PDF, which stands for Portable Document Format, is the most popular file type 
used for sharing documents over the internet. PDF’s are so universal that chances are you’ll probably encounter them time and time again either as a sender or a recipient. Featured here are some useful tips to help you become more familiar with PDF’s.
1. Reduce File Size
If you have a large PDF file that you want to send, you might want to reduce the size first in order to speed up the delivery. While there are many ways to do this, one of the better ones is to utilize Adobe’s Optimizing PDF tool.
2. Protect Your File
PDF files that contain personal or sensitive information can be password protected so that no one besides the intended recipients can open them. Once you save a PDF file, a window will pop up. In it, select the option to put a password on your file to insure that it stays private.
3. Update Adobe Reader
If you find that you’re unable to open up a PDF file, you may need to update Adobe Reader. Periodically check to see if you have the latest version of the program–or look for updates as a troubleshooting measure when you’re unable to view a PDF that you’ve received.
4. Add a Signature to Your Document
A signature field can be added to your PDF document if you want it to bear your signature, and a hassle-free way to do it is through Adobe EchoSign. EchoSign doesn’t cost anything to use–and after creating your free account you can begin using it right away.
5. Use Standard Fonts
When creating a PDF file, it’s always a good idea to use a standard font if you don’t plan on embedding your chosen font. Use a standard font that’s easy to read so that your file can be viewed as you intended it to be.
6. Check for Errors
toolbar makerIt’s always a good idea to double check your PDF file after you publish it and before you send it. That way you can be sure the published document looks like your original one, and you’ll have an opportunity to find any errors you may have missed the first time around.
7. Comment with Acrobat
When using Acrobat, you can display and hide comments within your PDF files–and this feature can be quite useful indeed. PDF files can be sent back and forth for the purposes of editing, gaining a second opinion, adding information that was left out, and so much more–with the comments placed right on the document itself.
8. Down-Save When in Doubt
If you’re not sure whether or not the recipient of your PDF file has the latest version of Adobe Reader or any other program you may have used to create your document, down-save it using an older version of the program. Down-saving will allow the person on the other end to open and view your document without any difficulty–saving you both some time and energy.
9. Attach Files to Your Document
While there are several different ways to attach files to your PDF documents, you can do so quickly and easily using Adobe Acrobat. If you’re using Acrobat 5, you’ll find the “Attach File” tool in the commenting toolbar–just arrow down the list that pops up in order to locate it. If you’re using Acrobat 6 or higher, the same command can be found in the advanced commenting toolbar.
10. Use the Spell-Check Feature
If you’re using Acrobat, don’t neglect the program’s handy spell-check feature before sending out a document. To spell-check your PDF, you can either click the “check spelling” tab found under the edit tab or you can simply hit F7 to bring up the spell-check window. Spell-check will highlight errors and give you a list of corrections to choose from.
Although PDF’s are easy to create, there’s much to learn that will help you tap into their full capabilities. These ten hints are only the tip of the iceberg, but they’ll help you gain a better understanding of just some of the things you can do when working with PDF’s.
Guest post from Karen Schweitzer. Karen writes for InternetServiceProviders.org
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