 All of our webinars are recorded and available on our website. And if you have follow-up questions, you can post those to our community forums. We'll be sending out a link to that after the webinar. And if you'd like to tweet while participating in webinars, you could use this hashtag, pound TechSoup. We're getting started with our webinar today. Welcome to TechSoup Talks. Our webinar today is the many uses for Adobe Acrobat. Our presenters are Kurt Ulf and Dave Merchant. But before we get started, I'd like to say just a little bit about TechSoup for those of you who might be new to our organization. We are working towards a time when every nonprofit and social benefit organization on the planet has the technology resources and knowledge they need to operate at their full potential. Pretty lofty mission. I'm very proud and excited to be working for such a great organization. I want to point out a few things. This is a screenshot of our home page. A lot of stuff going on here. But the things I'd like for you to check out if you haven't yet done so at TechSoup.org is our community forums. Here you can post questions that you might have about any technology-related topic and have them answered by volunteers that we have all over the world. We have a learning center where articles are posted as well as all of our archived webinars. You'll find those there. We have a blog where daily dozens of posts are posted on different topics that relate to nonprofit and library technology-related topics. And most of you know us by our products. So we take donations of products like Adobe, Symantec, Microsoft, and redistribute it to nonprofits for a very low fee. So if you haven't yet checked out our products, you can hit that right here on the left-hand side where it says Get Products. And lastly, if you aren't currently subscribed to either of our newsletters, you can do so on the right-hand side. By the Cup is weekly, and the new product alert is like once a month or so. So a little overview of TechSoup.org. Now I'd like to welcome our guests, our presenters. Thank you so much for taking time to be a part of this. So Kurt Offs, can you please introduce yourself? Kurt Offs Yes. Again, I'd like to apologize up front if the audio comes through a little tinted. We're having a little bit of difficulty with the sound volume. But I am the Executive Director of an agency in the San Francisco Bay Area known as the Pacific Autism Center for Education, and we support individuals affected by autism across school and residential types of programs. Kirt Offs And thanks again, Kurt. I know that as an Executive Director you're very busy doing the job of your nonprofit. And so to take time away to put together this presentation, I really appreciate it. And Dave Merchant, I enlisted him for this webinar I think yesterday. So I really appreciate you stepping into this last minute to help out and to share your expertise. So could you please introduce yourself? Kurt Offs Yes, certainly. I am Dave Merchant. I'm an Adobe Community Professional. ACPs are a strange bunch. Our role is to provide support to people using Adobe products. We're not Adobe employees in that sense, but we're people who use the products in a professional setting who can pass on advice and tutorials. I'm also an Acrobat product expert on the support for Acrobat 10, which was released about a month and a half ago now. And when I'm not doing that, I run a company developing training materials and computer software. And yes, I do look like Ozzy Osbourne. Kirt Offs We were making that joke earlier. I have to admit. Kurt Offs Many people do. Kirt Offs Also, I'm going to move back to the slide. I want to introduce myself, Kami Griffiths from TechSoup. I've been here for about four years doing the webinar program since it started over two years ago. We've done close to over 90 webinars now that are all recorded and available on our site. So really thankful to have this opportunity to share information with you guys and also Elliot Harmon who's answering chat questions and can help you guys out and hopefully helping with the facilitated chat questions. So thanks everyone, and the agenda. So for the next 55 minutes, we'll be going through the different document types that the PDF has. We'll talk a little bit about Acrobat 10, the different ways for printing, PDFs, merging, and bookmarking, form creation, which I know many, many of you are interested in learning about. How do you optimize PDFs so that the file sizes aren't so large? And security and signatures, so maybe some aspects of Acrobat that you're not currently aware of, and some of the additional document workflow. I will then wrap it up at the end talking about hopefully my co-worker Cameron Jones will tell you a little bit about the Adobe donation program. I will have about 15 minutes for Q&A. Before we get started, I'd like to do a quick poll. So please select one of these options. I apologize if there isn't one here that fits you, but pick the one that fits you the best. What is your level of experience using Adobe Acrobat? And I know for me, I took a class in Acrobat like 10 or 15 years ago, and was just blown away by its capabilities then. So it's exciting to see how far it's come. So I'm going to skip to results and you can continue to put in your answers. So we've got, most everyone's creating them. I would suspect you're reading them as well. And very few of you are using it in its most, the more advanced polling data to a database. So we'll talk not so much about the advanced features and more about the design and some of the more intermediate-level tools related to Acrobat. So thank you so much. Oh, I guess you guys couldn't see that on your end. So here's the chart. Thanks for submitting your answers. So what we're going to do is get started with this presentation. And so Kurt, can you tell us some of the difference between Reader, Acrobat Standard, and Acrobat Pro? Absolutely. I think before we get started on that, one of the things I would like to say is really my objective with this conference call is that people can walk away from this call with a better understanding of what they can do with Acrobat beyond just creating a PDF file. So hopefully by the end you can identify with something a little bit more that this provides. And I can tell you off the bat that a