Your Complete How-to Guide on PDF Documents

Did you know that saving a document as PDF is not the end of securing it? You can still make that document secure so that even a person with editing software cannot alter the content of the document. There are so many other things you can learn about one of the most used file types. This how-to guide will attempt to exhaust everything you need to know about PDFs.

What Does PDF Stand for?

So many people are used to simply referring to it as PDF and never give thought to what it stands for:

P-D-F = Portable-Document-Format.

PDF is a read-only file which means you cannot edit it and that makes it a good format to save and share files in. When a document is saved as a PDF, it is also compressed and secured. You can save, share, and open these files easily.

How to Create a PDF?

Have you been instructed to save a file as PDF and you’re wondering how to go about that? Relax, it is a very simple process as long as you’re using a program that can print files. Any program that can print, can also create PDFs. It is also possible to do it using web pages.

If you are using a program like Word or Excel, simply choose the “Save As” option, and in the File Format menu, choose PDF and then save.

How to Make a PDF Using Acrobat?

Making a PDF in Adobe Acrobat is easy:

1. Go to tools in Acrobat and choose “Create PDF”.
2. Choose from Single, Multiple, Scan, or other options of files you wish to make the PDF from.
3. You can then select either create or Next according to the file type you selected in step 2 above.
4. Convert the file to PDF by following the prompts and then save in the location of your choice.

How to Create a PDF File from a Webpage?

You might want to save a webpage as PDF so that you can read it later offline or maybe you need to use certain data in a table. Whatever the reason, you can quickly create PDF document from a webpage using the following procedure.

First: When you are on the webpage you wish to save, right-click on the page and choose “Print” (you can also use Ctrl + P).

Second: A dialogue box will appear and in the box that says “Destination” click and choose Save as PDF.

Third: Click “Save” and then choose the folder you want to save it in when the Save As box appears. The webpage will be saved as a PDF in the folder you have specified.

How to Create an Editable PDF?

This may sound a bit strange considering PDF is not considered to be an editable file type. However, you can have fillable PDF forms where signatures can be added or even calculations.

To do this you will need PDF editing software like Acrobat. Here’s the procedure:

Step 1: Go to Acrobat and click “Tools” then “Prepare Form”

Step 2: Choose the file you want to make an editable PDF, alternatively scan the document and Acrobat will analyze then add form fields.

Step 3: Add fields to the document using the toolbar at the top as well as the tools on the right pane.

Step 4: To share the form, click “Distribute” or you can save it for future use.

How to Create a PDF from Word?

If you want to share a Word document but ensure that the formatting remains the same no matter what device or program the recipient opens it in, then you should create a PDF of that Word document. To do that, follow these steps:

Step 1: Open the Word document.

Step 2: Click File and in the dropdown menu, choose “Save As.”

Step 3: On the box that appears, choose PDF in the “Save as type” section.

Step 4: Confirm the location where you want the file to be saved and then click Save.

How to Create a URL Link for a PDF Document?

The best way to share a large PDF document is to create a URL link for the document and then share that link with the recipients. This saves you from worry that the file might be too big and will be bounced by the email server.

The first step would be to save the document in a location that can be accessed easily by anyone with the link. Public storage like Dropbox is a good option. With that done, you can then follow the following steps:

• Using Adobe Acrobat, upload the file you want to create a link for. (Simply click on “Upload a file” in the Home interface).
• Now import the document you intend to make a link for.
• Select the PDF document and then click “Share.” A link will be generated for the document.

You can now share the URL in an email or even on your website so that people can click and be directed to the PDF document.

How to Type on a PDF?

Let's say you discover some text missing in your PDF file and you would like to add it without going back to the text editor. This is actually as easy as cutting cake. You just need Adobe Reader DC for your PC or Mac. You can download it free if it's not already installed and then follow these steps.

Step 1: Go to Adobe Reader DC

Step 2: Select “Tools” at the top of Adobe Reader DC Window.

Step 3: From the menu that appears, select “Fill & Sign.”

Step 4: Click “Select a File” to find the PDF file you want to type on.

Step 5: Select “Fill and sign” which will open the PDF for typing.

Step 6: On the toolbar, click the Ab icon to reveal the text tool.

Step 7: Place the cursor in the area you want to type and click for the typing space to appear.

Step 8: Click the typing area and begin to type the text.

How to Edit a PDF?

If you cannot locate the original file and all you have is a PDF or you just want to update a file with minor detail, it is possible to do it from the PDF. This guide will teach you how to edit a PDF file using Adobe Acrobat.

1. Open the file you want to edit in Acrobat DC.
2. Find the “Edit PDF” tool and click on it.
3. The tool will reveal other editing tools that you can use to: Add text, resize images, add watermark, replace images, change fonts, etc.
4. Name the edited PDF and save.

