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Managing data with Excel

From: Acrobat X: Creating Forms

Video: Managing data with Excel

This simple form has been sent out via email and when the recipients fill out the form and then click Submit, it's going to launch their Desktop Email Application. Let's see what's going on under the hood because of that Submit button. The Submit button has been set to Submit a form, and let's look at the method. It's asking to send it to this email address, and then the FDF Include, what this means is Forms Data Format. Essentially, it's just going to pull out the data, not the whole PDF, but just the data that's in the fields, and that's a very small file.

Managing data with Excel

This simple form has been sent out via email and when the recipients fill out the form and then click Submit, it's going to launch their Desktop Email Application. Let's see what's going on under the hood because of that Submit button. The Submit button has been set to Submit a form, and let's look at the method. It's asking to send it to this email address, and then the FDF Include, what this means is Forms Data Format. Essentially, it's just going to pull out the data, not the whole PDF, but just the data that's in the fields, and that's a very small file.

It's going to attach that FDF file to the email that comes back to the initiator of the form. So let's look at what that looks like when it comes back to the initiator of the form and that would be me. When I go to Tools and I choose More Form Options>Manage Data, I can choose this, which is very handy, Merge Data Files into Spreadsheet. So I go looking for all those FDF files that I've saved and they're in this Data folder. See they're very small, let's look at the size, 1K.

That's much better than sending back the whole PDF. So I can select all of them at once, click Open, and when I choose Export, I'll just save this on my Desktop. What it's going to do is create a CSV file, Comma-Separated Values. I can choose a filename but I think report works just fine. When I click Save and I press the View File Now button, it opens up Excel and there we are in Excel and you can see the contents of all those form fields. The form field name was Address, and here's what the various respondents put in the Address field, under City, Name, State, so forth and so on.

So the top of the column, the header of the column is the name of the form field. In the left-hand column, you can see who the responder is, and you can see all the data that they sent back. It's not fancy, but it's a really easy way to look at a bunch of data back from multiple respondents in a very easy manner.

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Acrobat X: Creating Forms

38 video lessons · 15612 viewers

Claudia McCue
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