If you have ever used a form from the IRS Web site, you probably downloaded the free Adobe Acrobat Reader, a small program that allows you to view PDF (Portable Document Format) documents. PDF files have become a standard file type on the Internet because they preserve the formatting of the original file and allow anyone with Acrobat Reader to view the file exactly as it was created.
Creating a PDF File
While Adobe distributes the Acrobat Reader free of charge, the full Acrobat application is needed to actually create a PDF file. Most business-oriented computer users have used Acrobat Reader, but few have explored the full Acrobat program. With the introduction of the new Version 5, Acrobat has become an easy, intuitive, and cost-effective way to publish and share documents. Every business user should be aware of this program as a potential resource.
Adobe Acrobat 5 is a fairly complex program with plenty of power and a learning curve to go with it. Adobe, however, has implemented a new look and feel that makes Microsoft Office users very comfortable. Performing basic tasks is simple and straightforward. New Office integration allows Word users to convert any document to a PDF by simply choosing a menu item, much like hitting the Print button.
Creating Forms
The PDF format has long been associated with forms. Acrobat users can now easily convert paper forms into interactive electronic forms. Whether you are dealing with employment or employee benefit forms on an intranet or client forms on the Internet, Acrobat is the answer. This new version lets you easily collect data by linking forms to a database or Web server. It can even perform automatic calculations such as addition, subtraction, and multiplication.
Acrobat offers support for digital signatures, several layers of security options and many new advanced collaboration tools. You can even publish PDF forms online with fields that change dynamically depending on the user’s input. My testing showed that all of these features worked well, but none can be implemented without some thoughtful planning and thorough investigation of the program functions. For use of these advanced functions, the Web-based Acrobat Tutorials will provide the needed learning information and structure.
Adobe Acrobat can be used for several tasks that you might not have considered. When working through a Web browser using the collaboration tools, you can highlight, strikethrough, and underline text as well as add stamps and comments and digitally sign documents…great for collaborating on documents with others not in the immediate vicinity. Also the Web Capture command lets you convert Web pages, even entire Web sites, into Adobe PDF files with all links intact. This feature can be great for creating an archival record of your own Web site as well as for documenting other Web sites and/or sharing them with others.
Printing and viewing options have been improved in this version. Support for XML and ODBC, PostScript-based transparency, and secure eBook handling are sure to catch the eye of the technically oriented. A look into the depths of this program will divulge many other features. Acrobat now supports third-party screen readers, which are standard equipment for the visually impaired. There is even support for CoolType, an aliasing system, which like Microsoft’s ClearType that improves the quality of text on LCD displays. Keep looking and you may find many more features in this full-laden program. While it can’t do it all, it sure does try.
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