How to Make Forms Fillable in Adobe (and a Breezy Alternative)

Why Make the Switch to Fillable PDF Forms?

Switching to fillable PDF forms can significantly improve workflow efficiency, particularly for remote teams and clients. Instead of dealing with physical paperwork, users can complete and submit forms digitally from anywhere in the world. This eliminates delays associated with printing, signing, scanning, and mailing documents, saving valuable time and resources. With immediate signing capabilities, fillable forms streamline processes and accelerate turnaround times.

Fillable PDF forms facilitate immediate signing from any location, making them perfect for remote collaboration. Because information can be completed, signed, and submitted electronically, it is much more streamlined. This eliminates logistical challenges and enables real-time data collection. They also promote centralized and secure data storage. All submitted data is stored in a single, easily accessible location, ensuring data integrity and security. This centralized storage also simplifies data management and retrieval, making it easier to analyze and use the collected information.

Sharing fillable forms via email is incredibly easy, improving overall workflow efficiency. Simply attach the form to an email and send it to the intended recipients. Fillable forms are highly customizable, allowing you to tailor them to your specific needs. You can use templates, drag-and-drop fields, and customize fonts to create visually appealing and user-friendly forms. This level of customization ensures that your forms accurately capture the data you need while maintaining a professional appearance. Fillable forms are compatible with both Mac and PC systems, increasing their accessibility.

Choosing fillable forms also reduces paper waste and associated costs, contributing to a more sustainable business model. Consider the case of CSU Fullerton, where digitizing paperwork led to a significant reduction in paper usage. Fillable forms help organizations reduce their environmental footprint and save money on printing and storage costs. This makes them a smart choice for businesses and individuals looking to improve efficiency and sustainability.

Creating Fillable PDF Forms with Adobe Acrobat

Method 1: Preparing an Existing Form (From Word, Excel, Scanned Document)

You can convert existing documents from Word, Excel, or even scanned documents into fillable PDFs using Adobe Acrobat Pro. Keep in mind that the free version of Adobe Acrobat Reader does not support form creation; you'll need the Pro version. To begin, open your existing PDF in Adobe Acrobat Pro and navigate to the "Tools" tab. From there, select the "Prepare Form" option.

Acrobat will automatically attempt to detect form fields using OCR (Optical Character Recognition) and add them to your document. Review these automatically added fields carefully to ensure they are correctly placed and identify the right type of input. You may need to adjust the size, position, or type of some fields to match your desired form layout. Then, use the toolbar to add new form fields such as text fields, checkboxes, radio buttons, dropdowns, signature fields, image fields, and buttons, as needed to complete your form.

Once you've added all the necessary fields, adjust their properties to fine-tune their behavior and appearance. You can set the field name, add a tooltip to provide instructions, customize the appearance (font, color, size), implement data validation rules, set up calculations, and even add JavaScript for more advanced functionality. After customizing the field properties, save the fillable PDF to finalize your form. The saved form can then be distributed and filled out electronically.

Method 2: Creating a Form from Scratch

You can also create fillable PDF forms from scratch using Adobe Acrobat Pro. Open Adobe Acrobat Pro and go to the "Tools" tab, then select "Prepare Form". In the Prepare a form tool, select “Start from blank page > Create form.” This will open a blank document where you can begin building your form. You can use the “Text” option to add labels and instructions to your form, guiding users on what information to provide. Text placement should be strategic to maintain clarity.

Use the tools listed under the "ADD FORM COMPONENTS" section to add various form fields to your document. These tools allow you to insert text fields, checkboxes, radio buttons, dropdown menus, signature fields, and more. Each form field type has its own specific properties that you can adjust. You can customize the name, appearance, and behavior of each field to meet your form's requirements. For example, you can set validation rules for text fields to ensure users enter the correct type of data. You can also change fonts, colours, and border options.

