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Using PDF Extra

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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.

Search a PDF for a word or a phrase

1. 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

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.

Edit text

  1. Choose Edit.
  2. Select the text you want to edit.

  3. Right-click for font properties, or use the Editing Tools pane on the right-hand side to change font properties: 
  • Font name, font size, color. You can italicize or bold certain characters to emphasize them.
  • You can also use the advanced format options, such as character spacing, and horizontal scaling. 

  1. Right-click for font properties, or use the Editing Tools pane on the right-hand side to change font properties: 
  • Font name, font size, color. You can italicize or bold certain characters to emphasize them.
  • You can also use the advanced format options, such as character spacing, and horizontal scaling. 

Annotations

Use annotation and drawing markup tools to add comments and drawings to PDFs. 

To add a comment

  1. On the toolbar, click Comment, or on the Review tab, Comment
  2. Click where you want the comment inserted. 
  3. Type your comment in the associated pop-up note. 
You can use a drawing tool to add a line, rectangle, ellipse, or other shape and then type a message in the associated pop-up note. 

To add a shape
  1. On the toolbar, click Shape, or
    on the Review tab, select a shape. Optionally, use the Free draw tool to draw a shape yourself.  
  2. Click where you want the shape inserted. Drag and drop to resize the shape. 
  3. Double click the shape to type your comment in the associated pop-up note.

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. 


Delete annotations 
  1. Right-click on the annotation markup you want to delete. 
  2. Select Delete
Alternatively, in the Annotations pane
  1. Right-click on the annotation you want deleted.
  2. Click Delete.

  1. Go to Select.
  2. Select the text you want to adjust.
  3. Right-click to access the floating menu, or 
    On the Review tab, select Highlight, Underline or Strikethrough. 

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.

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.

To change an annotation markup's properties,

  1. Right-click on the annotation markup you want to cusotmize 
  2. On the floating toolbar, select 
  • Icon to choose an icon from a preset selection of icons.
  • Color to choose a fill color from a preset selection of colors, or click More colors to enter a specific RGB color code. 
Optionally, you can set the properties as default on right-click. 


  1. In the Fill and Sign tab,
  2. 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) to use, use the mouse to move your signature (or initials) into position on the page.

  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.

Manipulate pages

Insert pages to a PDF

1. In the View tab, select Pages

2. Right click in the navigation pane, select Insert Pages.
Alternatively, on the Insert tab, select Page.

3. Select an option:

• Blank pages: Insert blank pages in your PDF. 
• From file: Insert a PDF file in to the current PDF file, or merge two PDF files. 
• From Clipboard: Take whatever is on your Clipboard and convert it to PDF. 

Extract pages from a PDF

1. In the View tab, select Pages

2. In the Pages pane, right click to select the page you want to extract, or 
press CTRL and click to select multiple consecutive or nonconsecutive pages. 

3. Right click, select Extract

Optionally, tick Delete pages after extracting.

Delete a page

1. In the View tab, select Pages

2. In the navigation pane, right click to select the page you want to delete, or 
press CTRL and click to select multiple consecutive or nonconsecutive pages. 

3. Right click, select Delete pages

Reorder pages

1. On the View tab, select Pages. 

2. In the navigation pane, right click to select the page you want to reorder, or 
press CTRL and click to select multiple consecutive or nonconsecutive pages. 

3. Drag and drop the selection.

Duplicate a page

1. On the View tab, select Pages

2. In the navigation pane, right click to select the page you want to duplicate, or 
press CTRL and click to select multiple consecutive or nonconsecutive pages. 

3. Right click, select Duplicate pages.

Rotate pages - page property. 

1. In the View tab, select Pages

2. Right-click in the Pages pane, select Rotate
You can rotate all or selected pages in a document. Rotation is based on 90° increments. 

3. Select an option:

  • Clockwise. Rotates the document clockwise.
  • Counterclockwise. Rotates the document counterclockwise. 

You can copy a screenshot of a section of the page to the Clipboard.

