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Quick start

You can convert your PDF files to documents, speadsheets, ePubs. Note that PDF conversion is a Premium feature and requires internet

  1. Open your PDF. On the toolbar on top,
  2. Select Export to [...]. In the resulting File Explorer,
  3. Navigate to where you want the output saved. 
  4. Click Save

Export your document to PDF for easy sharing and printing in OfficeSuite Documents, OfficeSuite Sheets, OfficeSuite Slides.

  1. In the File tab, click Export to PDF.
  2. Select what to export.  
  • Export all pages: exports the entire file to PDF. 
  • Export current page: exports the page you see in Preview on the right. 
  • Custom export: fill in a range in the field below, e.g. 1-5.
    3. Click Export. Navigate with the resulting Windows File Explorer/Finder, click Save.

View PDF

PDF Extra provides you the flexibility to rotate the view of PDF documents to different angles. 

Rotation is based on 90-degree increments. To apply the page rotation on the selected page or pages, 

  1. On the View tab, 
  2. Select Rotate view, select
  • Clockwise. Rotates the document clockwise. Alternatively, press CTRL+SHIFT++
  • Counterclockwise. Rotates the document counterclockwise. Alternatively, press CTRL+SHIFT+-
Note that this is a View property, not an Edit one. 

The page rotation is not permanent. To permanently rotate a page or pages, click here.

Depending on the PDF you open, you have to move forward through multiple pages, see different parts of the page, or change the magnification. There are many ways to navigate, but the following are commonly used:

Page Navigation

  • Next and Last. Select Viewselect Page Navigation
    The Next Page and Last Page buttons appear in the Page Navigation toolbar. Click on either of the two options to go to a particular Page.

Page layout. Select any of the following:  

  • Single Page. Displays one page at a time, with no portion on other pages visible.
  • Continuous. Displays pages in a continuous vertical column that is one page wide.
  • Two Pages. Displays each two-page spread with no portion of other pages visible.
  • Two Pages Continuous. Displays facing pages side by side in a continuous vertical column.
  • Separate Cover Page

Use bookmarks to mark a place in the PDF to which you want to return, or to jump to a destination in the PDF, or a web page. 

Review bookmarks 

  1. Open a PDF file. In the View tab,
  2. Select Content. The bookmarks show in the Contents pane on the left. 
Manage bookmarks - add, rename, delete - in PDF Extra.

Search a PDF for a word or a phrase

1. Open a PDF file. Press CTRL+F, or
in the Edit tab, select Find

2. Type the word or phrase to search. Optionally, tap the search filter criteria icon: 

  • Case-sensitive. Finds only occurrences of the words that match the capitalization you type. 
  • Whole words only. Finds only occurrences of the complete word you type in the text box. 

3. The search results are highlighted. To navigate, click Enter, or 
click the Find Previous or Find Next buttons.

Annotations

View annotations

The Annotations list displays all annotations in a PDF and appears in the right pane of the document window. To view the Annotations list: 

  1. Click the View tab, 

  2. Select Annotations. 

  1. In the Fill and Sign tab,
  2. Select what you want to add in the document: 

    • Add checkmark 
    • Add X
  3. Click where you want the checkmark(s) or X mark added.

  1. Open a PDF in OfficeSuite PDF.

  2. In the Fill and Sign tab, select Sign



  3. Select an existing signature, or 
    select one of the 3 options: Draw, Type, or Image:
  • Draw. Draw your signature with a trackpad or mouse.

  • Type. Type in your signature. 
    Note you can change the font. 

  • Image. Upload an image of your handwritten signature.

Once you have created a signature (or initials), use the mouse to move your signature into position on the page.

Optionally, drag a corner handle to resize the signature inside your PDF file.

You can attach PDFs and other types of files such as audio or image files to a PDF. If you move the PDF to a new location, the attachments move with it. To attach a file to a PDF, 

  1. On the Review tab, click Attach.
  2. Click where you want the Attachment markup to appear. 
  3. In File Explorer, select the file you want to attach, click Open
Optionally, you can move the attachment markup and, or change its properties.

You can choose from a list of predefined stamps. To stamp a document, 

  1. On the Review tab, select Stamp.


2. Select a predifined stamp. 



3. Click the document page where you want to place the stamp, or drag a rectangle to define the size and placement of the stamp.

Protect and Share

OfficeSuite PDF lets you encrypt your PDF files 

  • on a file level, allowing no one to view the file, unless they have the password, and/or
  • action level, restricting certain actions, unless they have the password. 
1. Open a PDF. In the File tab,
2. Select Info, select Protect Document
3. Select if you want to set the password for viewing and/or certain actions: 
  • Printing restrictions. Restrict printing to None, low or high quality. 
  • Extaction restrictions. 
4. Type and retype your password. 
5. Optionally, change the default AES (256-bit key) encryption algoritm to 128-bit or RC4.