Adding a logo or image to your form can improve its visual appeal and branding. Use the "ADD CONTENT Image" option to insert your logo or any other relevant image into the document. While you’re adding fields, select "Preview" from the Prepare a form tools pane to view how they look. Select "Exit preview" from the upper right to come back to the prepare a form mode. Once you're satisfied with the layout and functionality of your form, save the fillable PDF to make it available for distribution. Be sure to test that the fields behave properly before distribution.

Detailed Steps

Creating fillable forms with Adobe Acrobat Pro involves a few straightforward steps. Start by opening Adobe Acrobat Pro on your computer. Then, select the file you want to make fillable or scan a document directly into Acrobat. Once your document is open, you can add new form fields using the tools in the toolbar. Each tool helps you add a different field type to match your needs.

To change existing text boxes or images, click the "Edit" button in the toolbar. This will allow you to modify the content and layout of your document. Adjusting the layout is often necessary to make it compatible with electronic formats. Finally, save your fillable PDF to preserve your changes. The saved PDF can then be easily distributed for electronic completion. Saving the changes ensures that all data is retained.

Enhancing Forms with JavaScript

To further enhance the functionality of your fillable PDF forms, consider using JavaScript. JavaScript allows you to add calculations, implement validations, and create action buttons. Adding calculations can automate tasks such as summing values or calculating totals, saving users time and reducing errors. Calculations can be complex or simple depending on the requirement.

Implementing validations ensures that users enter the correct type of data into specific fields. This can include checking for valid email addresses, phone numbers, or date formats. Validations ensure compliance with data entry criteria. You can also create action buttons to allow users to submit the form, reset the fields, or perform other custom actions. These action buttons provide a user-friendly way to interact with the form. JavaScript can make your forms more dynamic and efficient.

Saving and Distributing Your Fillable PDF Form

Once you've created your fillable PDF form, saving it correctly is crucial for preserving the template for future use. Use the "Save As" option to create a template that you can reuse without overwriting your original form. This ensures that you always have a clean copy of your form for future use. Without saving it correctly, you may have to recreate it. It is also essential to save a copy for data security.

There are several ways to distribute your fillable PDF form to your intended recipients. You can send the form directly via email, which is a simple and convenient method. For internal use, you can host the form on an internal server, providing easy access for employees. Adobe also offers a shared link option for distributing forms, which can be useful for collecting data from a wide audience. The distribution method should match the needs of the particular forms' function.

Limitations of Adobe Acrobat

While Adobe Acrobat is a powerful tool for creating fillable PDF forms, it does come with some limitations. One significant drawback is the cost of Adobe Acrobat Pro. The free version of Adobe Acrobat Reader does not allow you to create or edit fillable forms, requiring a paid subscription to access these features. This cost can be a barrier for small businesses and individuals with limited budgets. Paying for the Pro version may make the creation of fillable forms an expensive prospect.

Adobe Acrobat Pro has a relatively steep learning curve, particularly for users who are new to PDF editing and form creation. The software offers a wide range of features and tools, which can be overwhelming for beginners. This complexity can make it difficult to create even simple forms without investing significant time in learning the software. The complexity of the software is not suited for quick applications. For simple forms, Adobe Acrobat's complexity can be overkill. It may not justify the time investment.

Another limitation is the reliance on the Adobe ecosystem. To fully utilize all the features of Adobe Acrobat, you may need to integrate it with other Adobe products and services. This can be inconvenient for users who prefer to use other software or who are not invested in the Adobe ecosystem. The reliance on one ecosystem can limit flexibility.

BreezePDF: A Simpler Alternative

If you're looking for a user-friendly and cost-effective alternative to Adobe Acrobat, consider BreezePDF. BreezePDF simplifies the process of creating fillable forms with its intuitive interface and straightforward tools. Creating fillable forms with BreezePDF is designed to be easy and efficient. You do not need any prior experience.

One of the key features of BreezePDF is its drag-and-drop interface, which allows you to easily add form fields to your documents. You can also choose from pre-built templates to quickly create common form types. BreezePDF is a cost-effective solution for small businesses and individuals who need to create fillable forms without investing in expensive software. It offers a range of features that simplify the form creation process and allow you to create professional-looking forms quickly and easily. Some of the other functions include adding images, text, and signature blocks.