lot of the features, some of the most remarkable features of Acrobat are actually very easy to implement. So to the specific question with regards to the different versions of Acrobat, most everyone is familiar with Acrobat Reader 10 or Acrobat Reader, the version that actually is free and allows people to actually read documents. The Acrobat 10 Standard is an opportunity to allow people to save PDFs in a more general format by creating a Distiller application or an inline plug-in to allow you to use your PDF as almost like a virtual printer to some degree. And Acrobat 10 Pro really unleashes the full potential of Acrobat in terms of creation to build in forms and other structures at a much higher level. And we'll talk a little bit more about that as we go along. As you'll see there's a link on the bottom too that gives you a much more in-depth breakdown of those three products. So I'd like to see if you have anything to add on that. It covered it quite well. I mean effectively the main difference between Standard and Pro is in the… It sounds like Dave's audio is cut off, so Dave if you can hear me we can't hear you. Can you hear me now? Oh yes, perfect. Sorry about that. I dropped it out for a bit. Yes, effectively almost all of the Standard features literally are possible in Standard. You can create files, you can edit files, you can print from things like Word and Excel. Acrobat Pro adds in extra features to, for example, produce interactive documents with complex forms, bringing in video and flash content, etc. to create very sort of dynamic presentation. But for most day-to-day applications, Acrobat Standard will satisfy most people's needs. So we have a couple of people of you who have asked on the chat what are the difference between 9 and 10. So we've got this slide here that highlights some of the limitations of Acrobat 10, but for either of the speakers if you could talk about the differences between 9 and 10. I will defer that question to Dave. Okay, great. Yeah, the current version of Acrobat is Acrobat 10. It was officially launched over this year. We've improved a number of features between Acrobat 9 and Acrobat 10. For example, things like Support for Office 2010 is now available in Acrobat 10. We still support Acrobat 9 Adobe and all Adobe products have support for at least five years. So if you're still using 9, you'll still be able to get support and updates and patches, etc. But all of the new features that are being worked on now are going into Acrobat 10. And it's something we're trying to make as easy as possible. So the user interface for 10 has been designed with streamlined toolbars, a lot easier to find commonly used features, and it's been optimized for use on smaller devices like Netbooks. Great. And Kurt, did you have anything you wanted to add to this slide? No, I don't. But I can go on to the next slide. Great. So we're going to now talk about what are the capabilities available for creating static PDF files. Yeah, one of the real quick point about Acrobat's reader is that one of the big frustrations that a lot of people have is when they get a particular dynamic form and they want to save it, there is the functionality within Acrobat Pro that allows you to enable an individual to save it. But oftentimes, this is overlooked, and people that do enter form submission only have the capability of printing a hard copy rather than saving it and forwarding it through. Dave, I think, well, we'll go into a little bit more on the flexibility of document creation and distribution when we get a little bit further into the conversation about workflow management of the documents. But for the most part, most everyone is familiar, at least it seems from the poll, from being able to create a PDF. The distinction with this slide that I wanted to highlight is that the average user actually just uses the PDF to create as a virtual printer to print to a file rather than to print out to their printer. There is a distinct advantage if you end up using the actual plug-in that comes with the Microsoft Office Suite where it maintains and conserves a lot of the tags and some of the additional features. So as you go forward, it's probably best just to recommend that you encourage the people that are using PDF to first try to use the plug-in in any application that supports it versus the straightforward printer option, which is generally available for everything else. Ultimately, at the end of the day, you get yourself a PDF file output which is the basic implementation of PDF. Part of the conversation that we were talking about was how we actually use PDF to enhance our development here at PACE. And one of the things that I was going to talk about briefly is the creation. We work for a lot of government agencies and so there's a lot of documents that are provided on static PDFs that don't have a lot of dynamic format or they're hard-written formats that are legacy from many years past. So one of the things that we've been able to do is to scan in documents or utilize PDF documents and convert them to form-based documents to allow all of our staff to readily use dynamic documents in the format. In many cases, when you're talking about government documents, a lot of the data is just redundant. It's the client type of information. And if you have to do these by hand over and over, you're doing a lot of additional work and oftentimes you're missing steps along the way. So PDF has been a tremendous opportunity to improve efficiency within our organization through the development and creation of forms. We actually did produce a lot of forms that are instrumental in the education market space that a lot of our colleagues in the nonprofit agency have taken and developed as well. So that's a pretty exciting aspect. If we go to the next slide, what I will talk about, which I think is probably one of the single best features that we've used for Acrobat is something very simple and that's the ability to blend multiple PDF documents into a bookmark or a binder. In a sense, the folks up the road from here at Adobe in San Jose want to develop an application that is really just a metaphor for what you can possibly do with regular paper. So if you put a document in front of you and you think about all of the things that you can do with that document from shredding it to putting