ADOBE ACROBAT PRO CREATING FORMS CREATING THE INITIAL TEMPLATE IN WORD Insert Ribbon Clip Art To insert clip art into a document in Word, go to the Insert ribbon and click on Clip Art. Clip Art Dialog Box The clip art dialog box will open. Double-­‐click on the clip art you want to insert. Picture Styles Wrap Text The Picture Tools formatting tab will open. Click on Wrap Text and choose Behind Text. This will allow text to be placed over the picture and will allow clicking and dragging to move the picture easily. Pictures can be resized by selecting the picture and dragging from any of the “points” on the corners and sides of the graphic. Pictures can be kept proportioned when resizing by holding down the shift key and dragging from any corner. Picture Styles are also available on the Picture Tools formatting tab. These styles can be applied to any graphic. Picture To insert a picture from a file, go to the Insert Ribbon and click on Picture. The picture dialog box opens which allows browsing to find the desired picture. Choose the picture and click Insert. Pictures can be resized and styled just like clip art (see above for description). Home Paragraph Dialog Box Once graphics have been placed, add lines for field areas to be typed in. Highlight all text that will have a line next to it. To make lines uniform across the page, go to the Home ribbon and to the Paragraph area. In the bottom right-­‐hand corner of the paragraph area is the Paragraph Dialog Box button (square). Click on this button to open the Paragraph Dialog Box. Click on the Tabs button on the bottom left of the paragraph dialog box. Tab Stop Leader Set In the Tabs dialog box, type in a position for a tab stop. For this page, type in 8.5” (a good way to set this is to look at the top of the page where the ruler is and see what the inch measurement is at the end of the margin set if you want the line to go completely across the page). Make sure the Alignment is at Left. Under Leader, click on the radio button next to 4. This will place a solid line at the tab stops. Click Set. Click OK. A line will appear next to the first text area. To create lines for the other text areas, click next to each one and tab. Notice the second line of text goes off the page because there are two areas needing lines. To fix this, another tab stop is needed. Place the cursor after the first set of words on this second line. Go the to Home Ribbon and click on the Paragraph Dialog Box button at the right bottom side of the Paragraph section. Then click on the Tabs button in the Paragraph Dialog Box. Tab Stop Leader Set Again, looking at the ruler at the top of the page will provide a guide as to where the tab stop should be located. For this second tab stop, 5” should be entered in the tab stop position box. Click the radio button next to 4 (solid line) under Leader. Click Set. Click OK. Insert Symbol To insert boxes and circles to be used for checkbox fields and radio buttons, place the cursor where you want the box to be inserted and go to the Insert Ribbon and click on Symbol. Font The Symbol dialog box opens with the default symbols. Symbols can be changed by choosing a different font. Wingdings is a font that is full of useful symbols. Choose wingdings in the font selection box and find a square symbol. Click insert. The box will be inserted next to the text. This document needs several boxes. Notice that the Symbol dialog box does not close. Simply click to the next area where a box goes and click insert. Do this for as many boxes as needed. Select a circle symbol. Click next to the dialog for morning and insert the circle. Do the same for afternoon. Finished boxes and circles The document foundation is now complete in Word and can be saved to add fields in Adobe Acrobat. Recommendation: Save the file two different times. Save the first file as a Word Document. This will enable opening and editing the document in Word if elements need to be added or deleted. *****The document must be saved as a PDF for Adobe Acrobat to edit it. Go to File>Save As. In the Save As dialog box go to the bottom of the screen to the Save as type drop down menu and choose PDF. Close Word. ADDING FORM FIELDS IN ADOBE ACROBAT PRO X Open Adobe Acrobat Pro X. Click on Create PDF. Find the PDF version of the document you wish to work with and open it. Left Navigation Panel There are two navigation panels in Acrobat Pro. The first panel is on the left side of the screen. Clicking on any one of the icons on this panel will open a fuller view of that navigation screen. Right clicking (CTRL+click Mac) in the gray left panel navigation area opens a dropdown menu of navigation choices that can be added. Click on any topic and that navigation icon will be added to the panel. The right hand navigation panel is the editing panel. Changes can be made to the document including adding fields, making comments, setting distribution protocol, etc. The top of the screen contains the toolbar. Tools can be easily accessed when placed on the toolbar. Tools can be added to the toolbar by right clicking (CTRL+click Mac) on any gray area of the toolbar and choosing the tools to add from the dropdown menu. It is a good idea to add the select tool and place it on the toolbar. Tools Forms Edit To begin editing the form, click on Tools to open the editing panel. Click on Forms to expand the opens for developing a form. Click on Edit. No to detecting form fields A dialog box will appear asking to detect fields. Click No. Add New Field Text Field Click on Add New Field and select Text Field from the drop down menu. Move the cursor to the document and click and drag a text box on top of the first line where text needs to be placed. Field Name