Working with Adobe Portable Document Format (PDF) files

The following notes (Frequently Asked Questions – FAQ’s) have been provided to help you work with PDF files on this web site. We offer also some steps that will help you to extract sections of text, tables and charts if needed.

What is a PDF file?

A Portable Document File (PDF) is a document that has been converted to a “standardized” display format with Adobe conversion software. With the Adobe Reader® any PDF file can be viewed on any computer without requiring you to have the software that was used to create the document. PDF files are also popular because the content cannot be changed and viruses cannot be imbedded in the files.

How do I view a PDF file?

To view any PDF document simply click on the appropriate link on the web page (or the PDF file if you have saved it). If you have the Adobe Reader® on your computer the Reader® will be opened and the file will be downloaded and displayed. If you do not have the Adobe Reader® and can’t open the file see the note below about getting the FREE Adobe Reader® software.

What software do I need to view a PDF file?

If you do not already have a recent version of the Adobe Reader® you need to install a copy of it to view a PDF file. Once installed, when you click on a PDF file the Adobe Reader® will be opened, the file will be downloaded and then displayed on your conputer.

If you already have the Adobe Reader® installed on your PC you are ready to view the files. If you have an Adobe Reader® version prior to release 4.1, we strongly suggest update it to the current release to be sure that files display correctly. [Newer PDF files may contain features that will not be displayed with older versions of the Reader®].

How can I get the FREE Adobe Reader® for PDF files?

Download the latest version of the FREE Adobe Reader® for your version of Windows at www.adobe.com. Note that the Reader® is available at this site for each version of Windows. If you are not sure which version of Windows you have installed on your computer, start Windows Explorer, click on "Help", then click on "About Windows". A window will be displayed indicating which version you have installed.

How long does it take for a PDF file to download to my PC?

Download time is related directly to the size of the PDF file and the speed of your internet connection. If you have a "fast" internet connection (e.g., cable or T-1 or DLS line) you may not notice how long it takes to download the file, unless it is an unusually large one. On most high speed internet connections it will only take seconds to download a file.

On a slower dial-up line (i.e. - 56 kb or less) time to download the file is more noticeable and you may see a delay before the file is displayed. A "small" PDF file (a few kilobytes) will be seen almost instantly. A moderate PDF file (something like 1.5 megabytes) will require 3 or 4 minutes to be download and be displayed. A large PDF file (2 or more megabytes) may take 10, 15 or 20 minutes to download.

Some links to large PDF files will provide an indication of the file size so you can judge how long it will take for you to be able to view it.

Should I save PDF files on my computer?

When you open a PDF file for viewing, it is downloaded to your computer before it is displayed. After it is downloaded you may view it and you may choose to save it if wish for future reference. If you have sufficient disk space and want to save the document, click on File, Save and provide a directory (folder) name and file name for the document.

How do I print a chart or an image from a PDF file or capture it to paste into my document?

To print a chart or image from a PDF page:

Click on the "Graphic Select Tool" (dotted square box) on the command line of the Adobe Reader® window, then place the cursor at one corner of the image, hold down the left mouse button and draw (drag) a frame around the chart or graph, right click inside the frame, then select print.

To capture a chart or image for pasting into another document from a PDF page:

Click on the "Graphic Select Tool", then place the cursor at one corner of the image, hold down the left mouse button and draw (drag) a frame around the chart or graph, right click inside the frame, then select copy.

Next go to your document file in your word processor, place the cursor where you want the image located and select Edit, Paste from the word processor commands at the top of the window.

Using a text box to place an image that can be moved around in your document:

If you want to be able to move an image file you have captured around or resize it in your word processor document you might want to first insert a text box in the document, then paste the image file in that text box.

Typical steps to place a text box in your document would be to click on insert, choose text box from the options, then click edit, paste to drop the image in the text box. To move the text box around, click inside it with your mouse, place the cursor on the gray edge of the text box, hold down the left mouse button and drag the text box to where you want it, then release the mouse button. To resize the text box click inside the text box to select it, place the cursor on one of the corners of the text box, drag the corner until the box is the size you want, then release the mouse button.

How do I print single pages from a PDF file or the entire document?

To print a single page or the entire document click on File, Print in the Adobe Reader® window, then choose “all” or choose the option to print 1 or more pages. When choosing to print only part of the document be sure to insert the page number or number of pages you want.

How do I change the size of pages printed from a PDF document?

When you are printing an image or page from a PDF file or want to print the whole document you can change the size of the printed pages. Usually your Adobe Reader® will be set to print 8.5 x 11 inch pages (the page size is displayed in the print options window that appears just after you click on print. You can change the printed page size to a larger, or smaller, page by changing the settings in the print options window that appears after you click print. In the same print options window you can also select options to enlarge items to fit the printed page or reduce oversize items to fit the printed page.

How can I capture sections of text from a PDF document?

When a document has been converted into an Adobe PDF file it is changed to a form that is different from text in a word processor document. The form is similar to a bit-mapped photo file rather than text you might normally work with. That is why the text can’t be copied in a normal manner.While you can't simply highlight a section of text in a paragraph and copy it to the clipboard like you can with normal text, you can capture part of a paragraph and print it as an image.

You can capture a paragraph or section of text using the steps noted above for capturing a chart or image from the PDF page. The image or paragraph will be in the form of a bit-mapped or graphic image that can be inserted or pasted into your document.

If you have a “screen print” utility on your computer you can capture a section of text or any other part of the page and insert it as an image file in your document. To capture a section of text or any illustration with a “screen print” program follow the instructions for your particular screen print/capture program. Screen print utilities are not typically included with software that comes with your computer so these utilities will only be available if you or someone that provides you with support has installed one for you.

Is there a way to extract various sections of data or chapters from PDF files?

Several of the larger documents on the web site can be viewed in their entirety and saved or printed. Certain documents ("NC20/20 Report" and “Our State, Our Money – A Citizens’ Guide to the North Carolina Budget”) are available in chapters or sections.

Look for these sections listed with the complete documents. Where they have been included you can view and/or save individual sections. If you wish to use an entire section all you need to do is download and save it.

If you need to capture a smaller section from one of the PDF files see the note on “How do I capture a chart or image to print or paste into my document?” and follow instructions there.

 

Please remember when using data from a PDF document to give credit to the owner of the information in your new document or presentation.

We hope this review of FAQs about PDF files is useful to you

The North Carolina Progress Board