a post-it notes or other things, virtually anything that you can do is capable in Adobe Acrobat. And what the bookmark feature is is essentially taking multiple documents and concatenating together to create a binder, a virtual binder. And you can actually go in and delete and add additional components at any point in time. We've done this in one particular case where we have an annual compliance for our agency. This has historically been done with paper documents that can amount to something as thick as 3 to 4 inches. And in using an Adobe Acrobat format, we now just send out a CD-ROM and we encrypt the data to make it protected for HIPAA compliance. But at the end of the day, the person reviewing this can review it a lot faster than if they were going to go through a stack of documents that are presented by hard copy. And in fact, when we do compliance testing or compliance rating for the agency, our results come back in about two weeks. Our colleagues in the field generally have to wait two to four months. So it's a pretty exciting feature that's really easy to use with an Acrobat and it's just the bookmarking feature that allows you to concatenate and pull multiple documents together. And Dave, did you have anything you wanted to add? Yeah, the important thing to say is that when you're bringing documents together in Acrobat, you're not limited to just taking PDF files and combining them together. Acrobat can read and convert a whole range of different file formats, Word documents, spreadsheet, text files. We can even read web pages and download a copy and turn that into a PDF. So when you're combining content together, you can either include the original copy. So if you want to send someone a spreadsheet but they haven't got Excel, you can convert that into a PDF, send it to them, they can comment on the data. You can then bring those comments back and export them back into Excel or Word and work on the original document. So as well as a way of combining files together, it's also where sharing data with people who don't have the same applications that you've got. You can send them a virtual version that they can work on and then take the comments and bring those back into your original document. I also wanted to point out the OCR option of Acrobat, so Optical Character Reader. That's the tool that I use the most. It saved me a ton of time when we were pulling together, printed out material and wanting to scan it and make it into some text. And the quality of the materials we made were far greater than just something that had been photocopied 18 times. So I don't know, if Dave could you could say a little bit more about OCR? Yeah. The arrangements for OCR in Acrobat 10 are probably, I'm saying this with Adobe Haslam a little bit, probably the best OCR features available in software at the moment. We've worked too hard on getting the OCR system to be as accurate as possible and to cope with very, very bad versions. We can take a fact that's been refacted three or four times and we can pull out almost all of the text. And one of the advantages of taking a scanned document and OCRing it is that you then have almost the editable file back again. One common example we find is if people send you a table of data with hundreds of entries on a attendance list with phone numbers and you want to get that into Excel, it's a nightmare to sit there and type them all back in. If you scan that into PDF and apply Optical Character Recognition you can then export that into an Excel spreadsheet and you will take the occasional dot and comma. You will get that table as a workable editable file even though you started with just a paper copy. It's a great way of taking existing hard copied documents and archiving them in a format which is more useful than the original paper copy and is also a little bit easier to work with because in theory PDF files are longer lived than piles of paper sitting in the basement. I don't want to cut you off because it's really choppy at the moment. So I'm going to move on. I don't know if it will get better, but I'm going to move on to the next question. So Adobe or Acrobat Professional allows you to create dynamic PDF files that allow you to create forms and collect information. So Kurt can you tell us how your organization is using forms? Absolutely. And it was a bit of a carry over from my earlier conversation with regards to the use of forms. We basically run through a lot of forms in a government agency essentially. We operate through the California Department of Education and Developmental Services and as you can imagine there's probably on the order of about 76 different unique forms that we use for residential programs alone. And management of all those forms has been much more efficient and controllable with the use of Adobe in converting those forms through scanned PDF adding in the fields and forwarding them forward. The most important thing we'll talk about field development with form creation is that like most of the other applications that you use today to develop you can set parameters on the fields that you choose. So you can set size, length, types of value, drop downs, and really streamline the process to make sure that the audience that's using the form can stay kind of within the bounds of the type of information that you want particularly if that particular form requires that certain fields absolutely have to be sent in. The Adobe Acrobat platform will allow you to set those parameters. There's a lot of interesting features in the fields that can help to create just a very general form or a very specific purpose form to get of course purposeful and meaningful information back when you do that because nothing's more challenging than to only get partial information on a form and have to go back and forth to the independent parties until you've got all the form information that you need. So we've been very successful in taking forms and utilizing them for a workflow process within our organization and the form creation was relatively easy. As Dave had mentioned, the Adobe is really well integrated into the Microsoft Office Suite. Again I'll highlight the fact that Adobe 10 is designed for use with 2010 but both input in terms of creation, a Word document or Excel document into a PDF and also exporting back out as Dave had mentioned. It