This is the transcript for 'Adobe PDF workflow for education support staff' webinar video.
Speaker 1
Hello and welcome to our webinar on PDF workflows. It's great for you to join us here. My name's Adam Astill. I'm a digital learning advisor within the Department of Education and I'm joined here today by Megan Anderson, also a digital learning advisor within the Department of Education. And today we're going to take you through some explanation of the change in the Adobe licencing agreement as well as some different ways of working, particularly with PDFs.
Now this work workshop has been specifically tailored for educational support staff. So, we will look at items including signing your flex sheet and also new ways of working with PDF and uploading PDFs into TRIM.
But I want to start by acknowledging the traditional custodians of the land in which we all gather on today and pay respect to elders past and present and extend that respect to any Aboriginal people joining us today. That wonderful image is from Mungo National Park in the Willandra Lakes World Heritage area. It borders 4 Aboriginal lands, Paakantyi, Mutthi Mutthi and Ngyiampaa and Barkindji Country, which I'm joining you from today. The significance of that area is that it is home to one of the planet's oldest ritual burials. Both Mungo Lady and Mungo Man were cremated on both side the lake and those remains were 42,000 years old when they were discovered. They represent the early emergence of human spiritual beliefs and provide a glimpse into the care provided by our Indigenous people throughout time. So, Megan, where are you joining us from today?
Speaker 2
Such a beautiful photo, Adam. I'm joining you from the meeting place of the Awabakal, Wonnarua and Darkinjung people here in Cessnock.
Speaker 1
Wonderful.
Speaker 2
And I'll just run through the agenda for today. Uh, what we're going to speak about first is why the changes have happened. Adam's going to give you a bit of an admin view of, of why that's happened. And then he's going to look into whether or not you actually need a licence. Because what we're finding is a lot of people just maybe need to make some very small habit changes and they'll still be able to do all of the things that they did before.
Our role today is to educate people on all of the tools that we have available to us, but we're also aware and more aware every day, every time we speak to somebody else about the wide context that you're all working across. So hopefully today you will pick up one or two things that might be able to help you with your workflow.
Then we're going to go into how to work with PDFs. Adam's going to do a deep dive into Acrobat as Reader, which you will all have access to without a licence. And I'm going to look at Adobe Express. So, all of the demos we're going to look at today are done without a licence. Adam and I don't have a licence. So, everything you see today will be things that you can do from your device.
And then we are going to spend a real quick amount of time on Canva because we feel across the department, we've got a lot of Canva lovers out there. And if that's the space that you already feel comfortable in, you might not be aware of what you can do with PDFs in there. And then we will show you where you can find all of these guides that we've made on every single thing that we'll talk about today.
So, we do encourage you to just sit back and watch all the how-to guides, watch all the demos and then you will get sent the recording from which you can watch it in slow motion. We've got a lot to get through, as I said, because everybody's got different contexts. So, we will move pretty fast, but just be aware over the next 24 hours, you'll get sent this recording you can watch and the slides and all of the links to the resources we've talked about. So, you can come back once you realise what workflow you need to take for your context, you can come back and watch the video at the speed that you need to.
Speaker 1
Thanks Megan. So why have there been changes with our Adobe licencing contracts? So back towards the end of Term 1 of our school year, the existing contract ended, and data showed that less than 30% of licences across the department were being actively used.
So, the decision was made to rethink the number of licences being provided and the department purchased the licence based on this data but also allowed an extended buffer over that particular number.
Now, currently there are limited licences left and we are prioritising staff who are in a teaching role and also students who are studying the multimedia particular subjects that need access to those full Creative Cloud apps.
So, if after watching this webinar, you've sort of realised, well, I actually don't need a licence and I have a licence, we're going to give you a contact email. So, it's that Adobe Creative Cloud licencing inbox. And we'd really love if you could hand your licence back so we can actually sort of provision it to a student or teacher who needs it for their face-to-face and daily practise. So that would be great Megan’s just popped that email address in the chat. So have a watch of the webinar and again, if you don't need that licence for your role and your workflows, we'd love it if you handed that back.
So, I guess this comes to why do you need a Creative Cloud licence in the first place? So, we've come up with this infographic and if you'd like the full version of it, it is available at this link. We are using PowerPoint Live in this presentation. If you are watching at this current point in time, if you're watching the recording, you will be able to access it through the slide deck. And it's really important to know that a lot of the things we're going to be talking about today and questions you may have, will be covered in live demonstrations throughout the webinar. So, if you've got questions about specific thing, pop them in the chat, but many of them will be answered with the live demonstrations.
Licences have been revoked, but there are those that have been granted licences. And we've had occasions over the last two weeks we've been running webinars where people have viewed what we've shown in their workflows and then going, well, I actually don't need a licence. I can hand this back. And that's, that's all of across from teachers, admin staff in schools all the way up to executive directors. So quite a number of people have gone, well, I actually don't need a licence now and have this back.
