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10 Tips for Better PDFs
By Stephen Bryant

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How To: Acrobat is a powerful tool, but only if you know how to use its features properly. Here are 10 quick tips for getting the most out of your PDFs.

Use the "Read Aloud" function

Click View > Read Out Loud to synthesize the text in PDF documents and forms. A screen reader provides the best reading experience for more complicated PDFs.

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Acrobat 7.0 for Windows uses MSAA (Microsoft Active Accessibility), which allows Windows-based programs to expose information about their content.
CTRL-SHIFT-V: Reads the current page.
CTRL-SHIFT-B: Reads the current document.
CTRL-SHIFT-C: Pauses or resumes reading.
CTRL-SHIFT-E: Stops reading.

If you're creating a document and you want to ensure that it can be read out loud, make sure you tag the PDF.

If the PDF is complicated, remember that page headers should be excluded from tags so that they're not read aloud, and that formulas will require alternate text.

Reduce Your File Size
Big file sizes got you down? If the display font of your document isn't of particular concern, you might want to un-embed your fonts.

If you'd like to keep your fonts embedded, download a PDF optimization program, such as Apago's PDF Enhancer, which will typically reduce a PDF's size by approximately 40 percent. Your last resort for reducing file size: decrease image resolution.

Embed an Image with the Stamp Tool

Copy an image from another document or Web page, then in Acrobat click the Stamp Tool's pull-down arrow to display its menu bar. Select "Paste Clipboard Image as Stamp Tool," then click the page you want to paste to. The image is pasted as a stamp. You can also use this tool to move images between pages in a document.

Find PDFs Online
Yummy! Personal PDF Library is a tag-based social bookmarking service that only indexes PDFs.

You can search for PDFs by category or keyword, and order printed versions online through associated service Print(fu).

Improve Readability with Appropriate Background Colors

Always be careful with the background colors you choose. Light backgrounds, such as greys and yellows, make the page "recede" from the viewer, making it harder to read.

If you combine a light background with a light font color, the words can become near illegible. Stick to a high contrast between font color and background--black text on white background or white text on black background--and you should be fine.

Protect Your PDF with Watermarks

With Acrobat 7 Professional, you can create a batch sequence that will apply watermarks to every page in a large document.

See the Adobe tutorial for more info.

Make an Index for multiple PDFs

The Catalogue feature in Acrobat lets you create an index for multiple PDF documents. Choose Advanced > Catalogue to start a new index.

Click "New Index," then fill in the index description box. Select which directories on your computer that you want the index to include. For more information, see the full tutorial.

Save and Reuse Form Data

Tired of filling in form after form? Pining for an autocomplete feature? Next time you complete a PDF form, click File > Form Data > Export Data from Form. Save the file.

The next time you need to add information to a form, choose File > Form Data > Import Data to Form.

Turn Your PDF into a Slideshow

To make your PDF open and display as a slideshow, click Document > Set Page Transitions, then select the type of transition and the page range.

To display the show, display the first page of the document in the Document pane and click the Full Screen view icon on the Status Bar at the bottom left of the program window. Left-click to advance, and press the escape key to return to the regular interface.

View the Clipboard

If you ever forget what items you've copied to the clipboard, click Window > Clipboard Viewer.


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