was a little choppy earlier, but being able to OCR document that is really been pretty important for us to pull in data that comes in a variety of different sources and consolidate it into a PDF bookmark for future use and archival. We'll also talk a little bit later about some of the additional features that are bound with the introduction of areas that further enhance the capability of the Acrobat product. So let's see, Dave, if your audio is any better, if you had anything you wanted to add to the section on form? Well, Crystal, can you hear me? Can I come in through any better? A little bit better. A little bit better, right. I'll talk slowly. The main thing obviously with PDF forms is that you get to control how the data is returned. There are many options obviously. If you send out a form to 20 people, some are going to print it out in fax, some are going to fill in the form and email the original PDF back, others are going to submit the data by email. One advantage of Acrobat is you can collate all of those together in Acrobat and produce spreadsheets of all of your responses, even if they're coming in from different routes via email or via websites or servers. It gives you an opportunity to allow your recipients to do whatever they want with the document, providing they send your response. And then you can put the data together without necessarily having to force them to follow a particular workflow. And I see many questions coming up about forms. So we're going to hold those for the Q&A so we can get to the majority of the content here. I want to move on to a common mistake that's made when using form functions is sending really large files because it contains some data or some unnecessary information. So Kurt could tell us about the optimization feature built into Acrobat and how it can be used to compress file sizes. To add, forms have wonderful versatility in terms of doing more with a dynamic PDF. However, they can also be very heavy. They can be as much as 2.5 megabytes or greater. So you want to be careful, even in today with broadband, it can still take some time to download emails. I'm sure we've all been there. We've waited for an email to come in with a large attachment of 2.5 or 5 megabytes. So it's important to go back to determining, to illustrate the difference between a dynamic form that allows you to edit and a static form that doesn't allow you to edit. And the importance of that is the difference in file size can be as much as 20 times that 2.5 megabyte file that I was describing earlier compresses down to 100k when you actually create a flat PDF for it. The important thing about a flat PDF, again, is that it cannot be altered. So if you're in a place where you want to make sure that your data goes out and it is secured, at least in some regards, from being edited later on, you'll want to make sure that you flatten those and print them out to a PDF file rather than send along the form-based version, which somebody can then alter through the process, if in fact that's not your intent. But the one thing that PDF has gotten very good with over the generations has been allowing individuals the ability to optimize the file size to get them very, very small. And a lot of times what that optimization is related to is embedded pictures and graphics. So if you go into the function in the pull-down menu within PDF, to the PDF optimization, you'll get a field similar to the one that you've shown here that allows you to go through and compress the files in terms of the quality to get down to some more manageable files, particularly if you're going to a broader distribution of people that may still be on dial-up modems or have real capacity constraints. And Dave, did you want to add anything to optimization? The one thing to mention is that as well as optimizing the file to reduce it to the smaller size possible, the other thing that the Acrobat can do, and we've made a great deal easier in Acrobat 10, is redaction and the process of making sure that you remove all of the hidden data that you don't want people to see. And the process of redaction and sanitizing documents is something which is extremely important for legal filings, court documents, et cetera. It's something which people have been caught out with in the past where they've sent someone a Word document and there's been a hidden comment and someone's unhidden it. So Acrobat is very good at finding all this hidden data that isn't necessary and removing it from the file before you distribute it. Excellent. So we're going to move on to talking about Acrobat as an interesting security feature. Can you tell us about some of the security options and how they're being utilized by your organization? Correct? Absolutely. And I made reference to this a little earlier. One of the things that we deal with is a lot of confidential information that involves the clients that we serve and the students that we serve. And so it gets very sensitive information when sending it out digitally. In our particular case, when we go to do our annual compliance, we actually use the PDF and a bookmark binder to allow us to pull all the relevant documents into a single set, burn it to a CD-ROM or a DVD-ROM, and send it up to the regulatory agency. So we do that coupled with an appropriate encryption around the document so that their access is limited to somebody that obviously knows the security pass codes. In here, you'll see also that ability to control the distribution of a document can extend far deeper and it can extend into the ability to allow people to print, the ability for people to actually change or edit or do different types of things on it. This is just one of the screenshots from the security page. You'll see that if a person is, for example, not allowed to print, when they get the document, they'll go to print it and they'll see that the print option is no longer highlighted. So there are places where you might want to do that. You might want to have a greater degree of security. Coupled with this also is something that Adobe has been extremely good at and that's with regards to identifying digital signatures and the ability to create essentially a digital signature that authenticates the author of the document and can authenticate the document itself from any future manipulation, even if it's