So, this infographic sort of looks at what is free on the left-hand side, what we all have used to are within our Department of Education agreement. And this just means you've got access to it with your department login. So, Acrobat Reader is available for everyone, and it is on devices, particularly through our corporate devices. We can actually download that to our device and have it available to us if it isn't already there. Free to all of us as well is the use of Adobe Express and there are PDF functions in there that we're going to go through today, particularly around combining documents and changing document formats. So, from PDF documents to other formats.
There are couple of other artistic applications that you have available to, but also this comparing PDF tools down the bottom. And we will go through that one in a moment. The full licence allows you all access to all the Creative Cloud apps plus Acrobat Pro. And in a moment, we'll go through really the only reasons why you need Acrobat Pro and therefore needing a full licence.
So, let's have a look at this comparison table that we've come up with. And this was worked with in conjunction with Adobe, as well as digital teaching and learning, with those particular functions that each of the options provide. So, you can see on the left-hand side here that we have the functions are available to us and if we look at Acrobat Reader, we can view, print and digitally comment on our PDFs within there. We can share them and access them from any device within Reader. Most importantly, we can still fill, sign and use a digital certificate with a timestamp in Acrobat Reader. And we can also draw, highlight and annotate particular PDF features within Reader.
Within Express. The only option that we don't have from those ones previous to Reader is that fill, sign and certify. But we also have the options to convert to a PDF, convert from a PDF to another file type, and that will be either a Word document, a PowerPoint and Excel spreadsheet, and many other image types of files as well.
Express allows us to edit text and images, and we'll go into that in a little bit more detail coming up soon. It also allows us to combine files and organise pages.
So, if we go to the final column which is Acrobat Pro, if we go right down to the bottom of that table there. The only real reason that you need Acrobat Pro is if you are creating a particular fillable form. So not filling in those fields that have already been set in the form. Really, if you are creating those text boxes, those image fields, those checkboxes or radio buttons that people sort of need to fill in, and if you are redacting text. Now we know in our educational support role that is a particular feature that some staff have considering their role in the section of the department that they work in. We've gone through some alternatives, but unfortunately being able to redact text is a feature that is needed in Pro. So, if that's a heavy part of your workload, yes, you will need a licence. If it's something that you only do maybe once a fortnight, once a month would sort of encourage you to work with someone else that would have that particular feature.
So, in terms of editing a PDF, there are different ways of different I guess views that people have in terms of when they say I'm editing a PDF. So, we've broken these down into a yes or no category. So, if you are changing existing text or features on a document, yes, you are editing a PDF. And you can actually do these without a licence in ways that we're going to show you today.
If you are redacting text as well, you're also editing a PDF. And as I mentioned before, if you are completing a fillable form, sorry, not completing, creating that fillable form and setting the fields for people to work in with that form, you are editing the PDF.
You're not editing the PDF as I mentioned, if you are completing that fillable area. So, if you get sent a form to complete as a PDF, usually it's highlighted by some blue areas that you'll need to fill. You're not editing that particular document; you're just completing the fillable areas. If you're adding your own textbox, you're not editing. That can be done within both Reader, within a web browser, and also within Adobe Express. If you're marking up the document using digital inking tools, you're not editing the PDF. And likewise, if you're signing or adding a digital certificate to that PDF, you're not actually editing it. So, it's a lot of different ways around the terminology that we view. When we started this journey, many people said, oh, but I edit PDFs all the time. And when we talk about the editing workflow, they said, oh, actually, no, I'm not editing particular PDFs in the way that I need a licence.
Speaker 2
Adam, can we just go back to that other page? I just want to recap that, you do require a licence for Acrobat Pro, but those other two are available for you and we will show you how to access those without a licence.
So, the only reason we really need Acrobat Pro and we've come across a few different contextual changes, but really creating fillable forms and redacting text is the only not work around. And in today's session with corporate, we do have some other workflows that are going to come through about TRIM and things like that as well. And the other thing I want to say before we go on just looking at the chat there is that you actually don't need Acrobat Reader.
You actually don't need to do anything with the software that's on your computer. What's going to happen what, what has already happened is that you're pro will still open and it may be called DC on your computer. That's a legacy name that was pushed out a while ago. So, Acrobat Pro or Acrobat DC, it will still function for you, but it won't have some of the features. So, then you'll get the pop-up licence, and you might need to work on your workflow.
Now a lot of the questions I can see in the chat I things that we're going to be doing demos on in a moment. So, I really encourage you to just sit back and watch the demos and see, oh yeah, you might think, oh, this is actually what I do. I didn't know I could do it that way. And sometimes it's just, you know, just a completely different workflow or a couple of different clicks that can really simply change. That's what we're finding the more of these webinar sessions that we do, people go, oh, I didn't realise that you didn't need licence to do that, or I didn't know you could do it that way. So, we just encourage you to watch the demos as we go through.
