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Acrobat X Essential Training

Working with form fields


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Acrobat X Essential Training

with Anne-Marie Concepción

Video: Working with form fields

Here is a simple, interactive form that we created in a previous video, an invitation to Oilfest. And this was created by creating the document itself in a different program, converting that to PDF, and then letting Acrobat's Automatic Form Recognition Field engine take over, and it has turned this into bunch of different fields: text insertion fields and also check boxes and radio buttons. But I'll tell you that most of the time you're going to have to do further editing on top of Acrobat's own automatic stuff. For example, here in the Department field, I can click in here and type the name of my department, but what if I prefer that the people are filling this out choose the name of their department from a list of six departments that I am going to offer.
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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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Acrobat X Essential Training
8h 59m Beginner Nov 19, 2010

Viewers: in countries Watching now:

In Acrobat X Essential Training, author Anne-Marie Concepción demonstrates how to create, modify, review, and share PDFs in Adobe Acrobat X Standard or Pro. Starting with a tour of the new panels-based interface, the course covers the basics of the software, such as creating and customizing PDFs, searching, editing text and graphics, and extracting PDF content to use in other programs. Also included are tutorials on creating forms, inserting interactivity and rich media, using the prepress tools, combining PDFs with other types of files to create customized portfolios, and ensuring document security. Exercise files accompany the course.

Topics include:
  • Creating PDFs from web pages, Office files, and Creative Suite files
  • Signing PDFs with a digital signature
  • Creating interactive forms
  • Annotating PDFs with comments
  • Collaborating with others using PDF reviews
  • Making scanned documents searchable with OCR
  • Preparing documents for print with print production tools
  • Automating routine tasks with Actions
  • Securing PDFs with encryption and password-protection
  • Removing sensitive content with the Redaction feature
  • Sharing PDFs
  • Using the new features in Reader X and Acrobat.com
Subjects:
Business PDF
Software:
Acrobat
Author:
Anne-Marie Concepción

Working with form fields

Here is a simple, interactive form that we created in a previous video, an invitation to Oilfest. And this was created by creating the document itself in a different program, converting that to PDF, and then letting Acrobat's Automatic Form Recognition Field engine take over, and it has turned this into bunch of different fields: text insertion fields and also check boxes and radio buttons. But I'll tell you that most of the time you're going to have to do further editing on top of Acrobat's own automatic stuff. For example, here in the Department field, I can click in here and type the name of my department, but what if I prefer that the people are filling this out choose the name of their department from a list of six departments that I am going to offer.

Well there is no way for the Form Recognition engine to figure out what's supposed to be a dropdown menu, especially if you don't have them all listed here. So even just that one example is an example of why you'd need to edit a form. So what I want to do is go through, briefly, each of the eight different kinds of form fields that you might add to a form, or edit in one that Acrobat created for you. So to edit a form, you want to go to the Tools panel, go down to Forms and click Edit. And by the way, you can get right into the Edit Form mode for any kind of PDF.

It doesn't have to be an existing interactive form. Just click Edit, and if you get an offer to convert it automatically, you can just click No, and you'll stay in Edit mode. So once you're in Editing Form mode, you can see the eight fields across the top here. They are also in a dropdown menu here. Again, to preview what the form is going to look like without leaving Form Edit mode, just click the Preview button, and then click the Edit button to go back to editing your form. When you're done, click Close Form Editing.

So let's say that I don't want this to be a text field, so I am going to select this field, right-click, and choose Delete. Instead, I wanted to have a dropdown menu. So I will select this tool up here, which is the dropdown menu, and drag across. Let's create my own field. Give it a name. I will call this Department and then go to Properties and fill in all the items in the list that I want, all the different departments. I will be talking about properties of different field types in the next video.

But I made a little cheat sheet for you, to show you the different kinds of fields, all these eight fields, and what they are for. I have that open already, but I can't get to it because I'm in Form Editing mode, which is a little quirk of Acrobat that drives me crazy. If you want to switch to a different document, you have to close Form Editing, and now I can go back there. So I choose the exploring form fields in Acrobat X, and if you have the exercise files, this document is sitting in that chapter. The first kind of field that we have is the text field-- let me get back into Form Editing mode, so we can see them onscreen.

This is the kind that Acrobat adds most often next to any kind of label with a line next to it. This field is the kind that you see most often any form, where you just click inside and start typing. And you can have multiple lines of type, you can choose to have a scrollbar appear; it's a very flexible kind of field. Then you also have two kinds of fields that present you a with a list of pre-selected choices, and one of them is called the list box, and the other one is Dropdown. And up here in the Tools panel, this of the list box one and the one to the right next to it is the Dropdown list.

You'll see them over here again as List Box and Dropdown. See the cute little dropdown? So if we go to Preview, you can sort of see how these would work. Somebody is in the list box, and it says like, "Choose your favorite things." So they say, "Oh! I love whiskers on kittens." Well you can allow people, in Properties, to just choose more than one thing, and if so, you would say, in the instructions, hold down the Command or Ctrl key and to select additional items. So I just did so to select these two things. In a dropdown menu, like what we're talking about for our departments, you would enter in the Field Properties a list of the options, and choose which one appears by default.

Then the users would see this, and then they can select the one that they want. And again, you can offer them the opportunity--if you set this up properly in Properties--to select more than one item, or even to enter their own item. If we go back to Edit mode, we can take a peek at how this is set up. So I double-click on the Dropdown Edit mode, and you see that it's called Raindrops on Roses is the first one it should appear in it, and then these are all the other choices. I will close out of that. Then we have--I'm going to scroll down--check box and radio buttons.

The main difference between check box and radio buttons are if you aren't presenting the recipient with a list of choices and they can make choose more than one item from a certain category--like, for example, interests at this event--then you want to give them a series of check boxes. On the other hand, if they have to make one choice in a list of options for a certain category--and only one choice-- then you want to give them radio buttons. Let's see how that looks. I will switch back to Preview. So for check box, I could say, I'm interested in brining and grading.

So please sign me up for those seminars. But for my T-shirt size, I am definitely a large. Oh wait, I think I'd like to get a medium for my daughter too. Oh no, you can't. See? All the other ones become deselected as soon as you select one. We will go back to Edit mode. Then we have a button and bar code, all right. So up here, this is the button where it says "OK," and the bar code is over here. You may remember talking about the button field in the chapter on using multimedia, because a button can be used to do things like start and stop movies, things like that.

Well, buttons are also used in forms, such as submit data or clear data or send something or import something. So a button is another frequently accessed field in interactive forms. Bar codes are used with third-party software that allows you to treat a bar code field that automatically pulls in or exports information to a database. And finally, we have the digital signature field, which is this field up here with the X next to it. The digital signature field I've talked about in a few videos. This allows you to indicate where the recipient should click inside to add their own digital signature--an the actual digital signature; not something they would print out and write out themselves; something that gets created within Adobe Acrobat or Reader.

So those are the eight different kinds of fields that you can create and manipulate and modify in Adobe Acrobat.

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