you want. Your organizational unit is like the department or the location, the branch of where you're working. You can put in your company, if you'd like, so maybe, Joe works for of course, Acme Corporation, and the e-mail address, and then the country and region, you can leave this as is, and then just click Next. It's going to save this digital ID to an actual file in a certain place. This is why I set its default location. Just leave it right there, and then you need to type in a password that you're not going to forget.

It can be the same password as your login, if you want, if that makes it easier for you. I usually just use a separate password just for this. So I'm going to just type in a password, like let's say 123. You see that we have a little password strength measuring tool, so somebody could easily crack this. I really don't know if anybody that would want to crack my digital ID, but maybe it's true. So I'm just going to add a combination of numbers and letters as 123, and I'll type the word "hello". That makes it medium. That's fine. And I'll click here to confirm it.

I'll retype it, "123hello", and then click Finish. It shows me a preview of what my digital signature is going to look like, and I just need to re-enter my password here, 123hello, and then click Sign. And in fact, this is the dialog box that you'll get from now on. The next time you click inside a digital signature field that you've been granted privileges to sign, this is just going to pop up. So all you need to remember, is what was that password that I assigned to that digital ID? So definitely make it something that you're going to remember, and then just click Sign.

It wants you to save this document with a different name, so I'm just going to say signed, and there it is right there. So now I can just reply to the person who sent me this and say, "There is my digital signature." I can attach as PDF and everything will be copasetic. That's how easy it is to create a digital ID and to digitally sign something in Reader, as long as the Acrobat user has granted those privileges in that PDF.

Show transcript

This video is part of

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Acrobat X Essential Training

97 video lessons · 30964 viewers

Anne-Marie Concepción
Author

 
Expand all | Collapse all
  1. 1m 53s
    1. Welcome
      1m 33s
    2. Using the exercise files
      20s
  2. 55m 0s
    1. Opening documents and moving them around
      6m 3s
    2. Working with the toolbars
      5m 59s
    3. Working with the panels
      3m 43s
    4. Customizing the toolbar with Quick Tools
      4m 40s
    5. Using the Pages panel to navigate
      3m 57s
    6. Selecting and copying text and graphics
      3m 24s
    7. Rotating pages
      4m 49s
    8. Changing the viewing options
      6m 12s
    9. Reviewing preferences
      7m 6s
    10. Finding words and phrases
      2m 35s
    11. Searching a PDF and working with the Search panel
      4m 21s
    12. Sharing PDFs by email and with Adobe SendNow
      2m 11s
  3. 33m 18s
    1. Creating PDFs from Microsoft Office applications
      9m 46s
    2. Creating PDFs from Creative Suite applications
      8m 57s
    3. Creating PDFs from within Acrobat Pro
      4m 27s
    4. Creating PDFs from a web site
      8m 22s
    5. Creating PDFs from the clipboard
      1m 46s
  4. 30m 58s
    1. Editing text
      8m 51s
    2. Adding text
      4m 40s
    3. Editing images and graphics
      3m 39s
    4. Changing the page number display
      3m 48s
    5. Digitally signing PDFs
      6m 26s
    6. Cropping pages and documents
      3m 34s
  5. 1h 6m
    1. Adding watermarks
      6m 17s
    2. Adding page backgrounds
      5m 41s
    3. Adding page numbers
      5m 56s
    4. Adding headers and footers
      9m 7s
    5. Adding bookmarks
      11m 30s
    6. Attaching files to a PDF
      7m 11s
    7. Adding metadata
      3m 45s
    8. Optimizing a PDF for file size and compatibility
      10m 12s
    9. Creating initial view settings
      7m 16s
  6. 37m 59s
    1. Adding hyperlinks to URLs
      7m 33s
    2. Creating links with the Link tool
      6m 9s
    3. Working with interactive actions
      6m 56s
    4. Creating and adding buttons
      6m 28s
    5. Adding video, sound, and SWF files
      7m 29s
    6. Adding page transitions
      3m 24s
  7. 27m 12s
    1. Extracting pages
      3m 53s
    2. Splitting a PDF into multiple files
      4m 13s
    3. Inserting pages from files and other sources
      5m 42s
    4. Moving, copying, and replacing pages
      8m 17s
    5. Combining PDFs
      5m 7s
  8. 27m 9s
    1. Exporting text
      8m 33s
    2. Exporting images
      6m 33s
    3. Exporting PDFs to Microsoft Word
      7m 21s
    4. Exporting PDFs to Microsoft Excel
      4m 42s
  9. 26m 27s
    1. Working with portfolios
      6m 57s
    2. Creating portfolios
      6m 26s
    3. Customizing portfolios
      7m 23s
    4. Optimizing backward compatibility
      5m 41s
  10. 32m 9s
    1. Creating an interactive form
      6m 42s
    2. Working with form fields
      6m 41s
    3. Editing field properties
      5m 34s
    4. Distributing and collecting forms
      9m 43s
    5. Enabling Reader to save form data
      3m 29s
  11. 34m 26s
    1. Adding sticky notes and other annotations
      9m 2s
    2. Using the drawing markup tools
      6m 10s
    3. Viewing, filtering, and replying to comments
      5m 24s
    4. Printing, summarizing, and exporting comments
      6m 35s
    5. Exporting comments to Word for Windows
      3m 28s
    6. Enabling extended commenting in Acrobat Reader
      3m 47s
  12. 25m 29s
    1. Understanding the different review processes
      2m 7s
    2. Using the email review process
      4m 33s
    3. Conducting a shared review with Acrobat.com
      6m 54s
    4. Using the Review Tracker
      4m 32s
    5. Using the Collaborate Live review process
      7m 23s
  13. 31m 2s
    1. Reviewing the print production tools
      5m 18s
    2. Previewing color separations
      3m 51s
    3. Using the Object Inspector to learn details
      3m 13s
    4. Working with the Preflight dialog box
      5m 34s
    5. Fixing hairlines
      3m 57s
    6. Converting colors
      2m 27s
    7. Saving as a standards-compliant PDF
      6m 42s
  14. 19m 16s
    1. Scanning a paper document to PDF
      4m 44s
    2. Setting up optimization options
      6m 48s
    3. Recognizing text in a scanned PDF
      4m 43s
    4. Reviewing and correcting OCR suspects
      3m 1s
  15. 17m 18s
    1. Using the built-in Actions for automation
      5m 32s
    2. Editing Actions
      4m 7s
    3. Creating new Actions
      4m 51s
    4. Sharing Actions with others
      2m 48s
  16. 35m 27s
    1. Choosing a security method
      5m 27s
    2. Password-protecting a PDF
      7m 28s
    3. Securing a PDF with a certificate
      5m 6s
    4. Creating a digital id
      5m 43s
    5. Removing sensitive content with the Redaction feature
      6m 52s
    6. Revealing and clearing hidden information
      4m 51s
  17. 33m 45s
    1. Opening and navigating PDFs in Reader
      7m 30s
    2. Adding comments
      3m 14s
    3. Viewing extended features
      6m 53s
    4. Digitally signing a PDF
      6m 15s
    5. Sharing PDFs
      2m 29s
    6. Using Acrobat.com
      7m 24s
  18. 3m 54s
    1. Final thoughts
      3m 54s

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