Speaker 1
So, we will go through firstly some of the resources that are in this slide deck and then we'll jump to the live demonstration. So, the first is actually to set your default PDF viewer. And whether you're operating on a Mac, Windows 11 or Windows 10 operating system, we have a guide for you to able to be able to do this. And, and I'll go through this demonstration in just a moment that can actually help you set to whether a PDF will open in a browser or open within your particular version of Acrobat.
One thing we're going to look at today are the various options in Microsoft, and that's to actually create the PDF from Microsoft documents. So, you do have that ability to not use Acrobat to create those PDFs from within your Word, your Excel, your PowerPoint applications, but also saving an email as a PDF via Outlook. And that is a slightly sort of different function compared to what we're used to as well.
All of these underlined are areas particularly they're linked to documents on the Technology 4 Learning website, and they are quick one page how to guides step-by-step that we've designed for you to understand the workflows.
We'll go through those demonstrations from Microsoft apps, so creating, saving, and then downloading your particular PDF documents as well. We're going to use the Edge browser for PDFs as well, so particularly if you need to add a text box or if you need to rotate a page, if you need to digitally link a page as well.
And finally, we're going to go through a couple of options in Google as well, if you're sort of using that function as a workspace as well. Plus, we're going to have a look at using Adobe Reader to both sign and certify documents. Particularly important are those of us who work with Flexsheets. You still aren't able to sign and certify those without the need for a licence. So, I think Megan, should we get into our demonstrations?
Speaker 2
Absolutely. Lots of, lots of questions happening in the chat. So, it'll be good to, to, uh, show those workflows that we've mentioned that we can do.
Speaker 1
All right. So, I'm just going to move us across there and want us over there. Alright, so here's my desktop and the first thing I'm going to do is set up my default PDF reader. So, I'm operating Windows 11, but in terms of setting your default, if you're using the search bar it will still produce the same result. In terms of using a Mac, we really want you to refer to that help guide there because it's slightly different, but in the search bar, if I just type in apps, I'll get this option here to set my default apps within the system setting.
If I click on that, from yesterday's webinar, still in there, I noticed Megan. So, we've got the option here and it will come up blank most of the time to enter in a particular file type. So, if I just type in a dot PDF file and select that, it will come up that my default has been set to Microsoft Edge. So, any PDF that I open from a file, from an email and so forth will open up in Microsoft Edge.
If I click on it, it will give me the option to select a different default app for my PDF files. Now we'll go through suggesting apps that are on my device. I have Chrome and I have both Acrobat Reader on there. You may have Acrobat Pro on there. So, you do have the option to select that.
So, for this point in time, I'm just actually going to leave my default as Microsoft Edge and all I need to do is just click that and set as default and that's done. So anytime I open a PDF and if we go back to my desktop here, I've got a PDF document just here. Anytime I click on it, it will open up in my web browser here that so I can start to adjust that.
Now, if we move to our Microsoft workflows, let's just close that down there. I'm going to start with our Excel workbooks and it's all the processes the same, whatever Microsoft app that you are working in. So, if I want to save this as a PDF, all I need to do is just go to file and I've got these various options here. There are three types of options that I can use. I can use save as and I can either save a copy to this.
Let's click that, and it will save the options that I want to go to in there as well. If I want to change and go to more save locations, I can activate that too, in the desktop app if you're operating in that space. And let's just drag this across here and open up this particular flexsheet.
If I'm operating in the desktop version and I go to file and save, I will actually get this particular drop-down window. So, if I'm operating the desktop version, this is one main way that I can do it. I can just change the file type down to PDF. I can hit save. And that will save my workbook as a PDF. So that method is specifically for desktop app.
The other two options are available in our web-based app if you're using that. But I'll just demonstrate them here for the purpose of sort of saving time. I guess, Megan, we do have a bit to get through. So, I can hit print, and under my printer options I can select Microsoft Print to PDF.
Now this won't actually print a hard copy of the document. It will print a digital copy in a PDF format. So, when I hit print, I may get this information protection pop up. What I can do is actually click that bottom document and we have gone through this with cyber and it has been declared safe. I can hit print and then it will give me the option to actually save that document in the location that I choose. So really easy way to save that PDF.
The other option that you get is if I hit Export. Now, there's a couple of things that might pop up here. There may be an option that pops up saying Create Adobe PDF that actually if you've had Acrobat Pro installed at some stage, there may be some sort of little pop up that or plug in I should say that will have been attached to the Microsoft app.
That actually won't work now. It needs that full licence to be able to work, but we can still get the same function by using this Create PDF XPS. We just hit the large button there and again it sort of pops up with where do we want to save the file location. So, the process is exactly the same. If I'm in a Word document, again, just uh, I've got all my options there. Save a copy, print, export. I can go through that same particular process.
