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Exporting PDFs to Microsoft Word

From: Acrobat X Essential Training

Video: Exporting PDFs to Microsoft Word

Adobe Acrobat does an incredibly great job exporting PDFs to Word format. It can export to older Word format .doc, and also to the more recent .docx format. So to do that, you go to the File menu, go down to Save As, and then choose Microsoft Word. All right, so here is the Word Document more recent, and here is the old version. Since I have 2010 installed, we will do Word Document. And it wants to know where to export it to, and I will export it to the Desktop, docx.

Exporting PDFs to Microsoft Word

Adobe Acrobat does an incredibly great job exporting PDFs to Word format. It can export to older Word format .doc, and also to the more recent .docx format. So to do that, you go to the File menu, go down to Save As, and then choose Microsoft Word. All right, so here is the Word Document more recent, and here is the old version. Since I have 2010 installed, we will do Word Document. And it wants to know where to export it to, and I will export it to the Desktop, docx.

Before I go there, I am going to check Settings. We have two basic kinds of philosophies about what we want to do with this document afterwards. If we want to still continue to format it very heavily, and we want everything to flow correctly, then you want to turn on Retain Flowing Text. If you want the resulting document to look almost exactly like the PDF, you can still edit it, but it might be a little clunkier to edit because it's going to use boxes to position items with, then you choose Retain Page Layout.

We will look at that in a second. You can choose to include comments, which is really slick. So if you have added comments to the PDF from a review cycle, from anything in the Comment pane, then those comments are supported, and can be viewed and read and reply to in the Word document. If you want to include the images, you can include that as well, and the images will appear in place. And then as always you want to keep this turned on Run, OCR if needed. This is Acrobat's really cool high- end engine for converting typefaces, or little instances of text that it doesn't quite recognize its text.

It will go ahead and run it through its OCR engine to make sure that it exports as editable text. So if you don't have the typefaces used in this document, it's still going to be editable, and it's going to make its best guess as to which default typeface that you do have installed it should use. So let's just click OK, and we are going to save this again to the Desktop. You get a little processing bar that tells you what it is doing: Preprocessing file for export, meaning it's sort of like scanning through the document to see what kind of problem children its going to find, and then it takes care of that.

And it will be nice if it would open it up right after, but it doesn't. You have to jump over to Word yourself. Oh, so much work. File > Open, Desktop. Here we go. And look at that. So we chose the option to go with the flow. All right, so it's still very editable. So if I decide it to make a couple paragraphs here, it goes ahead and does that. It's matching the same line breaks. It's even matching the colors behind the text.

It's not creating styles. Notice everything is styled normal up here. So everything is sort of like locally formatted. It was smart enough to convert this stuff in the header to an actual header. So it's only editable when you show the header. However, the text appears in this weird frame. I am not quite sure why it does that, but it is neat that it does repeat the header throughout... and the same thing with the footer. So each one of these instances of text as I anchored frame, but it does a very good job of it.

Let's take a look at something else. Well, we said to include comments, right? And if we look back here at the Acrobat file, we open up the Comment pane, there are actually three comments in this PDF. If I double-click on one, you can see there are some comments in this one section, 3.4 Probationary Period, on page 6. So let's take a look to see if those made it through. We go to Word, and we want page 6.

Scrolling, scrolling. Before I get there, I guess I should go to Review to make sure that we are seeing it. Yes we are. Okay, Final: Show Markup. There it is: Probationary Period For New Employees. So you can see that here is the strike out and the replacement. Here is the highlighting of text. Here are my little sticky notes that appeared next to these comments, and my name is also identified as well. So if you had multiple users who had commented on this, their names would appear differently here too.

Let's jump back to Acrobat. I am going to show you a different kind of document. So here we have a single page from a very highly formatted catalog, and we are going to export this to Word as well. If I go to File > Save As > Microsoft Word, and we will put this on a Desktop, and we will call this "flow," because we are going to use the setting of Retain Flowing Text, we want to compare the two formats. And this is a good idea to do with your documents too, if you need to convert or export files to Word format to see which one of these settings would be best for you.

All right, that's done. Let's do the other way: Save As > Word > Word Document, Settings, Retain Page Layout, on the Desktop, and we'll call this "-layout". Now, they are both done. Let's jump back to Word. So File > Open. On the Desktop, we want to open flow and layout.

I am Shift+Clicking so we can open both of them. Okay, so we are looking at Layout, and look at it. It did a fantastic job. Let me reduce the scale here a bit, so we can see it better. And all this text is editable, but notice that when I click inside the frames that they are in these little boxes; maybe that's what you want. Let's take a look at the other one, Switch Windows, and let's look at it with the Flow option selected. So it actually did a very good job as well.

Let me sort of zoom out a bit. But these things are not in boxes; instead, it's using section breaks and returns. All right, so then as I start editing one, then things start to get all messy. But if I go back to the other one, that was layout, as I start editing it, the box doesn't resize. It doesn't jam into the pictures below here, and I can just edit it to fit. All right, so if it's important to maintain the same layout but keep it editable, that's the format that you want to choose.

It's probably the best format to choose very highly designed documents, but if you have something that is mainly text, as we have with our employee handbook, then probably the best option to choose would be the regular flow one. It's really nice to know that not only is it easy to move from Microsoft Word to Adobe Acrobat, but it's not that difficult to move back from Acrobat to Microsoft Word as well. It's almost as though they were created by the same company. There weren't, of course. But I think that Adobe is aware that a lot of people who use Acrobat also use Word, and vice-versa.

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This video is part of

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Acrobat X Essential Training

97 video lessons · 31250 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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