scanned in again and reproduced. The technology that Adobe has is very sophisticated. I think that I would defer to Dave to maybe enhance that with some of your own thoughts. Yeah, I mean the people who do use digital signatures, one thing to mention is that in Acrobat 10 we now support the ADs signature standard. And with PDFRs you can sign the document to certify it. So in other words, if that document is then changed by anyone else, you will be able to see what the change was and invalidate the authenticity of the file. You can also use signatures to sign forms so you can create legally valid digital versions of contracts. And you can time stamp documents, which is a useful way in terms of contract negotiations to prove that a file existed at a particular time in the past, which is a classic problem with things like applying for patents and copyright. Security is also possible if you need it. We can apply digital rights management to PDF files so you can actually send out files and then you can revoke access at some time in the future if you're sending out temporary copies of files that you don't want people to have for all time. That's fascinating that it has all those in-depth options within security. And so just to be clear, you could make it possible so that you can only read a document. You can't print it or copy text from it or in some other way reproduce it. Is that correct? Yes, yes. On the screenshot at the moment you can see the various options which you can set through permissions and you can set any of these in combination. And you have some quite fine controls. So for example, you can decide if someone can print a document and if they're allowed to print it whether they can print it at full resolution or only a low resolution copy. So if you're including complex diagrams and you don't necessarily want people to be able to borrow them for their own use, you can allow them to print out working copies without being able to extract the original material. And Kurt, did you have anything you wanted to add? I think with anything, I think it's pretty important that if you do encrypt something in a password protection and you get rid of the original that you remember what that password is, it can get difficult to open up the application in the future. That's a really good point. Certainly the case that the document opens security that we apply to PDFs. So if you password protect it so that they have to put a password in before they can open the file, we use government level encryption. So we are confident that no one has ever managed to open a PDF file with a password without knowing the password. You do need to remember the password. Well, moving on to other options within Acrobat. So using Acrobat can save paper. We've kind of talked about how you can print a PDF as opposed to printing it out to your printer since many files only need to be viewed and not necessarily printed. Can you share how you've saved paper and time with some of the functionality built into Acrobat? Kurt? Yeah, I think as we start to get into the conversation about workflow and the management of documents, that's where the whole potential of Acrobat really comes alive from your ability. Again, as we said before, if you think of the metaphor of just what you do with a paper, being able to send it around to colleagues for their review, and then of course pulling it back in and archiving it in digital format, I personally just got rid of one of our bookshelves and a filing cabinet because now everything is stored digitally in a small hard drive. Again, I would encourage everybody if you're going to do that to make sure that you understand storage backup. So you have an off-site backup of your data files because just like paper, your hard drive can go bad and you can lose a lot of your very important documents. But here's an example of on the slide in front of us just some of the simple features. Again, thinking about what we do ordinarily with documents, I'm sure that many people out there right now have documents on their desk with sticky notes attached to them or with red lines through text. I get a number of documents that come through every day with these Sign Here tabs and as we go into some of the more sophisticated components, you can even add audio notes to markups and of course all types of different revision markings which make the PDF really come alive with revisions and other types of components. The nice thing about PDF revisions versus revisions processing that you might get through a Word document or something else is that you can at different layers make the document a little bit more legible. I know that when I send documents out to lawyers in Word, I can't even recognize the documents when they come back with PDF. I think it's been a little easier. But PDF is really a vehicle for, or the Acrobat's really a vehicle for documents that you've pretty well formalized and you just want to get final authoring on. Again, my suggestion is my knowledge of Acrobat came from just working with the document hacking away. The Acrobat 10, as Dave has mentioned earlier, really has improved the user interface to make a lot of things very streamlined, wizard-like, so that they already anticipate what the next move you'll want to do in making that happen. You just have to have the comfort of venturing out and giving it a shot and trying it out. One of the really useful things with the round-trip review process on documents in Acrobat is the ability to do a shared review where you send out a PDF file to a number of people. They add on comments as they're reviewing the file, and each of those recipients, wherever they are in the world, can see each other's comments added on in real time. They can disagree with them. They can reply to them. So you can get a very effective way of getting all of a document reviewed and certified off by your colleagues in one go because you're not having to wait for people to think about things, get back to you in emails. You can set a very short deadline. People can work through a document and they can have real-time conversations within the comments. And I think, Kami, one of the things that we'll touch upon briefly that we did talk upfront, I know this is kind of our last slide, but one of the areas that was compelling for me, particularly with regards to