When you share a file, you can

  • Provide a link for people to download. 
  • Send a copy of your file as an email attachment.
Send a link to your file
Note that this file sharing option is only available for files you keep in MobiDrive. Be sure to save your file to the cloud. 
  1. Open your document. In the top left, above the ribbon, click the Share icon. 
  2. Click Send link
  3. In OfficeSuite Mail, enter the email addresses of the people you want to share with. 
  4. Edit the message if you want, and click Send

The people you are sharing with will get an email with a link to your document.

Send your file as an email attachment:
  1. Open your document. In the top left, above the ribbon, click the Share icon.
  2. Click Email document, or click Zip & Email. 
  3. In OfficeSuite Mail, enter the recipient's email address.
  4. Click Send.

OfficeSuite PDF vs. PDF Extra

OfficeSuite PDF

OfficeSuite for desktop includes five modules: Documents, Sheets, Slides, Mail, and OfficeSuite PDF. OfficeSuite PDF is the PDF reader module and newest member of the OfficeSuite family.

You use OfficeSuite PDF to view, manage, digitally sign, encrypt, print, and share your PDF documents. 

Depending on your OfficeSite license type, OfficeSuite might include PDF Convert - a feature that allows you to convert PDF to editable documents, spreadsheets, and ePub. 

PDF Extra

PDF Extra, once part of OfficeSuite, is today an independent PDF editor application. PDF Extra ensures you always have up-to-date productivity and PDF editing features. 

You use PDF Extra not only to view, digitally sign, encrypt, print, and share PDF, but also manipulate PDF pages (Insert, Extract, Delete) and edit PDF documents - including inline text and objects, annotations. 

Depending on your PDF Extra license type, PDF Extra might include PDF Convert - a feature that allows you to convert PDF to editable documents, spreadsheets, or ePub. 

PDF Extra vs. OfficeSuite PDF

As an OfficeSuite user, you may have seen the message. 

PDF Extra, once part of OfficeSuite, is now an independent PDF editor. OfficeSuite users are prompt to download, install and use PDF Extra for PDF editing. 


What does it mean for me?

Existing OfficeSuite Premium users. 
Users who had purchased an OfficeSuite license before October 2020 will find their Premium features unlocked in PDF Extra for Windows PC.

OfficeSuite Premium users are automatically signed in to PDF Extra with their OfficeSuite Premium account. Thus, existing OfficeSuite Premium users can continue to edit PDF files in PDF Extra. 

Free and new OfficeSuite users. 
If you obtain an OfficeSuite license after October 2020, you will have OfficeSuite PDF - OfficeSuite's PDF module - and its feattures included in your OfficeSuite license. To edit PDF, you will have to upgrade PDF Extra. 

UI & Feature Summary

The Slides Editor is easily identified by its characteristic red-colored menu bar. Across the top you'll find the following controls:

Save any changes made to the PDF.
Undo the most recent change made.
Redo the most recent undone change.
Print the document using a networked printer.
Share the currently opened PDF.
Toggle Full Screen mode.
Minimize the PDF Viewer to the taskbar.
Maximize the PDF Viewer to take up the entire screen.
Close the currently open PDF Viewer window. Unsaved PDFs will be prompted with a Save dialog.

The Edit dropdown houses a range of options designed to make manipulating, selecting, and finding elements in your PDFs easier.

Undo – Reverts the most recent change made.
Redo – Reapplies the most recent undone change.
Cut – Removes the selected element(s) and copies them to the clipboard.
Copy – Copies the selected element(s) onto the clipboard.
Paste – Inserts cut/copied element(s) from the clipboard.
Select All – Selects all of the elements in the document.
Find – Locates any instances of text entered. The Match case and Whole words only options will match any capitalization you have entered and only search for exact word matches, respectively.

The Review dropdown houses annotation tools for adding markup to your PDF files:

Insert Note – Add a note to a page in the PDF by clicking in the relevant location. Notes can be moved by dragging with the mouse.
Free Text – The Free Text tool allows you to add free-floating text to a PDF.Right-clicking on Free Text allows you to adjust the font size, color, and formatting.
 

Right-clicking on Free Text allows you to adjust the font size, color, and formatting.

Attach File – Attach lets you embed a file into the PDF document, which will be displayed as a small thumbtack icon.
Highlight – Adds highlighting to selected text within a PDF.
 

Right-clicking on highlighted text provides additional customizations:

Highlight Color (popup menu) – Changes the highlight color.
Open Pop-up Note – Allows you to add a note to the annotation.
Underline – Can be used to underline selected text within a PDF.
 

