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Session 203: Processing PDF Files

Session 203: Processing PDF Files. Gaeir Dietrich Director High Tech Center Training Unit www.htctu.net. Overview. Explanation of PDF Programs that work with PDF files Adobe Reader Acrobat Pro Processing with Acrobat Pro Processing with OCR Programs Clean-up in Word. PDF.

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Session 203: Processing PDF Files

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  1. Session 203:Processing PDF Files Gaeir Dietrich Director High Tech Center Training Unit www.htctu.net

  2. Overview • Explanation of PDF • Programs that work with PDF files • Adobe Reader • Acrobat Pro • Processing with Acrobat Pro • Processing with OCR Programs • Clean-up in Word

  3. PDF • Great starting point • Contains all text and graphics • Easy to generate Word files once you learn how • Reduces retyping • Excellent format for creating large print

  4. What is a PDF? Portable document format (PDF) Reads the same on any computer Looks like the book Contains all the text Easy for publishers

  5. Types of PDF Documents Text-based PDF Searchable Graphical PDF Picture of text (i.e., a graphic) Use text-selection (I-beam) toolto tell the difference Text can be selected; graphics cannot

  6. PDFs and Publishers Easy for publishers Even small publishers can create a PDF Most accurate format Looks like the book Includes page numbers and all text Will be complete BUT watch out for teacher’s editions

  7. Security Issues PDF files can be locked in various ways Some files can be read but no text extracted If you receive a locked PDF, go back to the publisher

  8. Working with PDF Files • Native utilities from Adobe • Adobe Reader • Acrobat Pro • Optical character recognition (OCR) • Free extraction tool: Balabolka

  9. Which PDF Software? Adobe Reader Free Open, view, and read (including TTS) www.adobe.com/products/reader/ Acrobat Pro Discounted educational pricing Crop pages, delete/combine pages, renumber pages, extract text Highly recommended for alternate format producers

  10. Reading Features in Adobe Reader Access text-based PDFs within Reader Reads aloud But does not highlight or track Enlarges text Nice reflow feature Changes text/background colors Text highlighting, sticky notes, and comments

  11. Production Features in Reader • Really designed for reading, not reformatting • Export PDF • Subscription service (about $20/year) • Upload PDF file, service auto-converts to Word, download

  12. Process with Acrobat Pro Cropping Enlargement for printing Tiling Extracting/deleting pages Combining/inserting pages Text extraction Works best with text-based PDF

  13. Customize Quick Tools • Click on the “gear” • View > Show/hide > Toolbar Items > Quick Tools

  14. Quick Tools Menu

  15. Customize

  16. Please Note • To enable single-key shortcuts • Open Preferences dialog box Ctrl + K • Under General > select Use Single-Key Accelerators To Access Tools (first checkbox under Basic Tools)

  17. Cropping • Tools > Pages > Crop • Shortcut: C • (Please note: This shortcut brings up the mouse-driven cropping tool—must double click to open the dialog box!)

  18. Crop Tool

  19. Crop Toolbox

  20. Enlarging • Choose paper size/printer • File > Print > Size…to Fit • Shortcut: Ctrl + P (tab through) • Tip: Crop document before enlarging

  21. Print to Fit

  22. Tiling • Choose paper size/printer • File > Print > Poster > Tile Scale and Overlap • Shortcut: Ctrl + P (tab through) • Tip: Crop document before tiling

  23. Enlarge with Tiling

  24. Extracting Pages • Tools > Pages > Extract • Delete Shortcut: Ctrl + Shift + D • Extract Pages Shortcut: Alt V + T + P (opens Pages pane; F6 focuses in pane and can arrow down)

  25. Extraction Tool

  26. Tips for Extracting Chapters • Crop on complete file before extracting • Work on a copy!!!!! • Extract from end toward front! • Use table of contents to help • Place focus on first page of chapter to extract (beginning with last)

  27. Starting from the Back

  28. Combining • File > Pages > Insert • OR • Create > Combine files

  29. Inserting Pages

  30. Combining Pages

  31. Auto Extracting Text • File > Save As > MS Word • Retains styles and paragraphs • File > Save As > More options… • Text (Accessible) • Lose styles, places hard returns at end of line • Text (Plain) • Lose styles, keeps paragraphs • Shortcut: Alt F + A

  32. Save As Options

  33. More Control over Text • For graphical PDFs • Or • To maintain more control over extracting text from text-based PDFs • Use an OCR program!

  34. Better Text Extraction Use Optical Character Recognition (OCR) program OCR programs analyze text and structure Acrobat Pro has built-in OCR, but other programs provide more control

  35. OCR Programs • ABBYY FineReader Pro • Easier to learn • Somewhat better with structure • About $75 • Nuance OmniPage • A bit more accessible • A bit better with STEM materials • About $100

  36. Kurzweil-users Note • If students are using Kurzweil, then use Kurzweil for the OCR • Do not OCR and then load into Kurzweil unless you do not care about the page structure • Use KESI virtual printer • Print from Acrobat or Adobe Reader • Creates KESI files • Will not work with locked files

  37. OCR Programs Treat all graphics files the same PDFs, TIFFs, JPEGs Load image file Create templates Zone (analyze structure) Run OCR

  38. OCR Process Details • Crop before loading into OCR program • Turn on multiple languages as needed • If doing math, turn on Greek • Only turn on the languages you need • Edit in the OCR program • Some OCR programs have font matching features • Save to Word

  39. Once in Word • Learn to use “show hidden” • Ctrl + Shift + 8 • Beware of the optional hyphen • Search and replace to delete • Search for ^- replace with nothing • Run spell check • Use styles to structure files for braille program

  40. More information • Gaeir (rhymes with “fire”) Dietrich • gdietrich@htctu.net • 408-996-6047 • www.htctu.net

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