20 Useful Tips & Tricks for PDF Files in Adobe Acrobat

PDF (Portable Document Format) files have become a standard for sharing and distributing documents across different platforms and devices. Adobe Acrobat is the official program for editing the documents. While there are third-party tools, this will be the one with the least errors or issues. Whether you’re a student, professional, or an everyday user, knowing some handy tips and tricks can greatly enhance your experience with designing PDF files. We’ll explore 20 useful tips and tricks to help you make the most of PDF files.

1. Keyboard Shortcuts: Familiarize yourself with common keyboard shortcuts for navigating and interacting with PDFs. Keep in mind that keyboard shortcuts may only work when you are using Adobe Acrobat. If you are viewing in a browser or in our Resource Center plugin, those shortcuts may not work. For example, pressing Ctrl+F (or Command+F on Mac) opens the search function, while Ctrl+D (or Command+D on Mac) brings up document properties like file size.
2. Text Selection: To select and copy text from a PDF, use the Text Selection tool (usually an arrow icon). Hold down the left mouse button and drag over the desired text. Right-click and choose “Copy” to copy the selected text. Remember that this may retain formatting if you are pasting it into other documents or a web page.
3. Page Thumbnails: Utilize the page thumbnail view to get a quick overview of the document’s contents. This feature allows you to navigate between pages easily by dragging and rearranging thumbnails. It is contained on the left bar by default and is usually minimized.
4. Bookmarking: PDFs often contain lengthy documents. Bookmark important pages to quickly jump to specific sections. Use the bookmarking feature (usually represented by a ribbon icon) to create bookmarks for easy navigation. Bookmarks are also a way to send a PDF to someone and show the exact page you want them to look at. 
5. Annotations: Add annotations, such as comments, highlights, or text boxes, to emphasize important points or make notes. Look for annotation tools (typically represented by icons like a speech bubble, highlighter, or text box) in your PDF reader or editor. We don’t suggest publishing documents with these as they may not render or cause disruptions to your end user. They are more for internal team documentation.
6. Extracting Pages: If you only need specific pages from a large PDF document, use the “Extract Pages” feature to save those pages as a separate PDF file. This can be useful when sharing or archiving specific sections of a document. Right-click a page thumbnail to find this option.
7. Inserting Pages: Combine multiple PDF files into a single document using the “Insert Pages” feature. This is helpful when consolidating related documents or creating comprehensive reports. Avoid combining unrelated or different size PDFs, as this can be jarring for the user.
8. Redaction: When sharing sensitive information, use the redaction feature to permanently remove or hide specific text or images from a PDF. Redaction ensures that the confidential content cannot be viewed or recovered. That feature is found in the Protect & Standardize tools. Keep in mind that hackers can break this, so avoid sending redacted documents to any destination that may be insecure.
9. Fillable Forms: If you want to make your form fillable, go to the Forms & Signatures section. The Prepare Form toolset has several allows you to build out fillable sections.
10. Digital Signatures: Add a digital signature to authenticate and secure your PDF documents. Digital signatures provide an electronic equivalent of a handwritten signature, ensuring the integrity and authenticity of the document.
11. OCR (Optical Character Recognition): Use OCR technology to convert scanned or image-based PDFs into searchable and editable text. OCR allows you to extract and modify text from non-editable PDFs, making it easier to work with such documents. This is an advanced feature that may take a little practice.
12. Reduce File Size: Large PDF files can be challenging to share or store. Reduce the file size by optimizing images, compressing the document, or removing unnecessary elements to make it more manageable. When embedding form on software like Resource Center, try to make them 100 MB or less for larger documents.
13. Password Protection: Protect confidential PDF files with passwords. Use encryption options to restrict access, prevent unauthorized copying or editing, and ensure that your sensitive documents remain secure. Be careful to not forget that password. Best practice is to store a nonencrypted version in a safe, encrypted place as a backup.
14. Read Mode: PDF readers often have a “Read Mode” or “Full-Screen” view that eliminates distractions and provides a more focused reading experience. Look for these options to enhance readability and reduce visual clutter.
15. Hyperlinks: If your PDF contains clickable links, use them to navigate to related webpages or sections within the document. This allows for easy access to additional information or cross-referencing within the PDF. Adding your own Links is found in the Edit toolset.
16. Custom Stamps: Create custom stamps with frequently used symbols, icons, or text to quickly annotate or mark up PDFs. This is particularly useful for repetitive tasks or adding specific symbols to documents. Stamp is usually not installed by default and Acrobat will likely request that you add it first. Use the search bar in the Tools tab to find it.
17. Extracting Images: This one is pretty simple- copy and paste. If you need a whole page, see number 6. If you are the document designer and want to prevent copy and paste, there are options for that in the Password Protect tools.
18. Accessibility Options: Ensure that your PDF files are accessible to individuals with disabilities. Use accessibility options like alt text for images, proper document structure, and tagging to make the content accessible to screen readers and assistive technologies. Here is a good article for that.
19. Optimize Printing: Review the print options to save paper and ink before printing a PDF. Adjust settings like page scaling, double-sided printing, or grayscale mode based on your requirements. Please do not assume it will print what you want without checking.
20. Regular Updates: Keep your PDF reader or editor software up to date to take advantage of new features, bug fixes, and security enhancements. Regular updates ensure optimal performance and compatibility with the latest PDF standards. Adobe Acrobat should update itself.

By implementing these 20 tips and tricks, you can enhance your productivity, collaboration, and overall experience with PDF files. Whether you’re managing documents, conducting research, or sharing information, mastering these techniques will make working with PDFs more efficient and enjoyable.