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The Truth Behind 4 Common PDF Facts

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Although the PDF is now a common digital format in almost all aspects of our habits online (sharing, downloading, and emailing), there is still a lot about the PDF format that we tend to gloss over and generalize.

Whether you know it or not, a lot of general facts about the PDF format are usually taken out of context or misunderstood altogether. The PDF format is constantly improving and changing. Thus, what we know about the format has to change as well if we are to use the format effectively.

That being said, here are a few brief clarifications on the most common PDF facts we all know.

Everyone Can View And Access PDF Files

When we say that PDF files can be viewed by everyone and on every platform, what we don’t often mention is that there are exceptions. More specifically, if your file recipients have visual impairments or physical disabilities, reading and navigating your PDF content with a mouse is next to impossible for them.

PDFs that can truly be viewed by everyone—including users with disabilities, are accessible PDF documents that are tagged. A structurally tagged PDF can work with assistive devices like screen readers, allowing users to have PDFs read out loud to them. To ensure your PDF is up to par, consult the PDF/UA standard which provides an official guideline on how to generate PDFs that everyone can access.

PDF Content Can’t Be Edited Or Modified

A true fact, but there are two sides to this. First and foremost, PDFs are meant to ensure that its content stays intact. It’s a locked down format that protects against unwanted modification. But if you ever tried, then you know that you can perform some edits to a PDF to a certain extent if you have the right PDF tool or if the assigned PDF permissions allow.

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For example, you can modify PDF files: extract pages, merge or split PDFs, edit PDF metadata, add bookmarks or even headers and footers. In other cases, you can add digital signatures, fill out PDF forms, add annotations, and notes. Also, if allowed, basic text copying should be done via PDF tools to prevent formatting issues. Though for legit and drastic edits or content re-purposing, you’re better off performing full PDF conversions instead. PDF content itself isn’t meant to be freely edited like a Word document, but you can take some liberties.

PDF Files Can Only Contain Text And Images

Because the format is generally known as a file format to use for professional purposes, there’s this assumption that PDFs are boring, that they can only be used for text and images. Nothing can be further from the truth.

They’re actually great containers for compelling content. In fact, though usually advised against for the sake of file sizes, multimedia PDF files are perfect for promotional material or e-brochures. They can include animations, audio, video, and even interactive elements. So next time you need something creative, you can add the PDF format to your list of tools. With a bit of creativity and the right media, you can improve your content ten- fold.

PDF Files Are Naturally Secure

Because the PDF format adds a layer of security over your content, we usually tend to think that it’s automatically impenetrable. But if you quickly publish a PDF on the web thinking your content is protected against plagiarism, think again. If indexed by Google, users can select the “View as HTML” option or click to view it in a browser with a built-in PDF viewer, like Firefox. Your content is then up for grabs.

Securing Technology

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To prevent that from happening, always add advanced security options on content you want to share, but keep control over. Include encryption, watermarks and even PDF passwords so you can specify exactly what users can or cannot do with the file. Remember, your PDF file is only as secure as you make it.

Were you already aware of the fine print behind these major PDF facts? What are some others you’ve come across?

5 Creative Ways To Search The Web

Searching the web on Google is always the number one go-to solution for finding help online. And although its last update (aka Hummingbird) focused on a smarter way of finding results, it is still possible (and frustrating) to go beyond the third page of your search results. Not a very valuable use of your time.

As productivity advocates, we’re always looking for more efficient ways of doing things—even searching the web. So for this post we’ll break down some quick basic tips (some of which you may already be doing) when you’re ready to give up on Google.

1. Use Content Specific Search Engines

Helpful when….: You’re looking for a specific type of format.

Why: Google offers a number of search results based on type: news, web pages, images, and file formats. Although Google operators can produce results right down to the file format, there are search engines that can offer efficient searches.

Search Benefits: Content specific search engines will give you a highly focused collection of results in contrast to the endless pages of results from Google. Moreover, they come equipped with search filters that further narrow down your hunt.

Tools: There are a number of handy online tools that can help you search for PDF documents, PowerPoint presentations online, or archived webpages. Also, you can find search tools for photos and even third party tools for searching through Flickr.

