Creating a Fillable Form in Adobe Acrobat Pro 9

A. Preparing the Document

The first step is to have your document ready in PDF format. If you're starting from scratch, you can create a new PDF document directly in Adobe Acrobat Pro 9. Alternatively, you can convert an existing document, such as a Microsoft Word or Excel file, into a PDF.

For converting an existing document, simply open the file in Acrobat Pro 9 and select "Create PDF" from the File menu. If you have a paper form, you can scan it using a scanner and save it as a PDF file. Once you have the PDF, you can move on to the next step.

B. Opening the "Prepare Form" Tool

To begin adding fillable fields, navigate to the Forms Menu and select the "Start Form Wizard" option. This will launch the Prepare Form tool, which is the central hub for creating interactive forms. This tool provides the necessary features to create input boxes, signature fields, and all other form elements.

Upon launching the wizard, you'll be presented with an option to either use the current document or select a different one. Choose the "Use current form" option to proceed with the document you have open.

C. Automatic Field Detection and Initial Review

Acrobat Pro 9 has an automatic field detection feature that attempts to identify potential form fields within your document. This can save you a significant amount of time, especially with simpler forms. After the automatic detection process is complete, carefully review the detected fields.

You'll likely need to make adjustments by adding, removing, or resizing fields to ensure they align perfectly with your form's layout. This initial review is crucial for creating a polished and user-friendly form. Make sure that the automatically detected fields are appropriate and positioned correctly.

D. Manually Adding Form Fields

If the automatic field detection doesn't capture all the necessary fields, or if you prefer more control, you can manually add them using the Form Field toolbar. This toolbar contains various types of form fields to suit different data entry needs. It provides you with the flexibility to customize your form precisely to your requirements.

Here's a breakdown of the common form field types:

• Text Fields: Used for collecting text-based data like names, addresses, and descriptions.
• Checkboxes: Allow users to select multiple options from a list.
• Radio Buttons: Enable users to select only one option from a group.
• Dropdown Menus: Present a list of options for users to choose from.
• List Boxes: Similar to dropdown menus but display a longer list of options.
• Buttons: Trigger actions like submitting the form, resetting it, or performing calculations.
• Signature Fields: Allow users to add digital signatures to the form.
• Date Fields: Provide a convenient way for users to select dates.
• Image Fields: Allow users to upload images.

To add a field, simply select the desired field type from the toolbar and click on the document where you want to place it. You can then drag the edges of the field to resize it as needed.

E. Setting Field Properties

Each form field has a set of properties that you can customize to control its behavior and appearance. To access the Properties dialog box, double-click on the form field. The Properties dialog box contains several tabs, each dedicated to different aspects of the field's configuration.

Here are some key properties to configure:

• Name: A unique identifier for the field, used for scripting and data extraction.
• Tooltip: Hint text that appears when the user hovers over the field, providing guidance.
• Appearance: Controls the font, size, color, border style, and other visual attributes of the field.
• Position: Exact placement on the PDF
• Options: Settings specific to certain field types, such as the list of items in a dropdown menu.
• Validation: Restricts the type of data that can be entered into the field, such as dates or numbers.
• Scroll Long Text: If disabled, you can restrict printed text and what can be displayed in the form.
• Required Field: Flags the field as mandatory, preventing the user from submitting the form without filling it in.

Acrobat Pro 9 also allows you to add Calculations and JavaScript to create sophisticated behavior in your forms.

F. Setting Tab Order

The tab order determines the sequence in which users navigate through the form fields using the Tab key. A logical tab order is crucial for usability, ensuring that users can fill out the form efficiently and intuitively. By default, Acrobat Pro 9 attempts to create a tab order based on the layout of the form, but you may need to adjust it manually.

To adjust the tab order, go to the Forms menu and select "Tabs". You can then drag and drop the fields in the order you want them to be accessed.

G. Enabling Reader Users to Save Form Data

By default, users of Adobe Reader may not be able to save the data they enter into a fillable form. To enable this functionality, you need to extend the features of the PDF. You can do this by going to Advanced > Extend Features in Adobe Reader (Acrobat Pro/Pro Extended) or Advanced > Extend Forms Fill-In & Save In Adobe Reader (Acrobat Standard). Other versions may require you to go to File > Save As > Reader Extended PDF > Enable Adding Text In Documents (Save data in interactive or fillable forms)

This allows users to save the completed form with their data included. This step is essential if you want users to be able to save their progress and submit the form later.

H. Saving the Fillable PDF

Once you've added all the form fields and configured their properties, it's time to save your fillable PDF. Go to File > Save As, and choose a descriptive filename that clearly indicates the purpose of the form. This will help users easily identify and manage the form file.

It's also a good practice to save a backup copy of the form before distributing it, in case you need to make further modifications later. Ensure that the location you select for saving the file is easily accessible for future use.

I. Testing the Form

Before distributing your fillable form, it's crucial to test it thoroughly to ensure that it functions correctly. Open the saved PDF in Adobe Reader (or another PDF viewer) and fill out all the fields. Verify that all fields accept the correct type of data and that the tab order is logical.

Also, test the saving functionality to ensure that the data is saved correctly. If you encounter any issues, go back to Acrobat Pro 9 and make the necessary adjustments. This step helps you to identify and correct errors before distribution to the users.

A. Form Design Best Practices

Effective form design is essential for ensuring a positive user experience and accurate data collection. Use clear and concise labels for all form fields, making it easy for users to understand what information is required. A logical layout and organization of the form fields will guide users through the form in a natural and intuitive way.

Ensure appropriate field sizes to accommodate the expected data length. Use visual cues like borders and shading to highlight important fields. By following these design best practices, you can create forms that are both user-friendly and effective.

B. Distributing the Form

Once your fillable form is ready, you can distribute it to your target audience through various channels. Emailing the form directly is a simple and common approach. Alternatively, you can host the form on a website, allowing users to download and fill it out.

If available, Adobe's "Distribute" feature can be used for automated collection of data from your forms. Consider the security implications of each distribution method and choose the one that best protects your data.

C. Collecting and Managing Responses

After distributing your form, you'll need a system for collecting and managing the responses. You can manually collect the completed forms and extract the data, or you can use automated tools to streamline the process. Depending on the volume of responses, you may want to consider database integration options for storing and analyzing the data.

Having a well-defined process for collecting and managing responses will ensure that you can effectively utilize the data collected through your fillable forms.

D. Additional Field Features

Enhance your forms by including additional features such as a logo or image. This can help to brand your form and make it more visually appealing. You can also limit the amount of text that can be entered into a text field, preventing users from exceeding the intended length. Adding buttons and other form elements can improve the interactivity and functionality of your forms. These extra features can make all the difference in optimizing your form.