Skill Level Intermediate
- [Instructor] You probably already know you can use Microsoft Word to save documents to PDF or portable document format. It's a read only format ideal for sharing documents with others where if you don't necessarily want them editing the document. Well did you know you can also use Microsoft Word to open and edit PDF files? That's what we're going to do in this week's Word tip. Can see I don't have anything open here, you can go to the file tab if you have the exercise files, from open, select browse to go to that folder, and you'll notice I have a couple of PDF files for you.
Both of them with the zero six zero extension press release and flyer, both PDF files. We're going to start with press release. It's more text based and if you're going to be editing PDF files using Microsoft Word, this is the type of document I recommend working with. If you have documents containing a lot of graphics you can run into problems, we'll get to that a little bit later. Let's start with press release zero six zero. With that selected you can click open. Even though it's a PDF, you can click open.
You will see a message unless you've chosen to not show this message again, that Word's going to convert the PDF to a word document that you can edit. Now depending on the length and size of the document, it could take a little while. But once opened it will be a document you can edit, you'll need to save it back to PDF. So let's see how that works. We'll click okay, and you're going to notice the Landon Hotel document for immediate release. You can see it's pretty much a text based one page document.
There are some graphics. Take a look at this document and look at the title bar up above, it does say press release zero six zero PDF. In reality what you're looking at here is a Word document that has not been saved yet. So we can actually go in and start making adjustments. I'm gonna change where ever 2017 appears, I'm gonna change that to 2019. It's coming up in 2019, a little further down I can see it again, there it is, 2017 should be 19.
You could use search and replace to go through this quickly. And a little further down, some more. Once you fix those up all we're doing is making some simple changes to text, we're not really making adjustments to the location of the logo, any graphics in here we're not touching or manipulating, just text, and we'll see what that looks like when we save our changes. So let's go up to the save button. You would think if you tap the save button up here or use control S that it would simply update your PDF file, that's what it says up here.
But in reality as I mentioned this is a Word document that has not been saved yet, so when you click save it's the same as going to file and choosing save as. The save as dialog opens up and you're ready now to save it. Notice it's about to be saved to a Word format document, DOCX, we need to change the extension to PDF so click the drop down for save as type and choose PDF. Now you can choose a location, I'm gonna go to a different location. I'm gonna choose the desktop like so.
And you can see down below some other options, standard publishing, this is going to improve quality for printing as well as online viewing. If it's just gonna be viewed online, you can minimize the size by choosing this option, minimize size. But standard is what we want. You can see there are some other options to choose from here, and the file will open after publishing. Now to open you'll need the free Adobe Acrobat reader program or some other type of viewer. When we click options you can see some other options include choosing the pages you wanna publish, the entire document.
You can include bookmarks, document properties might be included along with the file. You can see some other encrypting options down below. For example, if you wanna password protect this. We're gonna leave everything as is, just click okay and click save. Now it's gonna save it up and open it up, you can see this opens up in Adobe Acrobat reader for me. You may be using a different application, but what I'm seeing here is the updated PDF file that was edited in Microsoft Word. And as you can see it looks much like it did in Word, no real issues to deal with here so I'm gonna close that out.
Now I mentioned if you're going to be doing this to really try to work with text based documents, let's see what happens if we open up one that contains a lot of graphics. We'll go to file, go down to open and from here we'll browse to that same exercise files folder and try the other one, flyer zero six zero. Now if you wanna take a look at that, you can open it with your Acrobat reader for example to see what it looks like. I can tell you when we select it here and click open, we'll see that same message again and click okay to convert it, things are going to go awry.
This is not what it looks like. This box here full of text is actually below this one here on the right in the original PDF file. You can see there's some empty space there. There's actually a second blank page which doesn't exist, so some things have already gone astray here with this document. If I try to move this down below and just leave it there below that text box on the right, you see it gets pushed down to the second page. Now I'm dealing with page breaks, text wrapping, placement on the page.
I could spend a bit of time trying to make this work or just work with a real editing program for PDFs like Adobe Acrobat when working with documents containing a lot of graphics. Now it's not free, Adobe Acrobat you do need to pay for it. But it is much easier to work with documents that contain a lot of graphics like this. And you save yourself the headaches. So if you are going to edit PDFs using Microsoft Word, they should be documents that are mainly text based. I'm gonna go up here to file, choose close to close that up without saving.
I'll click don't save, and I'm back to my text document. Again, this was saved back to PDF so it still hasn't been saved. When I go up to file and close this one, it's gonna ask me if I wanna save it. I don't need to. I'm gonna choose don't save, I've already converted it back to PDF or I can view it using my Adobe Acrobat reader. So that's how you actually open up and edit PDF files here in Microsoft Word.
Q: Why can't I earn a Certificate of Completion for this course?
A: We publish a new tutorial or tutorials for this course on a regular basis. We are unable to offer a Certificate of Completion because it is an ever-evolving course that is not designed to be completed. Check back often for new movies.