Defence
Tips on Using PDFs
You will find that there are many PDF (Portable Document Format) files on this website. This document provides information on PDF files: what they are, how to open them and how to search them.
1. What is a PDF?
The PDF file format is a common Internet file format and is used throughout this website.
It's used for electronic distribution because it preserves the look and feel of the original document complete with fonts, colours, images, and layout. It allows us to share documents with anyone, using free Adobe Reader software and across many different types of computers and browsers. It is commonly used for government publications, leaflets and forms.
2. How do I open a PDF File?
To open a PDF file you can either:
- download a free program called Acrobat Reader and install it onto your computer; or
- you can use an online PDF conversion tool. To do this, please visit the Adobe Acrobat website, type in the address of the PDF file you wish to translate into a more readable format and the conversion tool will do this while you wait. If you prefer, you can also email the file to Adobe, and they will email a translation back to you. However, please be aware that the translation of the file may not be as clearly formatted as the original PDF file
- Download Adobe reader
- Convert a PDF file online using the PDF Conversion toolÂ
3. Are PDF files accessible?
PDF file standards have improved over the years and have become more accessible through technologies like screen readers, navigation through the keyboard and enhanced screen viewing. The Adobe site provides information on how best to use these features. You may come across earlier versions of PDF files that are not so accessible.
4. How do I create accessible PDF documents from Microsoft Word?
We are currently in the process of improving our electronic ways of working and advice is being provided on creating PDFs in an accessible way. However, the following tips may help you to create accessible Adobe PDF files.
- Create your Word documents in Word 2000, rather than Word 97. If they are already in Word 97, open and save them in Word 2000. Word 2000 lets you create tagged PDF files, which have greater functionality for accessibility than the structured Adobe PDF files created from Word 97 documents
- When you create a document in Microsoft Word, be sure to use the Styles menu to format text such as titles, headings and paragraphs. This menu provides structure information to your document and will assist in creating an accessible PDF. For example, rather than bolding your text and using a larger font size, use the various heading options in the style menu to structurally define your headings
- Use the Columns command in Word to create columns and don't use tabs to simulate double-column text
- Use Insert table command or Draw table in Word to create tables
Add alternative text to all images. Add a long description for a complex image
- If you have created an illustration out of several smaller illustrations, use the Group command to group them into a single illustration and then add an alternative text or description
You may also need to convert a PDF for which you have no control over the original document. Go to the Use Adobe to convert existing PDF files (links above)
5. How do I search a PDF file?
When you open a PDF file an Acrobat toolbar will appear, featuring a number of tools to help you view and search the document. The Search tool will search the document for a word or phrase, bookmarks, and data fields in documents.