BreezePDF simplifies the form creation process by providing a streamlined and intuitive user experience. Breeze PDF makes it easy to create PDFs for free that you or others can fill in. It is the only PDF editor that is 100% private, meaning your documents are never sent to a server. They stay on your device. All the magic happens in your browser! There is no sign up or download required to use Create Fillable PDF. It's a simple editor where you create the input box and can drag it around. The features include: Add input box to pdf, Typing on the PDF, Signing the PDF, Adding images to the PDF, Password protecting the PDF, Merging pdfs and delete pdf pages. All 100% free.

Step-by-Step Guide: Creating a Fillable Form with BreezePDF

[Specific steps on how to use breezepdf to create fillable forms, use the above features to create your instructions]

1. Go to the BreezePDF website.
2. Upload your PDF document or start with a blank page.
3. Click the "Input Box" icon to add fillable fields.
4. Drag and resize the input boxes to fit your form.
5. Click the "Letter" icon to add text labels and instructions. Adjust the font size and color as needed.
6. Use the "Scribble" icon to create a signature field, allowing users to sign the form digitally.
7. Click the "Image" icon to add logos or other images to your form.
8. Click the "Lock" icon to password protect the PDF.
9. Click the "Download" button to save your fillable PDF.

Use Case: CSU Fullerton's Success with Fillable Forms

When administrators at Cal State University, Fullerton wanted to make life easier for students, one of their first steps was to use Adobe Acrobat and Adobe Sign to streamline their bureaucracy. Before, if a student wanted to drop a class or change their major, they’d have to walk all over campus collecting signatures on a paper form. But since CSU Fullerton used Acrobat to digitize their paperwork, students can now find and fill out the forms they need online. The PDF form creator allowed staff to produce documents with signature fields that are then automatically routed to administrative staff for review and approval, and then sent on to be stored in the university’s records.

As a result, paperwork processing that used to take over a week can now be completed in a matter of hours, and university officials estimate that the school has cut its paper usage by as much as 50 percent. This successful implementation of fillable PDF forms demonstrates the significant impact that digitization can have on efficiency and sustainability. It underscores the value of adopting fillable forms in various organizational settings. With forms easily accessed online, student services became more accessible and efficient.

Whether you’re designing a simple volunteer sign-up sheet or an intricate patient intake form, Adobe Acrobat has all the tools and functionality you need to create the interactive forms that power your business. Discover how Adobe Acrobat can help your business run better. While Adobe Acrobat is a competent tool, BreezePDF makes it possible to make these kinds of forms.

Choosing the Right Solution: Adobe Acrobat vs. BreezePDF

When selecting a solution for creating fillable PDF forms, it's essential to consider your specific needs and budget. Adobe Acrobat offers a comprehensive suite of features, but it comes at a higher cost. BreezePDF provides a simpler and more affordable alternative, particularly well-suited for smaller businesses and individual users.

For those seeking simplicity and affordability, BreezePDF is an excellent choice. Its intuitive interface and straightforward tools make it easy to create fillable forms quickly and efficiently. If you require advanced features, integrations, and extensive customization options, Adobe Acrobat might be a better fit. Selecting the right solution requires carefully assessing your requirements.

Conclusion

Fillable PDFs are essential for streamlining data collection and improving workflow efficiency. They eliminate the need for manual data entry, reduce errors, and promote a paperless environment. While Adobe Acrobat is a powerful tool for creating fillable PDFs, it can be expensive and complex. BreezePDF offers a viable alternative, providing a user-friendly and cost-effective solution for creating fillable forms.

BreezePDF offers a simplified approach to form creation. You can create your own fillable forms for free, with no signup required. It lets you create input boxes and drag them around. We encourage you to try BreezePDF for your fillable form needs and experience the benefits of its simplicity and ease of use.