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Enabling Reader to save form data

From: Acrobat X Essential Training

Video: Enabling Reader to save form data

Let's say you've just created a form in Acrobat, and then you attached it to an e-mail and sent it out to somebody without doing anything special. You didn't use any of the built-in form distribution methods-- just sent it out just like you would with the regular PDF. If a person with Reader opened that up, they would see something similar to what you see here in the screen. This is Reader 10, but it's also true for earlier versions of Reader. They would see a little bar going across the top, some sort of indicator that this is a form, along with a button to highlight or not highlight the existing fields. But look at what it says here, "You cannot save data typed into this form.

Enabling Reader to save form data

Let's say you've just created a form in Acrobat, and then you attached it to an e-mail and sent it out to somebody without doing anything special. You didn't use any of the built-in form distribution methods-- just sent it out just like you would with the regular PDF. If a person with Reader opened that up, they would see something similar to what you see here in the screen. This is Reader 10, but it's also true for earlier versions of Reader. They would see a little bar going across the top, some sort of indicator that this is a form, along with a button to highlight or not highlight the existing fields. But look at what it says here, "You cannot save data typed into this form.

Please print your completed form if you need a copy for your records." Doesn't that seem kind of crazy? I mean even in Reader 10, which comes with the commenting tools and a few more features than earlier versions of Reader, I cannot save the information that I type into this form. Very often you want to save that, digitally, not just as a printout. In order for the person with Reader to be able to fill out this form and save it--including their responses--in a PDF, the person who created the form-- you--need to extend Reader rights, it's called, or enable Reader rights, and you can only do that in Acrobat Pro.

It won't work in standard, by the way. So let's open this back up in Adobe Acrobat Pro, and to enable extra rights for Reader, you go to the File menu, to Save As, and choose Reader Extended PDF. There are various levels of additional rights and tools and privileges that you can include in a PDF that would extend to the person using Reader. The one that you want to use to save form data is the last one: Enable Additional Features. Select that, and you will see a list here that says when somebody open this in the free Adobe Reader, they will be able to Save form data (for a fillable PDF form only).

There is other things they can do, but that is the main one that we are concerned with. So click Save Now, but before you do that, check out this little note: "Once Reader Enabled, certain functions in Acrobat, like editing document content or inserting and deleting pages, will be restricted." So in other words you should make all of your edits to this PDF first before you enable for Reader; otherwise, if you forget and you need to make additional edits, you have to work on the original PDF and then re-enable it for Reader.

So I will click Save Now, and it prompts me to save it with another name. And I will call this RE for Reader Enabled, click Save, so it's still opened as RE here in Adobe Acrobat, but I am not allowed to do things like add pages or anything like that. Notice there is another special little icon, and that's just because it indicating this is a form. We'll close out of Acrobat and open this up in Reader, the Reader-enabled version now.

We get the same banner going across, telling us that it's a form, but no more information saying, "You can't save this data." Instead, I could go ahead and fill this out, Schmoe, first name Joe, and if I want to, I can save it right here, and all my data would be saved as well. So if you want to send out a form or make a form available on your web site and have people who download it--even if they are using Reader--be able to save that form data, make sure you remember to extend Reader rights to that PDF.

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This video is part of

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Acrobat X Essential Training

97 video lessons · 30983 viewers

Anne-Marie Concepción
Author

 
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  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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