Any questions around that Megan that are direct?
Speaker 2
A few people are saying that option is not there. Would that be because they might be working in the browser version of Microsoft, slightly different.
Speaker 1
Let's go back to the browser version here. Uh, if I go to file and I've got my print options so I can go to my print friendly versions, this will actually sort of come up a little bit different. We've got Export as PDF as an option. If I hit download, there my download of my PDF has gone to my Downloads folder. So, I've still got my PDF format, it's just appeared in my Downloads folder, and then I can sort of move it to where I need to be.
Speaker 2
Adam, sorry.
Speaker 1
No you go,
Speaker 2
You're in that Excel saving. One of the questions was were you saving as that just that one page or I can see you've got the three sheets along the bottom.
Speaker 1
Yeah, sure. So, if I go to print again, I have these options down here pages and I can Select all. So, I can select custom, I can choose those particular pages. I can set up the particular workbook as well, active sheet, entire workbook or current selection. So, depending on what my needs are with my Excel workbook, that's how I can get access to those particular functions of the active sheet or exporting the whole workbook as a PDF.
Again, saving Word, we've got our file, we've got our export functions as well, transform savers and so forth. Download as PDF will get those that document as that PDF function.
So, let's actually go through a process. Let's go back to my flexsheet and let's print this particular document. Let's export the PDF as the active sheet. Let's hit download. It will actually go into my Downloads folder. If I hit open file, it's opened in the browser for me.
Now I have access across the top here to many tools that will enable me to sign this flex sheet if I want, but also add a small text box if I need to adjust anything. I won't be able to adjust any of these main text boxes. Like if I click in there, you'll notice that nothing sort of appears. I'll get a little double click, I can comment, I can copy and so forth, but I can't actually edit that particular text.
If I want to draw & on it though, or highlight, I can use these functions here and let's just click the draw function with the drop down lets you know, black and thin. And if I wanted to sign my flexsheet during this method, what I can do is I can use a Stylus if I have. And let's see how we go with vertical inking here with my stylus. Megan, let's click on draw and
Speaker 2
Let's see how many you are today. No pressure!
Speaker 1
That is, I would say about a three out of 10 with neatness. So, I think my five-year-old could not my five-year-old, my year five student would actually write better than that. So, I've got my signature on there.
If I don't like it, I can just sort of erase part of it as well. But if I then want to say that particular sheet so it ends up on there, all I need to do is just hit save or I can print that as PDF, and it will sort of flatten that signature on there. So really easy to do. If I want to add some text, I can click on that and let's say I want to add this down here. All I've done is just clicked and I can start typing in the text box there. So, let's just type in some gibberish there and you can sort of see that that text box will extend. If I want to type multiple lines there, all I can do is just hit the enter key and go from there.
So, I can then click off the text icon and I can actually start to use the blue one and move that particular text box to where I need to.
Really handy within the browser version. Again, this is all free. I haven't gone into Acrobat at all to be able to do any of this. I sound like a magician there at times. Megan, you know, I haven't I haven't done any of this.
What I do have, if I need to have anything read aloud and let's just share the sound of my computer here. What I can do is highlight that section and I do have this read aloud function. So, this is great for accessibility. If you need your documents read to you, I can just click on that.
Read aloud function
Department of Education Flexible Working Hours Agreement 2022 electronic Flexsheet.
Speaker 1
And so, the documents being read to me. So, if I have a very text heavy document, I can actually have that read to me just by highlighting it. Really, really great feature. I can change the voice if I want to as well. If I need the document translated this is another fantastic feature within the browser. I can auto detect the whole document, or I can actually change a certain part of the text into Italian here, that's my language of choice. There's plenty of other languages popped in there as well.
So really great for accessibility, particularly if you're working with people who need a translation of a particular document, or you get a PDF document in that does need translation back to English.
If I want to, I can rotate my pages here. I've got my magnifying glass and also my large enlarger.
So that's the browser version. If I want to work these workflows through in Reader, though, or if I've got Acrobat Pro installed, what I can do is, let's just open Reader and actually let's go back to that particular document, my Downloads folder here, let's go. Let's just drag that onto a desktop, cancel, open with reader.
Sorry, that was on my other screen, but it should pop up here.
Uh, let's cancel that. And here is my flexsheet. So same folder again. Now what we've found is that…
Speaker 2
Can we just go back a step Adam, everything that you showed before was from Microsoft Edge. So, you opened it up in the edge browser and now you are demoing from Acrobat?
Speaker 1
Yes.
Speaker 2
And what version of Acrobat do you have there?
Speaker 1
Now I have Acrobat Reader and this device has never had Pro installed on it. If it has had Pro installed on it, that may be your default PDF viewer.
