1. Common PDF Functions to Process Tasks More Effectively
Created by: Holly Qi & Lillian Tang in partnership with L&D
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2. Welcome to this self-paced learning module on:
Learning Objectives
Welcome to this self-paced learning module on:
Common PDF Functions to Process Tasks More Effectively
After completing this module, you will be able to:
Use Document Functions to edit PDF files
Search for relevant content in PDF documents
Use Advanced Tools to edit PDF files
Use Hot Keys when processing PDF documents
Note: This PPT is created based on Adobe 9.0
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3. Comments & Makeup Tools
Contents & Navigation
The contents of this module are structured as follows:
Learning
Map
Document Function
Find & Search
Advanced Tools
Hot Keys
Final Quiz
Learning Map
Comments & Makeup Tools
Stamp Tools
Water-mark
You can navigate the contents in 2 ways:
Defined Order: Click your mouse or use your keyboard’s forward and back arrows to go through the module in the order shown in the Learning Map.
Preferred Order: Click on a
section of the Learning Map to
go to that section and then use
the navigation buttons at the
bottom of each page.
See details on right  1 2
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Return to Learning Map
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next page
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4. Are you ready? Let’s get started!
Document Functions
Advanced Tools of PDF
Unlike other types of documents, a PDF file is a more secured type of document. Some RSP tasks require processors to modify (combine, delete pages, etc.) PDF files, so it is necessary for trainers and processors to learn these skills. .
In this section, you will learn:
How to combine PDF files using the Insert function.
How to extract pages from a PDF file.
How to replace and delete pages in a PDF file.
Are you ready? Let’s get started!
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5. Are you ready for some useful tips on the Document Functions?
Advance Tools Function
Are you ready for some useful tips on the Document Functions?
Click anywhere on this slide to view the answer.
Case 1:
Background:
When you are processing AIG Loss Run request, you will find that AIG Loss Runs include a Detail copy and a Summary copy.
Question:
To release a copy of completed loss runs to an insured/broker, you will need to combine the two copies. How can you do it?
The answer is — Use the Insert Function (See Figure 1)!
Open an existing PDF file
Go to: Document > Insert Pages > From File
Select the file you want to combine and click OK
Figure 1
Figure 1
Figure 1
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6. What else can Document Functions do?
Section 2
Document Function
What else can Document Functions do?
Keep clicking on this slide to find out more Document Functions.
Figure 2
Extract Pages
Extract useful or unnecessary pages from a PDF file
Replace Pages
Use an updated PDF page to replace the old one that may include wrong information
Delete Pages
Delete useless pages from a PDF file
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Play with it and explore more useful functions!
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7. Find & Search 2 1 3 OR Figure 3 Case 2:
Background: To process an Auto claim, you need to find out if unit# 9090 is on the policy or not . This will help you identify the type of the policy you are processing.
Question: How can you find the information above?
Click anywhere on this slide to view the solution.
Figure 3
Solution 1 (Figure 3):
Go to Edit > Find
Input information and press Enter to search the document
A result will be displayed 2 1 OR 3
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8. Find & Search 2 1 3 Solution 2 (Figure 4) Figure 4
Go to Edit > Search
Input the content you want to search & click Search
All of the matching results will be shown under Results
4. You can review them based on your requirement
Figure 4 2 1 3
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9. Find & Search How can you search a scanned PDF file?
Keep clicking on this slide to view the solution and notes.
No worries! See the TIP below (Figure 5):
Go to Document > OCR Text Recognition > Recognize Text Using OCR
Click OK and the document will allow you to find and search
In put the key words you want to search in the scanned documents
Figure 5
Note 1: The OCR Text Recognition function not only allows you to search, but also copy and edit a scanned document.
Note 2: Because the quality of the original documents varies, the search results of OCR Text Recognition may also vary.
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10. Are you ready? Let’s get started!
Advanced Tools
Advanced Tools of PDF
Like we mentioned earlier, PDF is a secured document format, which does NOT allow users to directly copy, paste, or move texts and images on a page. Instead, PDF is more like a snapshot of the original file. Despite this feature, you can still use some functions to edit a PDF file when processing tasks.
