Tips for Downloading and Using PDF and Interactive-PDF Files from the Internet
Penny Ashwanden, M.P.H.
Sponsored Programs
Florida Atlantic University
USING THE ADOBE ACROBAT READER WITH PDF FORMS
Step 1. How to Download Forms
Here we will view, complete, and print the FAU Pre-Award Routing Sheet which is available the DSR Web site at http://www.fau.edu/dsr, "Electronic Forms."
This file is in an interactive "PDF" format and in order to view or print it, you MUST have the Adobe Acrobat Reader. You may download the free reader from this page or call the IRM Help Desk at 7-3999.
Step 2. Completing the Form Online
To insert type or figures, position the cursor inside the TEXT FIELD. To fill in a BOX, use the mouse click. Move forward through the form with the TAB key, or backwards with the SHIFT+TAB key (or point your mouse and click).
Helpful Hint!
While you can bring up the "Pre-Award Routing Sheet," complete all items on line, and print out a final copy, you CANNOT SAVE the completed version to your file unless you have Adobe Exchange. Be sure to print out a copy for your file while still on-line.
USING THE ACROBAT EXCHANGE AND INTERACTIVE PDF FORMS
Computers send us all crazy at times. We know they are useful. And one of the best new things that is becoming quite ubiquitous is the "Interactive-PDF" (also known as "i-pdf") form, a form that you can fill in on-screen, print out, and then save. So, you go to the site and try the fill in the form. The little hand grabs open and shut. But you can't type on the form. So, you think, "Ah, I will download it to my own computer and fill it in there." You do that--and, still nothing.
So, here is a step-by-step procedure that works for me, and should work for you. In this example, we are downloading an interactive version of the National Institutes of Health grant application package, the PHS-398, from an Internet site, TRAMS, that specializes in forms from different agencies. The procedure should work for any other i-PDF form.
But for this to work, you MUST have Acrobat Exchange, not just Acrobat Reader installed on your computer. FAU has a site license for the software which can be obtained by FAU faculty and staff through Information Resource Management (IRM) at 7-3999. It costs around $40.00.
Step 1 - Getting the PDF File from Outside Your Hard Drive (e.g., from the Internet)
To download the form in its i-pdf file from TRAMS, click on "Agency Forms," then on "National Institutes of Health" and click on the 398 i-pdf.
- The forms may come up on your screen - if so, go to File, Save As, Save, and note the file name it was given (e.g. C:\Nettemp\i-398all), or
- The forms may not come up directly but a grey screen appears asking if you want to "Open the File" or "Save to Disk." "Save to Disk" now, and follow procedure in 1, above.
- Close TRAMS.
Step 2. Opening the PDF File on Your PC Computer
Go to "My Computer" and click on (C); then click on the yellow Nettemp folder and look for the file you named "i-398all."
Click on and open the file for the PHS-398 forms kit now on your computer's hard drive and click on one of the forms listed at the left, e.g. AA, BB, CC. Put your pointer on the form that comes up and click. You should get a bar instead of the flapping little fist. Fill in the data or text you want. Then "Save As." Give it a totally new name. [This way you keep the downloaded file as a blank template for future use and have your completed application separately].
That should do the trick. One other thing. Occasionally, you may find a downloaded file is in a "Read Only" format despite your efforts, e.g., when you should get the bar instead of the flapping fist. This can be changed by going into Nettemp, right-clicking on your mouse, and go to Properties-General and you can see if the "Read-Only" box is checked. If so, click on it again to remove the check mark.
The general principles of this walk-through are the same for the PC and the Mac. If it has been of assistance to you, or you have any additional tips or instructions, please do not hesitate to call me at 7-2311 or e-mail me at pashwand@fau.edu.
March 2000
NOTE: If you are experiencing problems in completing the PDF forms, it is suggested you download the latest version of the free Acrobat Reader. If you are experience print problems, view the information at the Adobe Support Site. You may also wish to consider buying the full Acrobat program from IRM. The program will allow you to save completed PDF forms, in addition to allowing you to create your own PDF documents.
Send comments to Camille Coley, Interim Director or Penny Ashwanden, Content Editor.