forms, was the ability to extend the data sets into and process it through a database rather than just gather the PDFs in. I know that the older versions would output an XML format. I don't know, Dave, if you could talk briefly about that, about really advanced levels of allowing people to send their PDFs off and being able to aggregate the data collectively in a database. One of the advantages of the way that PDF forms work and the way that the data is returned is that when you send out a form to people using Adobe Reader and they submit that form back to you, what they generally send back is a little XML file with their responses in. Acrobat will automatically collect those together as they're brought in through email or downloaded off the web, and it will collate all of the responses and then give you a summary which you can export out into a spreadsheet you can do analysis on, whatever. And the same process with comments, for example, if your original document is a Word file and you want to send that out to four or five people to do a shared review, you can print it into PDF, you can send that out and get reviews from five or six people, and then you can take those comments, export them back into Word as trackable changes and apply them to the Word file. So if someone, for example, corrected your spelling mistakes, you don't have to do any typing. You can just move those corrections into the Word file and apply them without the person who's making the corrections even having Office installed. And again, I would add that if you're curious about how this works, simply take a simple Word document, run it through the form creator that Acrobat has, send it out to yourself, and take a look at the file set that's out there. You'll find that when you go back to creating forms, it's going to be fairly important that you also name the fields that you create so you can actually correlate the data a lot easier than some generic reference codes that Adobe puts in initially. We have two options basically. If you have an original text file, Word document, for example, which looks like a form when you see it on screen and you turn that into a PDF, Acrobat can automatically work out what parts of that page should be turned into forms. And it will make a good guess as to what to call them. If the word name and then you have an underlying box, it will put a field in there, it will call it name and it will assume that that's what you want. You can do all of the manual editing. You can create all of those fields yourself within Acrobat. And with Acrobat Pro, we mentioned on an earlier slide, another piece of software called Lifecycle Designer which lets you create very dynamic forms where the content of the page can change depending on what people are typing in. So it can be as advanced as you need it to be. We've seen forms with 500 fields that dynamically change depending on what options are chosen. But many people will just use it for a simple RSVP message and it works just as well in that as well. And Cammy, I would interrupt that. One of the things that I do see a lot of the questions on the chat about are different versions of Acrobat. I've been working and I'm sure Dave has as well been working with Acrobat since the five version on up. But with each increasing version, the one area that I would say is the big leap in improvement, is the user interface and especially when it relates to form development. This Lifecycle product they have now makes form creation considerably easier than other versions in the past. But there are some issues relative to backward compatibility on some of the versions. I don't know Dave, if you've got a quick answer to that. Yeah, I mean one of the things that we've changed and I'm just typing with another finger in version 10 is the way that each of the three software products is allowed to do things. When we first started out way back, Acrobat Pro did all of the complicated stuff like activating dynamic forms. Acrobat Standard was basically just a printer and Reader just read. With version 10 we've included commenting in Reader for the first time. So any PDF file providing it's not got security, you can comment and save those comments using the free Reader. You have a sticky note tool and a highlighter tool on all the time. You can create forms, you can distribute forms, and you can Reader enable them in Acrobat Standard. And Acrobat Pro handles all the dynamic forms and the Lifecycle Reader extended forms. But almost all of the general purpose work that you need to do with forms you can do with Acrobat Standard. Great. Thank you for clarifying. We need to move on, but I wanted to share or have Kurt share a story about this isn't related to the forms but related to how it can save paper and time. Kurt, if you wouldn't mind sharing the story about the woman in her typewriter. I actually have an administrator in our office who still possesses a typewriter. One of those old typewriters, you know the ones you have, the clunky keys. And she was using that primarily to type in old forms. And more recently, within the last year, I introduced her to the concept of scanning in and the Acrobat has a built-in typewriter like function. So essentially, again, people at Adobe said, hey, we've got people still out there with this kind of process methodology that says I've got to typewrite these forms in. And this allowed her to virtually create her own typewriter which solved that problem relatively easy for me because now I have all sorts of PDF documents with the typewriter function in it but it's perfectly fine for me. Great. Thank you so much. I'm going to move on now to share some information about the TechSoup donation program. We have Cameron Jones from TechSoup Global, my co-worker on the line. So Cameron, are you there? Yes, I am. Great. Welcome. So thank you. Can you share some information about our offerings? Sure. So TechSoup, we manage the Adobe donation program to the nonprofit sector. And we have three donation programs in which you can find Adobe products. There's the main Adobe donation program through which we have just launched the Acrobat X Pro product. And largely the eligibility for that is around arts and culture, organizations, youth development, community centers, disaster preparedness, anything related to poverty prevention which includes