2. Search By Finding Similar Sites

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Helpful when…: You want to familiarize yourself with a new subject, genre or field.

Why: When you want to learn about something, you’re first step is to find information on the topic and then find websites that cover the subject. If you’re looking for sites on something like fitness, seeking out influential websites in the industry will give you the lay of the land, connecting you to other authoritative sources in that niche.

Search Benefits: When you search like this, your results are pared down to highly related sites instead having to sift through individual articles and web pages.

Tools: Similarsites.com and SimilarWeb.com are a couple of tools that can help you with this type of search. They’re designed to work with thousands of sites that have already been indexed and rated on relevancy by users.

3. Search For Answers By Asking Users

Helpful when….: You have specific questions or only have broad ideas.

Why: When you have a general question your first instinct is to type it out in Google and see what comes up. But when asking a question, you’re looking for general guidance first (“What can I find on this topic?”) or specific information (computer and hardware specs). A better way to finding results is in asking directly in forums, communities, and groups.

Search Benefits: Users in communities and forums can give you one-on-one advice. This beats having to refer to 5 articles on one topic. In addition, you get answers, insights, and hidden details based from personal experience which some general posts may miss.

Tools: Try communities that are active and that attract credible users. Try sites like Quora, for instance, where you get to ask professionals from different industries for their expertise. There are also Google+ communities full of users who are generous with their time and help.

4. Use Social Media, Aggregators & Real Time Search

Helpful when…: You want quick, updated information on a topic.

Why: The power of social media is hard to deny. On social media networks, everyone is sharing a link, comment, or insight on anything and everything–including posts on the topic you’re researching.

Search Benefits: Social networks are extremely powerful with their search features. Searches on popular networks like Google+, Facebook, and Twitter are easily tailored to find posts, users, or hashtags. Using these networks as your search engine, you can zero in on real time posts. In addition, you can get a contextual grasp on any given topic at the moment based on the sentiments of the posters.

Tools: Besides using the social networks themselves, social media aggregators and real time search engines can help. Tools like Alltop and PopURLS will offer you a quick bird’s eye view of current trends. Just type in your search terms and you’re off.

5. Use Websites & Blogs

Helpful when…: You need to find related resources.

Why: When you’re online, you may already have a natural compulsion to click through to other sites from an article you’re reading. Because blogs and websites link out to sites and sources that complement their own content, you can slowly build up a good resource.

Search Benefits: When you consciously practice this as a search method, it could mean that if you start with one quality web site you can find 5 other links that may be helpful. Granted, there are some spammy sites out there. But given that Google has cracked down on bad linking behaviour and has encouraged websites to link to relevant sources in their blog rolls, this type of search method should be a safe bet.

Tools: To find a good quality site to start you off, visit Technorati, the most credible blog directory online.

As an added bonus, you can combine these tips to get even better results. So while Google is the number one tool when it comes to search, it isn’t the only one you have to resort to!

Putting The Paperless Office Into Perspective

Creating Paperless Office

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You’re all familiar with the concept of the “paperless office.” Who isn’t? It’s the ideal workplace where everything is done digitally. No recycling boxes, no shredders. Although we’re a lot closer to that efficient digital office than we were 10 years ago, it’s no surprise that getting to “paper zero” is tough.

True, our technologically oriented world makes it easy to go paperless wherever we can. Free online tools, integrated cloud services and accessible networks make digitizing workflows simple. Even basic things like drafting documents and communicating with colleagues are already being done digitally with MS Word and email.

And we know that the widely used PDF format makes the transition to a paperless office simple. Lawyers, accountants, and business professionals use the format on a daily basis for legal briefs, bank statements, and official contracts, respectively. The format is secured, credible, robust and accessible. Anyone can easily reuse and edit PDF content by converting it, if needed.

Moreover, paperless offices are appealing because it cuts down on costs. Fees and budgets associated with printing cartridges, file storage, and shredding services can be eliminated. Our mobile driven world is essentially about being paperless, too. Everything can be done on the go without pen or paper with free or low cost apps.

…But We Still Need Paper!