However, if even if you don't have Reader and you do have Pro, you'll unless you've got a licence, you won't have access to the premium features. You may actually still see them like I do here in Reader, but you'll notice that there's a blue star beside them and that indicates that it's a premium feature.
So, if I was to click on that, I would actually then get my particular little pop up. It's just appeared on another screen here, Megan, to say that I don't have a licence. Would I like the trial?
So that Blue Star is the one that you want to look for to indicate that it's a premium feature and that you will need a licence for it.
Speaker 2
So don't panic if there's something you need there, it might be something you can do in Express, and we'll definitely be doing an Express demo before this session's over.
Speaker 1
Definitely, particularly around those are top, I guess five are functions here. I've got my digital inking here, tools here. So, if I want to just sort of scribble on my document here and save it, I can do that. But on the left-hand side and on my view it's on the left-hand side. What we've found in investigating this is some people have their tools across the top, others have them on the right-hand side. It just depends what version of reader that you have.
So, if I click View More and sort of scroll down, I've got the Fill & Sign tool here, but I've also got users certificate and they're the two that aren't available in the browser and aren't available within Adobe Express. So, if I click on Fill & Sign, it will give me the option and I'll just get rid of that signature to add a signature or add my initials. So, if I click on the plus button here, it'll give me three different types of signatures. I can just type in a signature, and it will, you know, have that bit of style to it. We can change it if I want, I can draw that particular signature. So, let's use my Stylus again, Megan. Let's see how we go.
Oh, much better look at this. Fantastic. Or I can add an image of my signature as well if I want to. So, if I've got like a, a JPEG file I can upload that as my signature. Really important though, that this box down here is checked, so it actually saves that particular signature. If it's not checked and you hit apply, you'll just get it once and won't be able to reuse it again.
So, let's apply and what I'll pop up in here as an option, but it'll also allow me just to drag and drop it into the position I need to. So, I haven't clicked anything yet. I'm just dragging, and I'll left click and there that signature is now popped in there.
So that signature can't be modified in within Acrobat Reader. I can save that and what documents good to go. Same if I just need to initial something, I can create a set of initials and I can drop those in as well. But if I need a more advanced signature and it needs to be timestamped and authorised. If I go back to all tools, what I can do is use a certificate, and that will allow me to digitally sign with an authorised timestamp certificate within reader itself on that particular PDF. So if I click in that option and where end user certificate here. So, it does look like that green, oh let me just hit OK, and it'll take me through the process. But just to highlight what that looks like, again, it's the little calligraphy pen with that little award beside it, usually in a darker green sort of colour.
So, if we go Use a certificate, Digitally sign, it will prompt me to use a mouse and drag and draw an area. Now if I draw a small area, it will say, look, I'm about to create a signature that's small, do I want it to be more readable? Again, now I've got the option to sign if I just want that real little one in there. But if I don't, I can start over. I can draw a nice big box, let go of my crosshair and it will give me the option. Now I've got 2 digital IDs up here as well. If you need to configure a new one, or produce a new one, you can select that option there and go through the process. It's really, really easy.
But I can select that particular signature, hit continue, preview it as to what it will look like. It's got my email address there. It says it's digitally signed, it's date and timestamped as well. What I can do is I can lock the document after signing. So, if I lock that document, no one can actually edit that particular signature. So that's one of our safe and secure methods.
What I can do is just hit Sign and it will give me the option to actually save that particular PDF with that electronic signature in there. So, if I just hit save from yesterday, it already exists. And there we go. My digital signature is in there with its timestamp as well.
So, any questions Megan around those fill & Sign properties or those digital signature certificate options?
Speaker 2
I think they've all been answered. I will just repeat that we're aware that we're going very fast because we want to show lots of different workflows. But watching the recording the second time around this this time is probably just for getting and understanding of what's out there. But if you wanted to watch the recording back at a slower pace, then I would really recommend that at the point that you know that that's the workflow that's going to work for you.
Speaker 1
Definitely. One last thing I want to talk about are before we duck onto TRIM, let's just open my emails up here. Now I'm in the web version of Outlook. Outlook New looks very similar to this. So, if we click on an email here, I've got a couple of ways I can print it.
I can just click the print this email option, so click that once it'll pop up in the window, I can hit print again. And this one didn't quite do it yesterday. Megan, I think it's misbehaving again. Let's hit close. Let's go with this one. And print Here we go, and I'll get this dialogue box up and so forth, and I can print that particular email using the Microsoft print to PDF option.
Now if you do get an option in there and this goes for Excel and Word and PowerPoint as well, that says Adobe print to PDF. That one won't work. So, you will need to use Microsoft print to PDF in here. If I want to print multiple attachments, unfortunately I do have to go through opening each attachment and printing them and then combining them together so that sort of feature is available in new Outlook. We haven't been able to find it though in doing it, our exploration and that sometimes happens with Microsoft options that we get within apps within the education department.
So that's how I can print it with an email.
