How to increase your documentation productivity while you work from home?

Let's take a look at how you can increate your documentation productivity while you are working from home. Know how you can create and edit PDF files by using alternatives to Adobe Acrobat Pro. Know the features these tools come with and if they can assist you in making PDF files more easily and efficiently.

With a large part of the world currently in lockdown, many people who work digitally are currently active from the comfort and safety of their homes. It is important to have the tools that you need while working from home installed on your computer. If you are a developer then an IDE, if you are a UI designer then software like Photoshop and if you are into marketing, sales, finance and any other department of your office where you need to deal with documents, then a good document editing tool. And since business needs demand the use of PDFs, it is completely necessary to have a professional PDF creation and editing tool.

When working from home, fast internet speeds are one of the most important investments you can make. It's important to find the best solution for yourself which is why you should look at what is available locally rather than nationally. For example, if you live in California you should be looking for the best internet providers in California rather than looking at the best internet providers nationwide.

While many people will be familiar with Adobe Acrobat Pro because of the promotion it gets from its cousin Adobe PDF Reader, what needs to be known is that there are many other even better tools for PDF creation and editing. One such tool is Wondershare PDFelement. It can do all those tasks imaginable that you might need to do with a PDF document.

Editing PDF document

When you first start Wondershare PDFelement, you can select the option Open File... to load a PDF file for editing.
Home screen Wondershare PDFelement
Once you have loaded a file, you can view the file content as well as the editing tools that are available with all major PDF editors. At the top of the screen, you have the option to open another file, open a PDF directly from a scanner, combine two or more PDF files and flatter a PDF file if the file contains a scanned image. At the bottom of the screen, you can see viewing tools to change the reading format (single document view, single continuous document view, book view) and zoom tools.
The left side of the screen has a Thumbnail view where you can select multiple pages to do some action. bookmark a page, add some comment at some section of the PDF or add an attachment.
PDF editing
The thumbnail view allows you to not only select a particular page for editing but also allows you to remove a page or add a page between 2 thumbnails. In fact, it a compact view from where you can accomplish a lot of things including running OCR on the page if it is an image, replace that page with another page, add Page Labels and even merge all the pages of that PDF into a single page.
Thumbnail view editing options
There is barely anything that you won't be able to do with your PDF with these tools. You can just reorganize or create a fresh new PDF with barely an effort if you have the individual pages ready. In the Home menu at the extreme right side of the menu bar, there is a small button to help you to take a snip screenshot of any section of the PDF and save it separately.

PDF to other formats conversion

It is important that PDFelement not only accepts different files types as input but should also be able to output various file type formats from PDF. PDFelement can convert PDF files to:
  • Word
  • Excel
  • PPT (PowerPoint Presentation)
  • Image
  • Text
  • Epub
  • HTML
  • RTF>
OCR PDF document
If the PDF a scanned image with text on it, this tool automatically detects that and suggests you run OCR on the file before proceeding. It makes it easy to edit the PDF. To use the OCR functionality, you will need to download a further of around 400MB of OCR set up which will integrate into this tool.

Edit Menu

Once you have run OCR on your input file, you will not be most equipped to edit any portion of the file including any text that exists on an image.
Select any portion of the OCR converted text and you will get a Properties section in the right sidebar where you can do text formatting changes like changing the font colour, size, alignment, bold, italics and more.
Properties OCR PDF editing
Existing objects can be moved around in the page, new objects like text boxes and images can be added and unnecessary objects can be removed easily. You would never have imagined that it would even be possible to do so much editing in an existing PDF file.

You can add links inside a PDF document as well by clicking on the Link button that appears in the toolbar when you have selected the Edit menu item and then drawing a rectangle anywhere on the screen of the tool where you are editing the PDF.

There are 3 buttons in on the tool that can be used for navigation purpose on the tool screen:
  • Hand tool: This helps you pan the document in any direction.
  • Selection tool: Select any object in the PDF.
  • Edit tool: Edit PDF objects.

Comment Menu

In Word documents, you have the feature of commenting which is used for when document reviews are done and comments are left in the document specifying specific sentences or objects. This is a very useful tool in the document review process and this functionality is present in PDF documents as well. You can use the Comment Menu of PDFelement to add comments in the same way you do in a Word document.
PDF commenting
The best thing is that there are so many options to comment that you are never short of innovative ways to categorize your comments and make them look interesting. If you have an idea use a cloud comment box if you want to suggest something make use of a Sticky Note if you want to highlight part of sentence use different colour markers, you can use bold, underline, italics and strikethrough, you can add different stamps or make new custom stamps and much more.

Form Creation

This is a very important use case of PDF files. Many government agencies, as well as private companies, use these forms for online form filling. Obviously then it is a no-brainer that you must use a tool of the highest quality to make such PDF forms.
PDF Form templates
PDFelement contains a lot of templates that you can use to shorten your time for form creation. Otherwise, you have all the following items to create a completely new form by adding individual elements one by one.
  • Text field
  • Checkbox
  • Radio button
  • Combo box
  • List box
  • Push-button
  • Image
  • Digital signature

In addition to the creation of new PDF forms, you can also use this tool to extract data from filled forms in the form of CSV files. Fields can be prefilled with dummy values by an intelligent "Form Recognition" feature.

Other Menus

Protect Menu

This menu provides you with all the security-related features of PDF. You can use this to redact text from the document, encrypt the document using a password, apply a password to set access security on the document, sign a document, add a signature field and verify existing signatures in a PDF document.

Page Menu

Using this menu you can change the orientation of individual PDF pages, crop some part of the page to set in box size, extract or insert pages, split one page or replace an existing page with another. You can also set labels to PDF pages.

Share Menu

Using this Menu you can directly share your PDF document without opening your browser and using an email or cloud storage service. To share documents, the tool offers:
  • DocSend
  • Your email account
  • Dropbox
  • Google Drive

Wrap up

There are many PDF creation and editing tools available in the market. However, choosing one isn't always easy. While Adobe Acrobat Pro currently lead the markets, it doesn't have to be the default tool you use. Since you are here, I assume you are searching for alternatives and in my opinion, PDFelement from Wondershare is one of the best alternatives out there. Wondershare currently has a special offer for PDFelement 7 and PDFelement 7 Pro. If you do try this tool, do let us know about your opinion through the comments section below.


Guest Author: radhaaariv24 Jul 2020

Wow, that's really great piece of information. Thanks for sharing this with us. Very useful information about how to make document productivity while we working from home. Keep sharing such amazing blogs with us.

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