Right-clicking on underlined text provides additional customizations:

Highlight Color (popup menu) – Changes the underline color.
Open Pop-up Note – Allows you to add a note to the annotation.
Strikethrough – Adds a strikethrough effect to selected text within the PDF.
 

Right-clicking on stroked-through text provides additional customizations:

Highlight Color (popup menu) – Changes the strikethrough color.
Open Pop-up Note – Allows you to add a note to the annotation.
Free Draw – Lets you draw custom line figures, which can appear over text and other document elements.
 

Right-clicking on a free drawing provides additional customizations:

Highlight Color (popup menu) – Changes the free drawing color.
Opacity (popup menu) – Change the opacity of the free drawing.
Thickness (popup menu) – Adjust the thickness of the free draw pen.
Open Pop-up Note – Allows you to add a note to the annotation.
Line – The Line tool is used to add line indicators to a PDF, with customizable color, thickness, and line endings.
 

Right-clicking on a line provides additional customizations:

Highlight Color (popup menu) – Changes the line color.
Opacity (popup menu) – Change the opacity of the line.
Thickness (popup menu) – Adjust the thickness of the line.
Line Beginning (popup menu) – Change the line beginning.
Line Ending (popup menu) – Change the line ending.
Open Pop-up Note – Allows you to add a note to the annotation.
Rectangle – Used to overlay a rectangle onto PDF documents. Rectangle color, thickness, and opacity can be customized.
 

Right-clicking on a rectangle provides additional customizations:

Highlight Color (popup menu) – Change the color of the rectangle border.
Fill Color (popup menu) – Change the fill color of the rectangle.
Opacity (popup menu) – Change the opacity of the rectangle.
Thickness (popup menu) – Adjust the thickness of the rectangle border.
Open Pop-up Note – Allows you to add a note to the annotation.
Ellipse – The Ellipse tool is used to overlay ellipses and circles into your PDF. You can adjust ellipse color, thickness, and opacity.
 

Right-clicking on an ellipse provides additional customizations:

Highlight Color (popup menu) – Change the color of the ellipse border.
Fill Color (popup menu) – Change the fill color of the ellipse.
Opacity (popup menu) – Change the opacity of the ellipse.
Thickness (popup menu) – Adjust the thickness of the ellipse border.
Open Pop-up Note – Allows you to add a note to the annotation.
Insert Stamp – Insert a stamp on the PDF document such as Approved, Void, Confidential and more.

The Fill and Sign menu allows you to include identifiable information such as signatures, dates, checkmarks and more to the document.

Sign– Allows you to insert a digital signature to the document. This is done via the Add Signature option. From there your three options for including signatures are Draw (draw your signature using the mouse cursor), Type (type out your name or signature using one of three fonts), Image (insert an image with your signature).
Add Date– Insert the current date in the document.
Free Text– Add a text box over the document.
Free Draw– Create a free markup over the PDF.
Add X– Add an X mark over the document.
Add Check Mark– Add a check mark over the document.

The Protect dropdown allows you to restrict document permissions.

Protect Document– Allows you to add a custom password to restrict editing, opening, printing, and/or extracting the document. Note that user-generated password are NOT recoverable if forgotten!

The View dropdown provides navigation shortcuts and options on how to display the currently opened PDF.

Rotate View – Allows you to rotate the view by 90° in the specified direction.
Page Navigation – Provides options for navigation such as Next/Previous or First/Last Pages, as well as Back and Forward buttons similar to the ones found in web browsers.
Contents – Displays a Table of Contents for the PDF, if present.
Pages – Displays thumbnails of all the pages in the PDF.
Annotations – Provides an overview of all of the annotations, certifications, and comments present in the PDF.
Editing Tools – Toggles the editing tools sidebar. Note that an image or other element has to be present in the document for the menu to be active. If there are no elements it will appear grayed out.
Digital Signatures – Toggles the digital signatures sidebar. Note that a digital signatures has to be present in the document for the menu to be active. If there are no elements it will appear grayed out.
Single Page – Displays the PDF a single page at a time.
Two Pages – Displays the PDF as two pages, side by side.
Continuous – Displays the PDF as a single, continuously scrollable page.
Two Pages Continuous – Displays the PDF as two continuously scrollable, side-by-side pages.
Separate Cover Page – Displays the cover page as a separate page, useful for displaying the correct pages when viewing in Two Pages mode.

At the very bottom of the Document Editor, the red status bar displays the current page of the PDF, flanked by navigation arrows that take you to relevant pages in the document.

There are also Fit to Page and Fit to Page Width buttons, as well as zoom levels that can be changed by using the Plus and Minus buttons, or by using the zoom slider that appears when clicking on the zoom percentage.

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