Megan, I just want to go back to our, I'm going to stop sharing my screen there. I'm just going to upload and revisit our slide deck. Because there is something we want to go through around TRIM and that's been sort of a workflow that some people have identified that they're having difficulty with.
Now, Megan and I don't have experience with TRIM. We have really no need for it in our roles. So, we've consulted some other people about how to sort of modify the particular workflow so that you can actually adjust and use these workflows within TRIM.
So, our old workflow in TRIM was Direct Create from PDF. So, you used to be able to right click on it, create PDF. It won't work now without the licence. So, there is a little bit of a change to the workflow, and it sort of revolves around how we create our PDFs through our Microsoft applications.
So, our new workflow, and this is all in our resource slide deck that you will get is to open the document as a read only document.
Sorry, from the demonstration I got this morning from a regular user they just double clicked on the document you need to hit. Then once the document opens, save as the PDF. Now ideally, so you don't lose that location of where that document is, because you're only using it and accessing it for a very short time, save it to your desktop. Now you can select that function on the left-hand side of your File Explorer window. Usually if you drag the slide bar right up to the top, you'll find the desktop, uh, function.
Now, as we mentioned before, in desktop Word, use Export. If you're using online Microsoft applications through your browser, then use Microsoft Print PDF. And that will then save to your desktop. Close the Word document. Really important, if the document is checked out, check it back in. If you're putting a new revision onto existing record.
If you are creating a new record, you'll just be able to do that. You won't need to close the Word document. You can then upload by dragging and dropping the document, or the record, and catalogue as a new record. So, drag it from your desktop into that particular record and then your usual workflow of, of naming and setting the particular document will appear.
And finally, it's important to delete the document from your desktop so it's not sitting on there. Your desktop doesn't get cluttered with everything. So, it is a slightly different workflow without the licence. Yes, it's not as quick, but again, due to the licence restrictions, we've sort of had to find new workflow to be able to do this, and this is the easiest way to do it.
We've got a quick resource guide there, saving as a Microsoft document, as a PDF there to help you along this journey as well.
So, any other questions please, about TRIM and the process, please pop them into the chat. We'll take them on notice and get back to you on that. There was a comment I had this morning when discussing it with someone. What if I want to save multiple PDFs and put them in? I would then go into my File Explorer, just zip those PDFs all into one zip file, and then upload that file into TRIM. So that came from one of our other users we talked to yesterday.
Speaker 2
I’ve just had a timely message from Gail as well about PERS, PERS was something I learned about yesterday and it seems from the demonstration I saw now, I've also learned that sometimes things work differently on Adam's computer than they do on my computer and will on other people. But it looked like that workflow worked fine. So please let me know if you're having trouble with that and we can look into it. Obviously not something that we can demo ourselves, but we can screen share people who do and see if we can find a solution to work. But it definitely worked with one of the teams I was working with yesterday.
Speaker 1
Megan, Let's get into Adobe Express and particularly, I'll stop sharing here, and around our workflows for converting documents and also editing that text that is currently in the document when we get sent it if we need to edit it.
Speaker 2
Yeah. Now if you haven't used Adobe Express before, it might be a new experience to you, but I really encourage it. I actually find it a lot easier to use than the Acrobat software anyway. So, you can get it as a tile. Now there was a questioning there about being limits, and I'm wondering if this was not actually the department education version that that person was using because I hadn't seen that issue before. But if you get it as a tile in your essentials, this will be a direct link to the Single Sign On login page which will get you your Adobe for Education login. So, if you're not sure how to add to Essentials, you can just edit them there, and at the bottom there is the Add to essentials button, down here.
And then you just type in Adobe and then it will be one of your tiles and really easy to access. I actually have it as a bookmark for mine too, this exact link, but I'm going to just jump in there and launch that and you'll see it. It goes through a few pages. And what's happening here is it's linking the Adobe Express link with your portal login. So, it will take you to your direct login. You shouldn't need to log in. If you are ever asked to log in with Adobe, just select @DET, sign in with your DET email address.
So, once I'm in, you'll see the dashboard. If you're at Canva user, probably quite similar. This was originally created to bring in all of the high-end professional Adobe features in a really easy to use interface. So, lots of design things in here, but what I want to draw your attention to is this plus button here, this purple plus.
You'll see there's two tabs you can create from scratch, but we're going to look at Quick actions. This question came up in here as well. With Quick actions, nothing is saved to the Cloud. So, we have had this confirmed with the department security team that you can use this with private information that nothing is saved. It once it sits in the cache while you're using that screen and as soon as you download it to your computer, it's not saved. And we've had that confirmed. So, if working with sensitive information is a concern yours, this is where I would point you to if you were going to be using Adobe Express.
So, in here you can see we've got lots of PDF options and we might start with converting from to PDF perhaps. So, converting from converting to PDF, and there's a great search bar if you're having trouble finding what you're doing as well.
