How to Fill Out PDF Forms in Adobe Acrobat Reader

Edited 1 day ago by ExtremeHow Editorial Team

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PDF or Portable Document Format files are commonly used for documents that are meant to be viewed and filled out digitally. However, one of the most common questions is how to effectively fill out PDF forms using Adobe Acrobat Reader. This explanation will help you understand the steps and features involved in filling out PDF forms using this software.

Adobe Acrobat Reader is a free software program developed by Adobe Systems. It lets you view, print, and interact with PDF files. Its features also include the ability to fill out PDF forms. Filling out PDF forms can be very easy once you know the process. This explanation will guide you step-by-step.

Downloading and installing Adobe Acrobat Reader

First, you need to install Adobe Acrobat Reader on your computer. If you don't have it, you can download it from the official Adobe website. Just search for Adobe Acrobat Reader, follow the link to the official site and download the application.

After downloading the installation file, open it and follow the on-screen instructions to install the software on your device. Once the installation is complete, you will find Adobe Acrobat Reader under your list of programs.

Opening a PDF form

Once you have installed Adobe Acrobat Reader, the next step is to open the PDF form you want to fill out. Open Adobe Acrobat Reader and then go to File -> Open to locate and open the PDF file stored on your computer. You can also navigate to the PDF file location on your computer, right-click on the file, and select Open with -> Adobe Acrobat Reader.

Understanding editable PDF forms

Not every PDF is editable, which is important to keep in mind before you begin. Some PDFs are view-only, while others include embedded form fields that can be filled out. Editable PDFs will allow you to type information by clicking in the field. When you can interact with a field in the form, you should see a hand tool or cursor symbol.

There are mainly two types of PDF forms:

• Interactive forms: These forms have fields that you can interact with directly. You can click on these fields and start typing.
• Non-interactive forms: These forms appear as plain documents, but can be filled out using methods such as the Fill & Sign tool.

Filling out interactive forms

For forms with interactive fields, the process is relatively simple. Once the PDF form is open in Adobe Acrobat Reader, you can navigate through the form using your mouse or the Tab key on your keyboard.

Steps to fill out an interactive form

1. Click on the form field where you need to input your data.
2. Enter the information directly into the fields.
3. Use the Tab key to quickly move to the next field, or click another field using your mouse pointer.
4. If the form contains radio buttons or dropdown menus, click the option you want to select it.
5. You can also deselect options if necessary, or change them by clicking the appropriate option again.
6. Some forms may include checkboxes; these allow you to mark options by clicking directly inside the checkbox area.

Non-interactive form filling

When you are dealing with forms that are not interactive, you need to use the Fill & Sign feature of Adobe Acrobat Reader. This feature allows you to overlay text, symbols, and other elements on top of the PDF document as needed.

Steps to use Fill & Sign

1. Open the non-interactive PDF form in Adobe Acrobat Reader.
2. Go to the Fill & Sign option in the toolbar or access it via Tools -> Fill & Sign.
3. Select the Add Text tool. Your cursor will change to a text insertion tool.
4. Click the area of the document where you want to add the text. Type the required information.
5. Adjust the position of the text box by dragging it to align it more precisely on the form field.
6. You can use the options available in the toolbar to change the text style, size, and color to better match the original format.
7. Use the Sign option to add your signature if necessary. You can draw your signature with a mouse or trackpad, or upload an image of your signature if available.

Adding annotations and comments

In addition to filling out forms, Acrobat Reader also allows you to add annotations and comments to PDF documents. This feature is useful when you want to provide additional information or hints for the reviewer or yourself.

Steps to add annotations or comments

1. Open the document in Adobe Acrobat Reader.
2. Click the Comment button in the toolbar to start the tool.
3. Highlight or click the areas where you want to add your comments.
4. Add text comments by clicking on specific areas in the document.
5. For highlights, use the highlighter tool to emphasize text or noticeable areas.
6. The Comment tool also allows you to attach sticky notes by clicking the note icon and placing it at any desired location on the document.

Saving completed forms

After filling out the form, the next logical step is to save your work. This is very important to prevent data loss and ensure that your efforts and inputs remain intact.

Steps to save your filled PDF

1. Once you're satisfied with your inputs and edits, go to File -> Save As.
2. Select the destination location on your computer where you want to save your document.
3. It's a good idea to rename the file so it shows that it has been edited and filled out, so you can distinguish it from the original document.
4. Click Save to complete the process.

Saving the document as a separate copy helps in retaining the original format for future use or reference.

Printing and sharing the completed form

Once the form is filled out, you may need to print or share it. Adobe Acrobat Reader provides easy ways to print or digitally share completed forms.

Steps to print the filled form

1. Open the completed PDF in Adobe Acrobat Reader.
2. Go to File -> Print.
3. Choose your printer and adjust settings such as page orientation and number of copies.
4. Click on Print to get the hard copy of your filled form.

Steps to share filled form

1. Click File -> Save As to make sure the document is saved and ready to share.
2. Use email, cloud services or Adobe's sharing features to send your completed form to others. You may find a suitable option in the toolbar.
3. To share an email, attach the file to an email in your favorite email client and send it to the intended recipient.

If cloud-based services are being used, uploading and sharing links can be a flexible way to share documents without the constraints of email attachment size limits.

Tips for filling out PDF forms

Here are some tips to simplify your experience when filling out PDF forms:

• Make sure Adobe Acrobat Reader is always updated to the latest version for compatibility and feature access.
• Use the zoom feature to magnify parts of the form for better visibility and accuracy while filling in details such as figures and handwriting.
• Check your entries carefully, especially financial or legal documents, before saving and sending the form.
• Use the validation feature to check for incomplete fields or format mismatches, if available.
• Test your completed form by seeing how the final document will look when completed.

Conclusion

Filling out PDF forms using Adobe Acrobat Reader is a simple yet powerful way to manage and complete digital forms. Whether you're dealing with interactive or non-interactive documents, Adobe Acrobat Reader's robust set of tools can help you navigate and complete these tasks with ease. By following the outlined steps and tips, you can effectively fill out, annotate, save, and share PDF forms, making them ready for submission or personal record keeping.

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