Yet, there are still some things that will always require paper. As one marketing ad reminds us, there are no substitutes for toilet paper!

In fact, a manufacturer of uncoated free sheet paper in North America, launched an advertizing campaign against the growing trend of digital offices known as PaperBecause. And just as the phrase implies, they provide reasons for using paper.

They point out one obvious fact: we still need paper. It’s true. We’re still attached to it. We still write up phone messages on a sticky note, we still read printed pages, we still use photocopiers.

Finding Common Ground: The Paper-efficient Office

Yet, the humorous videos also make another thing clear. The digital switch is still a work in progress and, fortunately, isn’t about keeping paper around permanently or about abolishing paper altogether. Rather, it’s all about developing a paper-efficient office first.

So before you start getting withdrawal symptoms from going cold turkey on trying to cut your paper usage completely, take your lead from a few of the following tips to make an effective transition:

Use tools that can bridge the gap between paper and digital workflows. This includes tools like computer scanners, mobile converter apps, e-faxing services, and document managers.

Combine old paper habits with digital ones. A tip like this is geared towards the small paper habits—taking phone messages and jotting down spontaneous notes. Smartphones these days come with voice recorders and quick note apps. So for every flyleaf you use to note something down, use a digital note the next time. This way you can cut down on half the paper you’re using for notes.

Only print up documents when absolutely needed. Ask yourself if your task can be done digitally first. For example, PDF forms can just as easily be signed and filled in on a computer or converted to editable Word forms. There’s no need to print them up.

Work seamlessly with scanned PDF files. As everyone turns paper files into digital ones, you won’t be able to avoid scanned PDF files. For such cases, use a tool like Able2Extract Professional that can make scanned PDF content reusable. To boot, using scanned PDF converter can eliminate the need to manually retype PDF content to edit it.

Share documents and ideas with groups digitally. Many collaboration, white board, document sharing and web clipping tools exist to help you work on content with others. If you can share your ideas and notes without having to make 10 photocopies, go for it!

Taking the first steps by getting some parts of your routine digitized is a great start, but don’t forget to monitor how much paper you’re still using.

Keeping an eye on those levels will help you realize how much paper you can slowly save on without cutting it out completely and all at once.

Any other suggestions you can think of?

4 Digitally Creative Ways To Share Your Thanksgiving Memories

Thanksgiving is coming up fast and you probably have a long to-do list to get your dinner menu just right. In addition, you probably also have to oversee other important things like the guest list, seating chart, table setting, and making sure that your guests are well accommodated, among other things. It’s no wonder that holidays are always the most stressful.

However, this holiday in particular is all about slowing things down and taking the time to appreciate the people and things around you. And no Thanksgiving is complete without being able to share it with family and friends.

Social networks and online tools have made it easy to instantly post photos online and make updates statuses on the spot. But everyone does that. A quick post here and there won’t do your precious memories—and all the hard work and preparation, justice at all.

To help put some life into your Thanksgiving posts and shares, here are four simple ideas that can make your Thanksgiving memories stand out forever.

Create A Thanksgiving PDF Album

Although the first place you’ll post your pictures up is on Facebook, consider creating a PDF album. It will offer you a lot more options, and with Able2Extract PDF Creator you can easily customize it with all of your digitized photos and mementos.

For instance, on top of converting your images to PDF, you can merge other pages to it with text that has been put into PDF format. This means you can add a list of what family members were grateful for, extra pages of family quotes or scanned files of the Thanksgiving dinner speech. You even attach files like digitized recipes you used for the dinner. Polish it off afterwards with things like bookmarks and customized headers. If you collaborate with other members, you can get a scrapbook album full of great Thanksgiving memories.

Generate A GIF Movie Of Your Snapshots

We covered GIF tools last time on our blog and as you saw, GIFs can be a fun way of getting all your photos and video together. Well, a new trend spotted on popular social network, Reddit, is all about getting full length movies into GIFs. Why not use that same creative approach and generate a mini GIF movie of your Thanksgiving celebration?

Take play-by-play family snapshots throughout the evening and after selecting the most memorable, upload them to a GIF generator. Then customize and create your GIF to showcase them in one long sequence. Depending on the images you have, you can come up with some awesome GIFs capturing the entire evening in less than a minute!