Convert to PDF, and all you need to do. I'm going to open my File Explorer here. I've got some work here that I want to do, put into Adobe Express. I want to convert. So, all we need to do is just drag it and drop it. I'll convert to PDF. Obviously, I don't need to convert a PDF from a PDF.
So, I will grab something that's not a PDF. Silly me, I'll just grab this Word document. Works with Excel, works with PowerPoint as well. Some comments about it taking me a little bit more time. It does and that's because it is going to the cloud to do its work, but hopefully it will be an OK workflow for you. So, you'll see down the side all the same options that we had within Adobe Reader, and then you can just hit download. Select where you want it to go and hit download, and it's as easy as that. Converting that was Word to PDF. And then you can do it the other way around. I'll just type in PDF there, convert from PDF. So, this time I will grab a PDF and drag it across and you'll see the options here of what you can turn your PDFs to. So, Excel is an option, Rich text format is an option, PowerPoint is an option, Word and image files as well.
Again, you've got some marking up tools and some commenting tools on the left, and you just hit download for that.
The other Quick action tool I want to show you is editing. Now we've got two different ways to show you how to edit. This one we are calling a Quick action, and the other one is a more detailed way which we're going to show you later. This is the way we recommend for sensitive information.
So, I'm going to grab my PDF and drag it in, and you'll see before I hit download, I've got a few more options here. So again, the same options I had before, but you'll see I've also got text and image options. So, this will pick up the text boxes. I can add text I can, highlight and change any text here. I must have had copy and paste when I was typing that garbage in, and we can edit all of that text in there as well. You can also put in your own images and edit the images that are in there.
I don't know why you would want to put a love heart on your monthly Pool Vehicle Checklist, but there you go. And then you would just download, again, it does not save in the cloud, so we won't be able to come back to that unless you get uploaded again from your downloads, but it is a really secure way of doing it. Before I move out of quick actions, I also want to draw you to, combining files because this was the question that came up.
And this is where we can upload a couple of PDF documents. Sorry, I'll do the drag and drop. I just find it bit easier for me, one of our how to guides, and we can combine and organise in here as well.
So, I probably could have picked more than one file before to combine those or you can drag and drop them afterwards. So, I'm going to drag another file in, and you'll see that we can actually just, oh I pick the wrong one. So, this is how we can put our files together. We've got a little rotation tool here if you need rotate pages, and we can select all of the pages and download all of them if you like.
And there's also the garbage bin there if you don't want to keep all of them, delete that page and organise your pages that way. That's combining files and there's also organising pages. So again, I think once you work out what your workflow is and you find the tool that's going to be best for you, you obviously don't need to remember everything that we're talking about today, but just find, then just maybe you'll find a work like, Oh yeah, that's what I do with such and such, and that's the workflow that you will use.
So, organising pages is very similar to combining files and you've got the ability to drag the pages around in here.
Speaker 1
And along with this demonstration that you'll get in the recording, we do have quick reference guides that show you how to do this step-by-step as well on our resources page, which will pop the link into later. But it's also in your PDF slide deck that you'll get when you get the recording.
Speaker 2
It did take a few seconds to load, but you can see it's really rich, lots of lots of colours and lots of images in there and it wasn't terrible for those 4 pages. I think it's also important to say that some files are rejected because they have that locked signature, or they're being locked from the creators end. And that would be the same in Acrobat Pro. You cannot edit those because the person who created them said that you couldn't. And that is, that's because that's what that PDF was created for.
Speaker 1
Let's go into our more detailed editing option, uh, Megan, because I, I think this is a great way as well. If you need a little bit more than those quick actions, if you need to add images or replace images in there as well.
Speaker 2
So, this strategy, we have not had a confirmation about the security from the department. So, we recommend not doing this with secure documents at this time until we get documentation. And that's because it's saved. You'll see I've done some demos this week. That's because it saves into your projects, which is actually a good thing if you're working with something like this stem card that I'm working with. Because when you have a look at and when it uploads, you'll see that there are lots and lots of editing functions, so much more than what is available in Acrobat. So, you can really get full designer in here and make your files look really quite professional.
So, I've hit open there and, I encourage you to have a little play around in here. I am aware of the time and there's still a few things that we need to talk about, but you'll see automatically you'll have the options to make any changes to the text and the images that are already there. But you'll see there are also amazing templates here, but I think the draw card here is the media option.
Obviously, you can upload your own from a device, text image, which is using AI to create a specific image that you like, but you also have access to all of the Adobe stock photos in here as well.
So, all royalty, you don't have to worry about copyright at all with these. And yeah, you're free to use all of those. And they are just thousands and thousands of things that you can use there without having to worry about anything. So, I recommend just taking a second to load. I am in a Teams meeting and screen sharing at the same time.
But that is how you could get a really detailed editing experience from your PDFs.