All Properties A field name dialog box opens. Type in the field name, and click on All Properties. Tooltip Under the General Tab, type in a description in the Tooltip line. Anything typed in this line will appear when the field is hovered over. This is a good place to put instructions; for instance, if this area contained a Zip Code you could determine whether you want a “5 digit zip code” or “5+4 digit zip code”. Appearance The Appearance Tab allows setting the visual and formatting for the text field and text inside. Setting a border color will place a border around the text field. Font size and font are what will appear when an individual filling out the form completes the field. Click close. Complete these steps for the other text fields that have lines to be typed on. ***Fields can be edited at any time simply by double-­‐clicking on the field to reopen the properties dialog box. Format The Format Tab in the text field properties dialog box has some specific ways to set fields no matter how users enter text/numbers in the fields. The dropdown box next to Select format category has specific choices for formatting with each area providing choices for the form creator. The Special area holds several common numerical formatting options. ADDING A MULTI-­‐LINE TEXT FIELD To add a text field that can be typed in with more of a paragraph or list style, click on Add New Field>Text Field. Click and drag a rectangle on the document the size of the desired text field. Name the field and click on All Properties. Border Color Appearance Font Size Under the Appearance Tab, choose a border color so that the text field will be visible on the document. This will enable users to easily see where the field is located. The line thickness can be changed to the desired width. Choose the font. The Font Size for this area must be set to Auto. This will allow the document to resize the text to fit into the field as typing occurs. Options Multi-­‐Line Under the Options Tab, Scroll long text and Check Spelling are checked by default. Leave these selected. Check next to Multi-­‐line. This will allow the box to wrap the text in a paragraph format or list items using the enter/return key. Next we will insert a box that has a dropdown list of choices. There are two different ways to do this. Under Add New Field, choose either List Box or Dropdown. A dropdown menu allows users to choose 1 item from a list. A List Box can be formatted to allow multiple choices. Choose List Box. Tooltip Add the tooltip in the General Tab. Appearance Tab Under the Appearance Tab, set a border color so that the list box field will be visible. Set a larger font size as these will show as the choices. Options Item Add Under the Options Tab, begin adding items to your list by typing the item name in the Item box and clicking the Add button after each item. The dialog box does not need to be closed after each item; add as many items to the list as needed. Item Arrangement Items can be rearranged by selecting an item and clicking either up or down. The item at the top of the list will be at the top of the List Field. Highlighted Item Multiple Selections To allow multiple selections from the List Field, check the Multiple Selections box. Also highlight the item that you want to be visible when the document opens. Click close. CREATING RADIO BUTTONS Radio buttons allow either/or choices. Several options can be given, but only one item can be selected. To create radio buttons, go to Add New Field>Radio Button. Add New Field Radio Button Name of choice Name the group Draw Button More than 1 radio button must be created The radio button dialog box opens. In the top line, type in the choice name. In the Group Name, type in what these radio buttons represent; for instance, in this case we are creating a “group” of radio buttons for choices pertaining to the best time of day for workshops, so this group will be named Workshop Times. When the first button is created, notice the warning that states at least 2 buttons are needed. Click add another button. All Properties Draw the new button and add the name in the dialog box. Notice that the group name is already populated. Click All Properties. Options Button Style Under the Options Tab, the Button style sets both how the radio button is checked and what it looks like. If Circle, which is the default, is chosen, a circle radio button will be created with a dot populating the center of the button when checked. Check, Cross, Diamond, Square, and Star create square buttons with the named shape populating the center of the button when checked. Choose the desired style and click Close. Double-­‐click on the first button created and set the desired style for that button. ***If circles/squares were created in the original document before adding fields, simply drag the cursor over the desired shape that will contain the radio button and set the Appearance Tab to No Border Color and No Fill Color. Appearance Border Color Fill Color CREATING CHECK BOXES Check boxes allow multiple choices to be made. Several options can be given with no minimum or maximum number of selection requirements. To create check boxes, go to Add New Field>Check Box. Draw the check box. The check box dialog box will open. Type in the Field name and click All Properties. A the check box is automatically filled with color and has a black border by default. Under the Options Tab, the check box style contains the same choices as radio buttons and operates the same way. Choosing Circle will create a circle check box with a dot populating the selection(s); all of the other choices create a square box with the chosen symbol populating the selection(s). Choose the desired style and click