In this section, you will learn:
How to add comments to a PDF file
How to add a signature or a stamp to a PDF file
How to add a watermark to a PDF file
Are you ready? Let’s get started!
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11. Advanced Tools Function-Commenting & Markup Tools
Comment and markup tools - Adding comments on a PDF file
(Figure 6-1)
Keeping clicking on this slide to find out about the Commenting & Markup Tools.
The Arrow Tool, the Line Tool, the Rectangle Tool and the Oval Tool let you create simple shapes to direct people’s attention to the area you want to highlight.
Figure 6-1
An arrow
A line
A rectangle
An oval
The Cloud tool and Polygon tool create closed shapes with multiple segments. The Polygon Line tool creates open shapes with multiple segments to .
A cloud
A Polygon
An open Polygon
The Pencil tool creates free-form drawings, and the Pencil Eraser tool removes the pencil markups.
The Highlight Text Tool , the Underline Text Tool and the Cross Out Text Tool let you highlight, cross out or underline the words. All these tools can also be found in Text Edits tool.
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12. Advanced Tools Function-Commenting & Markup Tools
Comment and markup tools - Add comments on a PDF file
(Figure 6-2)
Click anywhere on this slide to find out more about the Commenting & Markup Tools.
Figure 6-2
The Text Box Tool let you add a text box. You can input anything you like in the text box. And also we can edit the text box as follows:
1) Right click and select Properties… to amend the text box appearance, including border style, border color, opacity, fill color and so on…
2) To change the text properties, click “ctrl + E”, the following tool bar shows up
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13. Advanced Tools Function-Commenting & Markup Tools
Comment and markup tools - Add comments on a PDF file
Keeping clicking on this slide to find out more about the Commenting & Markup Tools.
Figure 6-3
The Sticky Note tool makes you to add a text message in a pop-up note anywhere in a PDF file.
Right click a stick note and select Show comments List (Figure 6-4).
Figure 6-4
A list of stick notes will appear (see Figure 6-5). You manage the sticky notes by editing the contents, add, delete, sort or print the sticky notes (Figure 6-5).
Figure 6-5
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14. Advanced Tools Function-Commenting & Markup Tools
Comment and markup tools - Add comments on a PDF file (Figure 6-6)
Click anywhere on this slide to find out more about the Commenting & Markup Tools.
Figure 6-6
The Callout Tool let you to add a callout. Same as the Text Box Tool, use “Properties…” to change the callout box appearance & “Ctrl + E” to change the text properties.
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15. Advance Tools Function – Stamp Tool
Stamp Tool insert a picture of stamp in this page
We all know that a certificate without a signature is invalid, you may need a digital signature. And also, when a certificate is cancelled, you need to stamp “cancelled” on the certificate and then release it to the appropriate person. Do you know how to insert the digital signature or stamp “cancelled”? Click next to learn more…
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16. Advance Tools Function – Stamp Tool
Figure 7
Create a stamp – add a custom stamp
Sometimes, clients will require you to add a non-standard stamp (e.g. a signature ) to a document to indicate the status (e.g. approved by…). You can create custom stamps in a number of different formats, including (but not limited to) DOC, PDF, JPEG, bitmap, Adobe® Illustrator® (AI), Adobe® Photoshop® (PSD), and Autodesk AutoCAD (DWT, DWG) files.
Keeping clicking on this slide to find out more.
Figure 8
Add a custom stamp
Choose Tools > Comment & Markup > Stamps > Show Stamps Palette (See Figure 7).
2. A window that allows you to select an image to use as a custom stamp will pop up (See Figure 8)
Click Import… > Browse…, and select the file you want to use to customize your stamp (See Figure 8).
If the file (like a PDF file) has more than one page, scroll down to the page you want, and then click OK.
5. Choose a category from the menu or type a new category name, name the custom stamp, and then click OK.
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17. Advance Tools Function – Stamp Tool
Stamp a Document
Keeping clicking on this slide to find out more.