Use A Twitter Account & Hashtag

As much as everyone loves getting together for Thanksgiving, it might not always be possible. But you can still share the holiday with absentee family members on Twitter, the perfect tool for keeping them updated. For this, consider creating a dedicated account. With a long string of short updates, you’ll have an accurate time capsule of what happened specifically during your Thanksgiving event.

Furthermore, you’ll want to use a hashtag. This will allow your family members to zero in on the stream and easily start up a twitter chat. However, be sure to use hashtags that are short and unique like your family’s last name. If not, your stream could get lost among other Thanksgiving tweets. And don’t forget to be visual! Tweeting back and forth with snapshots and videos will add a personal, warm touch to your stream.

Get Creative With Thanksgiving Videos

Sometimes all you ever want to do during a holiday get together is film the special moments in a meaningful way. Even though you can always find some handy tips on shooting the perfect Vine and Instagram video, take the editing process up a notch before you post and share.

Instead of using standard filters, try mobile apps that can do something fun with your recordings. Try apps like PicPlayPost, which creates a video collage out of your movie clips (see demo example above), or Timelapseit that lets you create a time lapse video out of your movie. If you film things like the dinner prepping process, the turkey carving ceremony, or family members having fun, these apps can turn them into quick shareable videos for the entire family to enjoy.

The best part of these tips is that you can use these ideas for any holiday occasion. So get creative and make the most out of your Thanksgiving posts. Try these out and send in your posts to let us know how they turned out!

4 Cool Uses Of Microsoft Office You Probably Didn’t Know About

When you think of Microsoft Office, you probably think of office documents, presentations and spreadsheets. However, you can have a bit of fun with the suite just by knowing how to use the applications and features to their fullest extent.

A few power users out there manipulated their way through the MS Office programs to come up with some extremely creative content. Take a look at the following creative, jaw-dropping examples.

Create Art In Microsoft Excel

Excel Spreadsheet Artwork

You may have heard of this guy on the internet before. Japanese artist, Tatsuo Horiuchi, has been producing art using only Microsoft Excel. It may sound crazy to use MS Excel for generating images let alone creating artwork. But this artist has proven, hands down, that it can be done.

Use Microsoft Word As An Advanced Image Editor

If you think Microsoft Word can only be used for generating documents, you’ll be shocked to see it in action as an advanced graphics editor. This amazing time-lapse video was created and posted by Vaclav Krejci who, according to his YouTube channel bio, aims to “explain graphic design to everyday users using software they are already familiar with.” And he does just that. This video shows how he recreates the iOS 7 home screen using nothing but Microsoft Word, start to finish.

Play A Role Playing Game In Microsoft Excel

Bet you never thought you could turn your data-analyzing, formula-calculating Microsoft Excel spreadsheet into an RPG game. We sure didn’t. This macro-based RPG was put together in 5 months by Toronto-based chartered accountant, Cary Walkin, whose passion for spreadsheets and video games resulted in Arena.Xlsm.

Excel Spreadsheet RPG Game

Arena.Xlsm comes with character statistics, abilities for ranged attacks, achievements, boss encounters, and magic spells (available at level 10). This cool game may look slightly different than your average MMPORG, but all the same interactive and essential elements are there. See how far you can get.

Create Your Own Anime Movie In Microsoft PowerPoint

You’ve probably watched anime before, but we’re guessing that it didn’t require MS PowerPoint. We caught this awesome example on PowerPoint Heaven, a site created by Shawn Tow that started out as a place to post his own tutorials and work. It is now a popular site for PowerPoint diehards to showcase their innovative uses of the application.

PowerPoint Anime Movie

One user took PowerPoint slides and animation to the next level with Rewrite, an anime drawn and animated in PowerPoint by Han Byul Jang (Zzangdol). We won’t provide you with any spoilers, but download the PowerPoint file to see it in action yourself. You won’t be disappointed.

We never really appreciate the full capabilities of the tools we use on a daily basis. But with a bit of practice and skill you can perhaps work your own magic and come up with a creative way of using MS Office yourself.