  1. On the toolbar, select Snapshot.
  2. Select the area you want included in the screenshot by clicking and dragging around the area. When you release the mouse button, you will receive a confirmation message.

Edit Оbjects

Insert a shape
  1. In the Review tab, tap Rectangle, Line or Elipse

  2. In your document, hold and drag the handle, release the mouse to insert it.

Manipulate shapes

  • To change the shape's properties - Outline color and thickness, Fill color, and opacity - right click on the shape and select your option on the contextual menu. 

  • To cut the shape, select it and press CTRL+X. 

  • To delete the shape, select it and press Delete, or
    right click and select delete on the contextual menu. 

  • To resize a shape, select it and drag a corner handle. 
Insert pictures

In the Insert tab, select either of the following: 
  • Picture - for a picture on your device.  

  • Web Picture - for a picture that's on the web. 

Manipulate pictures

  • To cut a picture, select it and press CTRL+X, or 
    right click on the picture and click Cut on the contextual menu. 

  • To resize a picture, select it and drag a corner handle. 

  • To send the picture backwards or to the back, select the picture. Then, on the Editing tools pane on the right hand-side, click Send to back or Send backward

To replace an image: 

1. Select the image you want to replace. 
2. In the View tab, select Editing tools
3. In the Editing tools pane, select Replace Picture
4. In File Explorer, select the image you want inserted. 

When create or select an existing object, you can change its orientation by rotating it in 90 degree increments. 


  1. In the View tab, select Editing tools
  2. In the Editing tools pane, under Objects, Rotation, select 
  • Rotate clockwise. 
  • Rotate counterclockwise. 
  • Flip horizontally. 
  • Flip vertically.
Freeform rotation
Use the Rotate handle when you want to rotate the object in other than the 90 degree increments. 
  1. Select the object, 
  2. Drag and drop the Rotate handle. 

The Arrange options let you move an image or object in front of or behind other objects. You can push an item forward or back just one level, or send it to the front or back of the stacking order of elements on the page.

  1. Open a PDF, click Edit
  2. In the View tab, select Editing tools
  3. In the Editing Tools pane, under Objects, Arrange, select 
  • Bring forward. 
  • Send backward.
  • Bring to front. 
  • Send to back. 

You can set or change the fill color of an object. 

  1. Right-click on the object whose fill color you want to change. 

  2. On the floating toolbar, click the down arrow next to the the Fill color icon. 

  3. Click the color you want or click More colors.  
    Select a color from the Standard color palette, or 
    select Custom to enter a custom CMYK, HSV, HSL, RGB color code. 

Work with layers

You can view, navigate, and print layered content in PDFs created in third apps. Information can be stored on different layers of a PDF. You can control the display of layers. Use the Layers pane to examine layers and show or hide the content associated with each layer. 

1. Choose View, select Layers
2. In the Layers pane, toggle off/on a layer's visibility status.


Eye icon indicates a displayed layer. When the Eye icon is absent, the layer is hidden.
A lock icon in the Layers pane indicates that a layer is for information only.

You can set the initial visibility state of the layer to 'shown' or 'hidden' when a document is first opened. To set or change the default state, 

1. Right-click on the layer. 
2. Select Properties.
3. Select Default state: On or Off. 

Lock a layer to prevent it from being hidden, and unlock a layer to be able to hide it.
A lock icon in the Layers pane indicates that a layer is for information only.

1. Right-click on a layer you want to lock or unlock.
2. Click Properties
3. Check or uncheck Locked checkbox. 



You can rename an existing layer. 

1. Right-click on a layer you want to lock or unlock.
2. Click Properties
3. In the Layer name bar, enter a new name for the layer. 

Protect, Export, and Share

PDF Extra 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.

You can convert your PDF files to documents, speadsheets, ePubs. Note that Export to Word, Excel, ePub is available with subscription, and with an optional upgrade from the one-off PDF Extra 2020 to 1-year license. Read more about PDF Extra license types here

To Export a PDF to Word, Excel, or ePub: 

  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

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. 

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