You apply a stamp to a PDF in much the same way you apply a rubber stamp to a paper document. You can choose from a list of predefined stamps, or you can create your own stamps. Dynamic stamps obtain information from your system and from the Identity panel of the Preferences dialog box, allowing you to indicate name, date, and time information on the stamp.
Apply a stamp
1.Select a stamp by clicking Tools > Comment & Markup > Stamps > choose a category > select a stamp.
Figure 9
2.Click the document page where you want to place the stamp, or drag a rectangle to define the size and placement of the stamp.
3.If you haven’t provided a name in the Identity preferences, the Identity Setup dialog box will prompt you to do so.
Change a stamp’s position or appearance
You can use the Select tool or the Hand tool to do any of the following:
To rotate a stamp, click it, move the pointer over the handle at the top of the stamp, and drag when the rotate stamp icon appears.
Figure 10
To change the stamp’s opacity or the color of its pop-up note, right-click the stamp, and choose Properties. In the Appearance tab, set the opacity or color.
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Move a stamp to the favorites list
1.Using the Select tool or the Hand tool, select a stamp markup on the page.
2.In the Comment & Markup toolbar, click the Stamp tool and choose Favorites > Add Current Stamp To Favorites
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18. Advance Tools Function – Stamp Tool
Paste images as comments – Snapshot Tool
You can use the to add images to a PDF. You can copy most image formats from drawing and image-editing applications, such as Adobe Photoshop and Adobe Illustrator. If you want to add the image to PDFs repeatedly, create a custom stamp of the image.
Note: The Paste Clipboard Image As Stamp tool isn’t available until you copy an image.
Figure 11
Keeping clicking on this slide to find out more.
1.Copy an image by doing one of the following (See Figure 11):
In Acrobat, choose Tools > Select & Zoom > Snapshot Tool, and select an image from a PDF.
In another application, select an image and choose Edit > Copy.
2.Open a PDF.
3.Choose Tools > Comment & Markup > Stamps > Paste Clipboard Image As Stamp Tool (See Figure 12).
4.Click in the PDF where you want the image to appear.
Figure 12
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19. Advance Tools Function – Watermark
A watermark is a text or an image that appears either in front of or behind the existing document content, like a stamp. For example, you could apply a “Confidential” watermark to pages with sensitive information. You can add multiple watermarks to one or more PDFs, but each watermark must be added separately. You can specify the page or range of pages on which each watermark appears.
 Note: Unlike a stamp, a watermark is integrated into PDF pages as a fixed element. A stamp is a type of PDF comment, which others reading the PDF can open to display a text annotation, move, change, or delete.
Effect Before and after adding a watermark
Before
V.S.
After
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20. Advance Tools Function – Watermark
Add, Edit & Remove a Watermark - 1
Keeping clicking on this slide to find out more.
Add or replace a watermark, with an open document
1.Choose Document > Watermark > Add.
Figure 13
2.(Optional) To apply the watermark selectively to individual pages, click Page Range Options. Then specify a page range and choose a Subset option, as needed.
Figure 14
Figure 14
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21. Advance Tools Function – Watermark
Add, Edit & Remove a Watermark - 2
3.Specify the watermark (Figure 15):
Keeping clicking on this slide to find out more.
Figure 15
To reuse a watermark and watermark options that you saved in an earlier session, select it from the Saved Settings menu.
 To create a text watermark, select Text, and type the text in the box. Adjust the text formatting options as needed.
 To use an image as a watermark, select File. Then click Browse and select the image file. If the file has multiple pages with images, specify the Page Number you want.
 Note: Only PDF, JPEG, and BMP images can be used as watermarks.
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22. Advance Tools Function – Watermark
Add, Edit & Remove a Watermark - 3
Figure 16
Keeping clicking on this slide to find out more.
4.Adjust the Appearance and Position of the watermark, as needed.
