Ask the Master Newsletter Archives

Welcome to the previous editions of the Ask the Master newsletter. On your left you will find links to tips and the how to’s of running a Virtual Assistant practice. We hope you enjoy your stay and if you have a question you’d like answered send it to submission@vatp.ca.

Adobe Acrobat and PDF's

What software programs will allow you to be compatible with the majority of potential clients? What are the most popular programs? Consider this when making a purchase.

We'll take a look at how this product can help bridge the gap between all the software programs. Virtual and universal go hand in hand

Warmly,
Mary-Lou Ashton
Master Virtual Assistant

Questions In This Edition
(Click on the links to go to that question.)

• What is the difference between Adobe Acrobat and Adobe Acrobat Reader?
• Should I consider buying the Adobe Acrobat product?
• Can I change information in a PDF document?
• Can I copy and paste information from a PDF document?
• What are some other useful tools available?
  

Adobe Acrobat is the program that allows you to create PDF files (portable document format) from other documents. Both the PDF Writer and Distiller utilities are installed. PDF Writer is a printer driver that converts files directly to PDF from another software application. Distiller is a tool that converts PostScript files to PDF and provides a higher quality output however PDF Writer is faster and usually what is used.

Adobe Acrobat Reader is the free software that allows you to open and view PDF files but not create them.

This software is currently $249.00 US. While it is not cheap it is definitely worth the investment and an important tool in a VA's toolbox. Not only will you use it to send information on your business to people but your clients as well may need you to use PDF files. At some point I recommend you budget for this purchase, it is well worth it!

In the meantime if you cannot afford to purchase the software you can subscribe to their Adobe PDF Online Service, which offers unlimited creations at $9.99/month US or $99.99/year.

If the document is created with PDF Writer then you can use the TouchUp Text tool to make small or minor changes. You may run into problems if you do not have the font that was used however you can select a different one to use if required.

You can also merge two PDF pages into one. See the question below for more details

Yes you can by simply using the Text Select tool and highlighting the text you wish to copy or using the "Select All" option under "Edit" on the navigation bar. You can then paste the information into another software application.

While you cannot copy and paste text into a PDF document you can copy and paste objects, which may in fact be text. Using the TouchUp Object tool you can select pieces of text as objects and copy and paste them into another PDF document keeping in mind that they may paste over information in the original document but can be moved or the order arranged. This can be tricky and time consuming work so ideally if you have the information in something other than a PDF file all the better.

Two of the features, I have found very useful, are the Highlight Text tool and the Notes tool. These are both especially helpful if you are editing a PDF document. You can both highlight the text and add a note indicating what needs to be changed or what you recommend should be changed. The person with the original document can then change it according to the highlighted text and the notes provided.