some sort of health services and conservation and environment. The admin fee for that product is $45. And then we have also Acrobat 9 Pro Windows and Mac versions. They will soon be launched in the Adobe special donation program which is a program we have to distribute aged product for Adobe 2 nonprofits who don't need or want the most recent version of their products. And that has not launched yet but will launch soon. And then we have some older version Acrobat 8 Mac only in the TechSoup Limited program. And both the special donation and the TechSoup Limited program have much wider eligibility criteria. So a more diverse set of organization types can access those products. And in addition, they are separate programs. So if you need both Acrobat 9 and Acrobat X you can get up to four titles of Acrobat X through the main program and then you can get up to four titles of 9 or 8 through the special donation and limited program. And one question for folks who have Acrobat 9, is there a way to upgrade through TechSoup to 10? We do not carry an upgrade product. We just carry the full install product. Upgrade products I believe are available through Adobe directly but I would guess that our admin fee is going to be lower than most upgrade products that are around, that organizations will be able to find sort of online. Okay, great. So we have lots of questions from us. I want to send just one second on a resource slide. So all of these are hyperlinks. So you would have received this presentation this morning in a reminder message but you will also get it this afternoon. So all of these links will bring you to pages where you can find training, forums, lots of videos. I mean a great deal of information. I was clicking around acrobatusers.com and a great place to go and check out for training. So as we move on to the Q&A for those of you who have been holding on asking your question, please submit those via the chat at this time. I'd like to ask a question that Karen had. And we talked about this a little bit but I think it's worth expanding on. Karen's question, I found that forms are not consistent in getting sent back the email. Of course perhaps it's user error but it's not blamed on me. Is there a way to make them more foolproof and reliable? I think it's all down to the method that you choose to allow people to submit the form. When you create a form in Acrobat and you click the button to distribute that form, you have a number of options as to how people are going to send the data back. They can send it by email. They can use acrobat.com which is a free hosted service. And one of the advantages of acrobat.com is that when people submit the form, the form data, the small couple of bytes of information that they've typed in get sent to the acrobat.com service and then your master copy in Acrobat automatically downloads those every couple of minutes and you'll get a little system trade pop-up saying you have another response, you have another response and it will collect those together. So you're not relying on people having to cope with file size limits or emails or attachments. It will automatically flow through the servers at Adobe. I think, Kami, one of the things I would also recommend is that generating forms may seem very intuitive to the author but may seem quite counterintuitive to a person that's actually filling in the form. So I always recommend if you're going to generate forms that you test them out with a few users and watch how they work through the forms. I think that will be one of those simple methods will allow you to probably get some of the best information back highlighting different fields that maybe they're overlooking. Thank you. And several questions had to do with the PDF maker plug-in and if it's available for Office on a Mac and if it's available on WordPerfect. The WordPerfect simple answer is no, unfortunately. The PDF maker plug-in, the compatibility for it, we actually have on the links page, there's a list of the matrix which shows what it's compatible with. It's designed for Microsoft Office and it will also work with video and project, etc., and AutoCAD. It supports Lotus Notes for archiving emails but unfortunately it doesn't support other Office products like OpenOffice, WordPerfect, etc. But once you have Acrobat installed from any of those other products you still have access to the PDF virtual printer called Distiller. So you can still create your PDF files but what you can't do if you're using those other software products is send out the structure of the file so it won't necessarily recognize that a paragraph is a paragraph and a heading is a heading. So if you need accessible files for screen readers then we recommend that you use programs that support plug-in such as Word. So do users need anything special to fill out the forms once they're sent out and if they want to be able to save on the send them back? No. Once a form has been created then anybody using the free reader software or Acrobat can fill in the form. When you create a – no, I'm not Ozzy Osbourne but I come from the same area of the UK. If you create a PDF form one of the things that you need to do when you save that form from Acrobat is enable what we call extended rights and that allows people with the free reader to save a copy of the form with their data filled in. Now if all they're going to do is fill in those fields and submit the data back to you or print it out, you don't need to bother with that. But if you want them to be able to keep an electronic copy with those fields filled in you simply need to save it out with the box ticked in Acrobat to enable these rights. There is a limit per document of 500 responses with Acrobat. Most people never get that far but if you do then we have an enterprise system called LiveCycle which has unlimited numbers of responses. But certainly the people supplying those documents to Acrobat, the people filling in the forms just need the free reader. The next question sounds like it might be similar. Gregg's question, when I'm using PDF forms for example an expense voucher what happens if I fill out multiple vouchers? Does each voucher create a separate file or will multiple fill-in vouchers be stored in one file? The responses that are returned to the form author will show multiple identical return values from the