Converting
Moving between PDF and Word or Excel
Converting a PDF into an editable format is common, and results depend heavily on how the file was made.
Text-based or scanned
A PDF created from a word processor contains real text, which converts cleanly. A scanned PDF is a picture and needs character recognition first.
What can shift
- Tables may split into odd cells.
- Multi-column layouts can reflow.
- Fonts may be replaced if they are not installed.
A sensible check
Compare the converted file with the original page by page, especially numbers and tables, before relying on it.
Forms
Filling in and returning PDF forms
Forms in PDF come in two kinds, and recognising which one is in front of you saves time.
Fillable and flat
A fillable form has fields that accept typing. A flat form is only an image or static page, so text must be placed on top of it.
Before sending it back
- Check that every required field has been completed.
- Flatten the file if the answers should not be altered.
- Keep a copy of the completed version for your records.
Signatures
Some forms need a drawn mark, others a certificate-based signature. The sender normally states which is expected.
Organising
Keeping long documents in order
Merged documents, scanned bundles and long reports benefit from a little tidying before they are shared.
Page order and orientation
Pages scanned upside down or out of sequence are easy to fix with page tools, and simpler to fix before the file is distributed.
Navigation aids
- Bookmarks let readers jump to sections.
- Page labels can match printed numbering.
- Searchable text, including from recognised scans, helps readers find things.
File naming
A clear file name with a date or version number prevents the common confusion over which copy is current.