With both PC and Mac computers, along with all the different software programs, chances are you will not always have the same or compatible software as is being used by your clients. One of the wonderful things about the Adobe Acrobat program is that it eliminates this problem. It is truly a universal program that anyone can open!

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.

What is the difference between Adobe Acrobat and Adobe Acrobat Reader?

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.

Should I consider buying the Adobe Acrobat product?

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.

Can I change information in a PDF document?

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.

Can I copy and paste information from a PDF document?

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.

What are some other useful tools available?

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.

About the Author
Mary-Lou Ashon successfully launched her Virtual Assistant company in 1997 and holds expertise in organizing information, creation and implementation of administrative procedures and marketing. She has proven that dedication, communication, loyalty and a flare for marketing are keys to developing successful client relationships. Mary-Lou has a keen desire to promote awareness of VAs as a career option both internationally and at home in Canada and has developed a cost effective, convenient and high quality training program which you can locate at http://vatp.ca/.