same person. So if you've got Gregg filling in five different responses there will simply be five entries in the resulting table of data all from him. They may all be the same. So you can sort that out amongst yourselves with a phone call. But it is possible with the advanced dynamic form features to control how many times people fill it out and we can have very complicated rules about fields so we can make sure that people can't put the wrong data into boxes. We can insist that certain fields have to be filled in. We can make sure that a certain field has to be a valid email or a valid social security number. So for people who aren't used to filling in these types of documents by designing the form carefully you can make it extremely easy for people to work through the process because you can corral them into putting the data in the boxes that you want rather than the printed form where people will basically write anything and fax it at you. You have to find and work out what they meant. I'm sure did you have anything to add to that? No, not that. Pretty much covered it. Okay, great. So there are some questions about the security settings and the save as. You could talk a little bit more about security settings. Yeah, there's basically two ways that you can secure a PDF file. You can apply security to stop people opening the file unless they have either a digital certificate or a password. Or you can allow anyone to open the file but restrict what they can do with it. So you can stop them printing, you can stop them commenting, extracting pages, etc. In terms of the methods we have broadly speaking three ways to do it. You can apply a password, you can use a digital ID. So if you have a known recipient you have a digital ID and they share that digital ID with you, you can sign the file using their ID and only they can open it. If the email gets diverted to somebody else they won't be able to open the file. As I said earlier, you can also use digital rights management which allows you to control the file once it's been released into the wild. You can revoke access, you can see what's happening to the file every time someone opens it you get a report saying who's opened it and what they did. So there's any level of control you need on that file but the basic level of stopping someone opening it or stopping someone editing it is available in Acrobat and in Reader. Most people use passwords and all we say is that if you're password protecting a file against opening save a copy or remember the password because if you lose it there is literally no way in. The security on PDFs is so advanced that no one can crack it. Another question, why would you use an Acrobat survey over something like Survey Monkey? I think potentially one of the advantages of PDF is it's easier to make the document in the first place. You can do quite complicated things with PDF forms. So the form itself doesn't have to be just a single-page document. It might be a form at the end of a 10-page catalog or a presentation. So combining a form into something that's a bigger document is a lot easier. And also obviously the advantage of working in PDF is that if people don't have reliable web access they can work on it offline. They can download the file, they can fill it in and if need be they can print it and fax it back to you. But you're capable of controlling that a lot easier than you can with online things. Web surveys are great but it does limit you often to answering certain types of questions. And with Acrobat we've got a lot more control over the types of things forms can do. And Cammy I would add something that's somewhat tangential but just in terms of pitfalls that we've encountered within our organization is the recipients may not be operating with the latest version of Acrobat Reader. And the other option though too is that when you do upgrade to say Acrobat Reader 10 the PDFs will default to Acrobat Reader 10 and you'll open up the file in a readable format and your old pro version will have to be invoked differently. So there is some complication when trying to operate between the reader and the pro version on one platform. If you can answer that Dave? Yeah, I mean it's worth saying that when you're saving PDF files in Acrobat you can save into any of the versions from the current version which is PDF 1.7 all the way back to PDF 1.3 which is the old Acrobat 4 file. So if you're for example sharing files that people might be reading on mobile devices where the PDF reader technology isn't actually up to much at the moment you can save an older version of the same document. You might lose some of the advanced features but more people will be able to work with it. Well that is all the time we have. I really appreciate the presenters information and taking time to put this together. Sorry if we didn't get answered all of the questions there's a few more that went unanswered. But I'm sending out via the chat a link that will bring you to our community forums where you can post additional questions. And I know that Dave had given me a link in the presentation that will give you access to the forums that Adobe has if you want to post your questions there as well. We have a couple of webinars coming up in January that I wanted to tell you about. We have a special digital storytelling event happening on the 13th. This is How to Tell Your Story, so Crafting the Message. And then the following week we'll be talking about the tools that you use, so the video, camera, the editing, the sound. So it should be a pretty good series if you're interested in creating your own digital story. And we'd like to thank ReadyTalk. This webinar was made possible by ReadyTalk which has donated the use of their system to help TechSoup expand awareness of technology through the nonprofit sector. ReadyTalk helps nonprofits and libraries in the US and Canada reach geographically dispersed areas and increase collaboration through their audio conferencing and web conferencing services. So again, thank you all for attending. And thanks to Elliot for helping with the chat and Kurt and Dave, thanks so much. Again, if you have any questions, feel free to email me. Please take a second to fill out our post-event survey. And thanks for attending. Have a wonderful day. Thanks, guys. Thank you. Bye-bye. Thank you. Please stand by.