Some tips for pdf files

Closing out form fields before merging forms into a single pdf (if needed)

Inserting page numbers in Acrobat (AFTER you have merged forms)

Updating page numbers in Acrobat (AFTER you have replaced a page, added a page, etc.)

 

Bookmarks in Acrobat (Second to last step before submitting if you desire)

Reducing file size in Acrobat (Last step before submitting - All reports MUST have this done)

 

Proper order of Appendices for your report

 

Closing out form fields before merging forms into a single pdf

Most of you have probably realized that it's best to use the PDF Portfolio function when writing up forms for reports in Adobe Acrobat.  Once all of your forms are filled out for each site you can merge them together into a single PDF.  But before you combine your forms you have to "close out" the form fields so that they can't be changed (Adobe Acrobat wants the same fields to be the same on different forms if the fields are interactive).  If you try and merge your forms before you "close out" the fields, all the forms will change back to the original form.  (Note from SMW - Make sure you have no more editing to do before you follow these instructions, this step appears to be undoable unless you save the file as a different name and keep your old file the way it was. I would do this step only after your project has come back from all reviews and you are ready to submit the finished product.)


To "close out" forms in Acrobat 9:

1.  Make sure your portfolio is in edit mode (under "Modify") and change the portfolio view to "list view"
2. Select all the forms you want to close out.  You can select them all at once by holding down the Shift key and left clicking the first and last, or you can select some subset by holding down the Control key and left clicking on each desired form.
3. Click on "Advanced" > "PDF Optimizer..." on the top menu
4. Click on the words "Discard Objects" (don't click on the check box, the box should remain checked)
5. Click on "Flatten form fields" and click "OK"
Now all your forms will remain unique when you merge them into a single PDF.  Once you convert your word document into a PDF, you can insert the forms and figures in the proper appendices and your entire report can be viewed in a single PDF.

 

In Acrobat X, here's a link to a page where you can read about how to install the "Flatten form fields" Action.

 

To merge file(s) into a single PDF, click the "File" menu, and select either "Create PDF" or "Combine". Then select "Merge files into a single PDF". This should open a dialog box, where you can select the files you want to merge. Click "Add files" at the top left of this box, and select "Add open files" to insert the file(s) you are currently using (Alternatively, you can use just "Add files" to browse your computer and find the file(s) you want). Then click "Combine files" at the bottom. -SMW

 

Inserting page numbers in Acrobat (AFTER you have merged forms)

First, I hold off on inserting page numbers until the project has been edited and signed by Brian or Scott.  Don't include page numbers in Microsoft Word or on any forms.  Once your project has been merged into a single PDF and all your pages, forms, and figures are in the right order, go to:
1.  Document > Header & Footer > Add...
2.  In the dialog box, you can choose which font and font size you'd like to use.  I go with Calibri, size 8.  You can also change the margins of the header to place the page numbers where you want them.  I use a Top, Bottom, and Right Margin of 0.5, and a Left Margin of 1.0
3.  Click on "Insert Page Number" (found about halfway down the dialog box on the left hand side).
4.  The default of the program puts the page number (seen as <>) on the upper left side of the page in the box "Left Header Text". 
5.  Move the <> to the "Right Header Text" so that the page numbers will be placed on the right side of the page.
6.  Click on "Page Range Options" (found on right hand side of dialog box in blue, underlined text)
7.  Choose the range of pages that you want numbered.  For instance, a 20 page project may have the "Cover" page as the first page. This page doesn't need a page number so you can select a range of 2-20 to be numbered (Remember if you add pages to go back to this area and extend the page range to include all of your pages).
8.  Click "OK" and you're done.


Note :  Before you hit "OK" (step 8), you can save your settings so that you don't have to go through these steps for every project.  Just hit the "Save Settings..." button at the top of the dialog box once you complete steps 1-7 and you can load them for the next project you do.

 

Updating page numbers in Acrobat (if you have had to replace a page and need to get it numbered)

 

1.  Document > Header & Footer > Update...
2.  If all you did was replace one page with another, after this dialog box opens, just click "OK" and it will repaginate your document and you are done.
3.  If you added any pages (increased total length of report), you need to make sure you get page numbers on the last few pages.   Click on "Page Range Options" (found on right hand side of dialog box in blue, underlined text)
4.  Choose the range of pages that you want numbered.  For instance, a 20 page project may have the "Cover" page as the first page. This page doesn't need a page number so you can select a range of 2-20 to be numbered. 8.  Click "OK" and you're done.