How to Combine PDF Files?

So, you have multiple PDF files with similar content and you would like to combine them. Using Acrobat you can quickly achieve this and have a more orderly file. Follow these steps and have your file combined in a few minutes.

• Either “select files or you can drag and drop the files in the drop zone.
• Using the PDF merger tool, choose the files you intend to combine.
• Arrange the files in the order you want them to appear then click “Merge files.”
• You can now download the merged PDF file and organize it as you please.

You can follow the same steps if you were searching for how to merge PDF files.

How to Reduce PDF File Size?

There are many reasons you may need to reduce the size of a PDF file. It could be too large to send as an attachment, it might be taking up too much space on your device or it could be a regulation that files must be a certain size. So what can you do to get it reduced?

Here’s your guide:

Save as Reduced Size

• With your file open in the latest version of Acrobat, click “File”.
• Choose “Save as Other and then click “Reduced Size PDF.”
• When prompted to select version compatibility, click Acrobat X.

This option however will alter the quality of images and doesn't give you much control over what is changed, for example, digital signatures will be removed.

Use PDF Optimizer

If you wish to have more control over the elements reduced in the document, then Adobe Acrobat PDF Optimizer is a better option.

It is necessary however to study the document first and determine which elements may need to be reduced.

• Go to File Save as Other and choose “Optimized PDF”.
• Choose “Audit space usage” from the box that appears on the screen.
• Select the elements that you wish to optimize. The space usage box can help guide your choices.
• Click OK and the Acrobat will do the rest.

How to Sign a PDF?

Signing a PDF is not so different from adding text to such a document. In fact, you can type a signature or use an image of your actual signature. To do that you can follow these steps:

1. Use Acrobat or Reader to open the PDF document you intend to sign.

2. Select “Fill & Sign.

3. Click the icon for Sign. (it looks like the tip of a fountain pen).

4. Your signature of initials will be displayed as options if you have already added them and you can click the signature. If you are signing for the first time:

• Proceed to the signature panel
• Choose either Type, Draw, or Image
• Select Save Signature and click Apply

5. You can enter the signature in the field provided and resize it accordingly.

How to Digitally Sign a PDF?

First of all, you need to create a digital signature that is encrypted, password-protected and authenticated. These are more secure than ordinary electronic signatures and are used for certification. If that is what you intend to use, then this is the right guide.

1. Open the PDF to be signed.
2. Select “Certificates.
3. Within Certificates, click “Digitally Sign.”
4. Drag the signature box to the area to be signed.
5. Choose the signature you want to use then click continue.
6. Verify the digital signature and then select “Sign.”

How to Write on a PDF?

There are 2 options to edit PDF files. First, you can use a PDF editor like Adobe Acrobat which will allow you to add, remove and change text within the PDF document. Alternatively, you can convert the document back to its original form. This could be Word, Excel, PPT, and so on. After that, you can write whatever you want and then save it again as a PDF.

How to Delete Pages From PDF?

• Open the document you want to delete pages from.
• Select “Organize Pages” in Acrobat.
• Choose the thumbnails of the pages you want to delete
• Click the bin icon on the right.
• Confirm the action and then save the PDF with the changes made.

How to Insert PDF into Word?

1. Open the Word document.
2. Select Insert then choose text from file or Object from file depending on what you want to insert.
3. In the popup box, find the PDF file and select it.
4. Click “Insert” and you are done.

How to Remove Password From PDF?

You need to know the password first to be able to remove it.

1. Open the document by entering the password.
2. Go to tools and click the “Unlock” tool, Select Protect, then Encrypt and Remove Security.
3. For PDFs with Document Open passwords, select “Ok” to remove the password.

• If the PDF format has a permissions password, enter the password in the “Enter Password” space and click OK. You will need to reenter the password to confirm the action.

How to Convert PDF into Word?

You need a PDF to DOC converter to do this. You can find many options online. The most common one however is Adobe Acrobat. Simply drag and drop the PDF you want to be converted into the drop zone. Click convert and Acrobat will take care of everything. You can then download the converted document and open it in Word.

How to Convert Word Into PDF?

1. Open the Word document.
2. Click the Microsoft Office button and select “Save As.”
3. In the next tab that opens, choose PDF or XPS.
4. In the box that Opens, choose PDF in the Save as type area
5. Click Save.

Best PDF Creators

There are several PDF creators online. Some of these are free and others paid for. Based on popularity, functionality, and added tools, here is a list of the top-rated ones:

• Adobe Acrobat PC
• Microsoft Word
• Google Docs
• PDFelement
• PDF-XChange Editor