5.(Optional) Click Appearance Options and specify the following options:
To specify when the watermark appears, select or deselect Show When Printing and Show When Displaying On Screen.
To control variations in a PDF with pages of varying sizes, select or deselect Keep Position And Size Of Watermark Text Constant When Printing On Different Page Sizes. 
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23. Advance Tools Function – Watermark
Keeping clicking on this slide to find out how to remove a watermark.
Remove watermarks
Do one of the following:
Open a single PDF, or select one or more component PDFs in a PDF Portfolio. Then choose Document > Watermark > Remove > Yes
 To remove watermarks from multiple PDFs, close any open PDFs and choose Document > Watermark > Remove.
- In the dialog box that appears, click Add Files > Add Files or Add Open Files > select the files > OK (Figure 17)
- In the Output Options dialog box, specify your Target Folder and File Naming (Figure 18)
Figure 17
Figure 18
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24. Hot Keys
Want to see some HOT KEYS that can help you save processing time?
Click the icon below to find out the amazing things they can do!
HOT
KEY
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25. Hot Keys Hot Keys Functions Ctrl + O Open a PDF file Ctrl + S Save
Ctrl + Shift + S
Save as
Ctrl + W / Alt + F + C
Close a PDF File
Ctrl + P / Alt + F + P
Print a PDF File
Ctrl + Q / Alt + F + X
Exit PDF Program
Ctrl + F
Find
Ctrl + Shift + F
Search
Ctrl + Shift + I
Insert a PDF file
Ctrl + Shift + D / Alt + F + E
Delete a PDF Page
Ctrl + Shift + R / Alt + D + T
Rotate a PDF Page
Ctrl + 0/1/2/3
Adjust PDF windows
Alt + D + X
Extract Pages
To save your processing time, see this list of the most commonly used Hot Keys !
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26. Do you want to learn more about Adobe PDF?
Hot Keys
Do you want to learn more about Adobe PDF?
Press Alt and you will find all of the Hot Keys you can use in Adobe PDF!
Press F1 for detailed instructions on every function and you will see all the magic tricks Adobe can play! 
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27. Final Quiz
Congratulations! You’ve finished reviewing the content of this self-paced module.
Now, test yourself on what you learned by taking the short quiz on the following pages.
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28. Click the forward button for next question.
Final Quiz
Click on the correct/most appropriate answer:
Question 1
Which function can search PDF and retrieve a list of all matching items?
Great job! 
You’re right.
Click the forward button for next question.
 Sorry, try again.
A) CTRL + F
B) CTRL + SHIFT +F
 Sorry, try again.
C) SHIFT + F
 Sorry, try again.
D) CTRL + ALT + F
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29. Click the forward button for next question.
Final Quiz
Click on the correct/most appropriate answer:
Question 2
If you want to delete pages from a PDF file, which of the following functions should be used?
Great job! 
You’re right.
Click the forward button for next question.
A) Document
 Sorry, try again.
B) Files
 Sorry, try again.
C) Edit
 Sorry, try again.
D) Tools
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30.  Question 3 You’re right. Great job! Final Quiz  Sorry, try again.
Click on the correct/most appropriate answer:
Question 3
Which of the following hot keys CANNOT be used to close a PDF file?
Great job! 
You’re right.
This is the last question. Click the forward button to finish the module.
 Sorry, try again.
A) ALT + F4
 Sorry, try again.
B) CTRL +W
 Sorry, try again.
C) ALT + SHIFT + F4
D) CTRL + ALT + F4
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31. Click the forward button for next question.
Final Quiz
Click on the correct/most appropriate answer:
Question 4
Which tool CANNOT be used to add a “cancelled” mark to a PDF file?
Great job! 
You’re right.
Click the forward button for next question.
 Sorry, try again.
A) Text Box Tool
 Sorry, try again.
B) Stamp Tool
C) Touchup Tool
 Sorry, try again.
D) Watermark Tool
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32. Conclusion
Congratulations! You’ve successfully completed this self-paced module and the quiz.
Now, remember to use what you learned to help you perform better on the job.
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