 

Bookmarks in Acrobat (Second to last step before submitting if you desire)

Adobe Acrobat uses bookmarks as a simple to create and easy to use navigation structure within a pdf. If you open a pdf you will notice along the left side of the page there are some icons. These icons include pages, bookmarks, and signatures (there may be more also). The bookmarks icon looks like a piece of paper with a ribbon on the top left corner (the bookmark). If you click this icon, it will show you the bookmarks in your document (You can also select the "View" drop-down menu, then click on "Navigation panels," and finally from that menu select "Bookmarks." (To see an example of a report using bookmarks, click here.) These can be used like a table of contents to quickly navigate through your document. Depending on how you are using MS Word, you may have bookmarks in your report already, or you may not.

 

There is a link below with several pages where you can learn more about using Word to automatically create bookmarks, for this document I will focus on manually adding bookmarks. An easy way to do so is to simply highlight the text you want to bookmark to, and right-click (crtl+click on a Mac), then select Add Bookmark. You can also use the keyboard shortcut of ctrl+B. This will create a bookmark which will appear in the pane on the left of the screen. Repeat this step for all headings or text of interest in your report. You will have a list of bookmarks to use to mavigate. They may not appear in the correct order; if not, you can click on the bookmark (in the left pane) and move it up or down as appropriate. You can also select one or more bookmarks and make them subordinate to another bookmark. To do this, select the bookmarks you wish to be "under" the other, and right-click (ctrl+click Mac). Select cut, then select the bookmark you want them to be listed under. Right-click (ctrl+click Mac) and select "Paste under selected bookmark." That's all there is to it. You can delete bookmarks by right-click (ctrl+click Mac) and selecting delete. There is much more that you can do with bookmarks, this is meant to outline just the very basic steps to create simple navigation bookmarks.

Now that you have gone to the trouble of adding bookmarks, you should force them to show up when someone opens the document, so they know they are there and they can be used.

Click on the File menu and select "Properties". Click the "Initial View" tab at the top, and the first item at the top of the page is "Navigation tab". Click this and select "Bookmarks Panel and Page." Nothing to it!

 

Here is a page with several links where you can learn more about creating bookmarks either within your Word document, or using Acrobat after the fact

 

Reducing file size in Acrobat (Last step before submitting - All reports MUST have this done)

If you are using Adobe Acrobat 9:

  1. Make sure your report is 100% totally ready to submit.  This should be the very last step before you post it.
  2. Click on the “Document” menu and select “Reduce file size…”
  3. In the drop-down menu for “Make compatible with:” select “Acrobat 9.0 and later”
  4. Click “OK”
  5. It may take a few minutes and you may get a message saying that some pictures were not compressed – just click “OK”
  6. That's all there is to it.

If you are using Adobe Acrobat X:

  1. Make sure your report is 100% totally ready to submit.  This should be the very last step before you post it.
  2. Click the “ File” menu, select “Save As” and then “Reduced Size PDF”
  3. In the drop-down menu for “Make compatible with:” select “Acrobat 9.0 and later”
  4. Click “OK”
  5. It may take a few minutes and you may get a message saying that some pictures were not compressed – just click “OK”
  6. That's all there is to it.

 

Proper order of Appendices for your report

Reports should be organized in the order: Introduction, Site summaries, Stream description and characterization (If needed), and References (or Lit Cited). These should be followed with Appendices as follows: Appendix A - Wetland Determination Form(s), Appendix B - Species List(s), Appendix C - Figures (map(s), etc.). If needed, figures and the table for the FSA method should be added as Appendix D - FSA Wetland Determinination Figures and Table. If needed, Appendix E will have information relating to and T&E species or natural communities of special interest. 

 

No gaps in lettering are allowed, so if an Appendix is omitted, any following Appendices will be re-lettered so that all Appendices are lettered in order (Example - If Appendix B - Species Lists is omitted because there are no species lists to present, Appendix C - Figures becomes Appendix B - Figures, etc.).

 

Within Appendix C - Fugures, maps should be organized in the following order, numbering as appropriate so there are no gaps in numbers: Project Location Map, NWI Map, ADID/County Wetland Inventory Map, Soil Survey Map, Wetland Delineation Overview Map, Wetland Delineation Map.