Speaker 1
I was going to say using those stock images, Megan, if I'm preparing a report that needs some images in it and I haven't got any handy and I just sort of need a generic image, this is this is where I would sort of come to, to grab that image as well. Were you going to touch on the page overview and the dragging option there?
Speaker 2
OK, if you want to go into there was just, I'll slow that down. Just in the top right-hand corner, there's two pages on top of each other. Mine says the number four because I've got four documents, and you can rearrange your pages in here as well and add more and copy those pages and duplicate them as well.
And then you've got the download option, obviously and you can download as PDF. You can also select which pages you want to download as PDF. So, you don't have to do the whole document.
Now, looking at the time, I am going to very, very briefly just mention that if you are already a Canva user, you might be interested in doing this in Canva. If you're not, don't worry about learning another new app. But if you already feel comfortable in Canva, there's a very similar workflow in terms of just grabbing your PDFs and dropping them straight in.
So same, exactly the same, dropping it straight into the dashboard there. It's saying it's importing my file. I can hit View, or I can go and find it down here in my projects. And you will, if you are a Canva user, you will be taken straight into that familiar dashboard there, that editing pane where you can play with all of the editing things you would already be used to. So, it might be worth having a look at what you can do in there. And you'll notice when you go to download, you'll have the option to download as PDF, or any other file to convert to that as well.
Speaker 1
Now before we go, just go back to our Canva screen, not next one across. Yep, the little grid down the bottom there are in our trundle wheel document that you've got open. So just where you were before with the full document. Yep, that one there.
Speaker 2
This one,
Speaker 1
Yes. Can you just highlight that grid for me? Yeah. So if you do need that full page overview to move pages or if you need to just select a certain amount of pages to print as well, you can sort of highlight them, hit the share button, and that will give you the download option to select particular pages as well. So just click that download button there and it will give you that option. We've highlighted that in the slide deck as well.
Speaker 2
Now the very last thing I want to show you before we, I'll throw you back over to Adam and we can see if there's any other questions with our last couple of minutes, is and if you've got a second monitor, I encourage you to click along with me. I am going to just type into Google T4L, which stands for Technology 4 Learning. That's our team and the word Adobe.
Adobe, I’ve written it enough I should be able to spell it, and it's the very first one that comes up. T4L is a nice Googleable site and I'm on the Adobe for Education page. So, we actually have had two guides here for Microsoft, Google, Canva, Apple, Main Learning Displays, lots and lots of things in here. But the Adobe page is where you will find all the resources that we spoke about today.
So, Adobe for Education is what we call the parent page, and that has got the overview of everything that Adam spoke about before, and some frequently asked questions there. I think a lot of them have been in the chat today. And then there's these two child pages I wanted to draw your attention to.
One is Adobe Express. The very first video here is the one that I showed you for that detailed editing space. So, if you wanted to watch that in slower motion, we're also creating videos to go with our how to guides. But our how to guides are down the bottom, and it's the same with Adobe Acrobat.
So, all of the guides we spoke about today will be in here under these accordion menus. So, you can find the how to guides for anything that was mentioned today. If you would prefer something that you can, there's a few videos there. Otherwise, I'll just print it out. If it's something a workflow you're going to be using all the time and have it near your computer. They're all mostly just one-page documents, so really easy. Of course, I picked up one that's got 2 pages, but really easy to follow steps on how you would do that with your new workflow.
I'm going to stop sharing, Adam, and that leaves us with a couple of minutes to finish off with any questions that may have come up. I know that a lot are in there, but any that you think that we need to touch on that weren't demonstrated.
Speaker 1
There are, there are plenty in there, Megan. What we might do is actually we'll go back through them after the chat. We might even compile a list of frequently asked ones and sort of come up with some answers that we can go through there as well.
Many thanks for joining us today. We know that there's been some adjustment to your workflows with the licencing change. As I said earlier on, if after what you've seen today you've realised, hey, I don't actually need a licence for that, please contact our Adobe Creative Cloud Licencing inbox with your email address in there in the body of the message in the email that you sent. And we can then help redistribute that licence to someone that does need it. Particularly like at a school in teaching and learning, a student like a year 11 or 12 student completing their senior studies. So, we can actually make sure that our licences go to people who are using the full Creative Cloud experience. But thank you for taking time out to join us today.
Speaker 2
Adam, before you close off, we did have a question from yesterday's webinar that was for school-based staff for somebody who watched the recording and couldn't see in the chat that email address. So, I will just confirm it is AdobeCreativeCloudlicensing@det.nsw.edu.au.
Speaker 1
Fantastic. Thanks very much, Megan. Thanks everyone for joining us today. Or if you are watching a recording, Thank you. Thank you for taking time out. And it's as I said, we'll answer some questions in the chat, but thank you and enjoy your day.
Speaker 2
Thanks everyone.
End of transcript.