Close. ***Like the radio buttons, if circles/squares were created for the check boxes in the original document before adding fields, simply drag the cursor over the desired shape that will contain the radio button and set the Appearance Tab to No Border Color and No Fill Color. Click and hold down ctrl (option on Mac) and drag the new box to the desired location Since offering multiple selections is the reason for adding check boxes, multiple check boxes are usually required in a document. Additional boxes could be added by going to Add New Field>Check Box. And easier way to add check boxes is to click and hold on the check box already created, hold down the ctrl key on a pc (option key on a Mac), and drag the copied box to the desired location. Double click on the new box to open the Check Box Properties. Under the General Tab, rename the new check box. The appearance of the button can also be changed by going to the Options Tab and changing the Button Style. Click close. Add additional boxes and format the properties as needed. ADDING BUTTONS Buttons enable actions to be performed. To create a button, select Add New Field>Button. Button Click and drag the button outline in the desired location. Name the button in the Field Name area of the Button dialog box. Click All Properties. Under the General tab, type what action the button performs in the Tooltip (this will show to the user when hovering over the button). A button icon can be made by setting a border color and fill color. For this tutorial a graphic will be imported for the button so the border and fill colors need to be set to No Color. The Font Size should be set at Auto (this may need to be adjusted after graphics are added). Choose a font for the button. Options Label over icon Under the Options Tab, click the dropdown menu next to Layout. For this tutorial Label over icon will be used. Push Behavior Click the dropdown menu next to Behavior. Select Push from the dropdown menu. This will provide three different ways to identify button behavior. Label State Choose Icon There are now 3 states listed in the “state” box: up – which is the button state when the page is opened; down – the button state when it is clicked; and rollover – the button state when the cursor rolls over the button. An icon and label will be set for each state. Type the name of the button in the Label area (this is what will be visible on top of the button in the document). Click Choose icon. Browse The select icon dialog box opens and allows browsing the computer to locate graphics to be used for icons. Locate the graphic for the button and click ok. Set the icons and labels for the other 2 states by selecting the state and repeating the steps of typing in the label name and choosing the icon. Actions Select Trigger Under the Action Tab, click on the dropdown menu next to Select Trigger. This indicates when the action will occur. The triggers work as follows: Mouse up – click and release; Mouse down – as mouse button bottoms out; Mouse enter – as cursor rolls over; Mouse exit -­‐ as cursor leaves area; On Focus – tabbed to; On Blur – tab off of. Select the desired trigger. Select Action Click on the dropdown menu next to Select Action. Choose the Action that the button will execute. For this tutorial choose Reset a Form. Click Add Once the trigger and action have been chosen, click Add. When adding actions, an additional dialog box will open to further define exactly what the action will perform. For the Reset a form action the dialog box allows choosing the fields that will be reset. All fields are chosen by default, but fields can be removed from reset by simply unchecking the boxes. Click ok. Create an additional button by clicking on the button created, holding down the ctrl key on a pc (option key on a Mac), and dragging a new button to the desired location. Change the name in the Field name box. Click All Properties. Under the Options Tab, change the name of the label for all states. The icons can be changed also, but continuity of design is always good for layout. Under the Actions tab, delete the action of resetting a form. Click on the dropdown menu next to Select Action and choose Submit a form. Click Add. In the Submit Form Selections dialog box, type the destination email address in this format: mailto:[email protected]. Always use the mailto: at the beginning of your email address and do not include any spaces. Click ok. Click Close. ***Caution: Internet based email applications will not open to send this information. It is easier just to have the form saved and returned as a pdf, sent back to you as an email attachments and extract the information yourself. USER COMPABILITY Many users receiving forms will only have Acrobat Reader (free program) installed on their computer. To enable users to save their forms for later editing or submitting as an email attachment documents must be saved a certain way. To save the document, click on Close Form Editing. Close Form Editing File Reader Extended PDF Save As Enable Additional Features On the Menu Bar, click on File>Save As>Reader Extended PDF>Enable Additional Features. This will allow users to save work completed on a form. A dialog box opens indicating the features now available for the document. A note accompanies the features message which cautions that certain functions – most editing functions – are disabled if the document is saved in this format. ****Do not save the document in this format until you are completely finished with it and ready to distribute as you will not be able to make any changes. Always save 2 copies of your documents if you are using this formatting – save it first as a pdf then save it again in the reader enabled format.