Manual

FlexiPDF 2022

© 2017-2022 SoftMaker Software GmbH

Table of Contents 2

Introduction 9
Welcome .......................................................................................................................................... 9
System requirements ...................................................................................................................... 10
Unlocking your software ................................................................................................................ 10

Quick start 12
Basic text editing ............................................................................................................................ 12
Auto translation .............................................................................................................................. 16
Joining PDF files ............................................................................................................................ 17
Converting from a PDF into other formats .................................................................................... 18
Converting documents into PDFs .................................................................................................. 19
Comparing files side by side .......................................................................................................... 20
Creating and filling in forms .......................................................................................................... 23
PDF photo albums .......................................................................................................................... 24
Snapshots ........................................................................................................................................ 24

Editing text 26
Adding new text ............................................................................................................................. 26
Editing an existing text ................................................................................................................... 27
Editing text across columns and pages ........................................................................................... 29
Text overflow ................................................................................................................................. 30
Spell check ..................................................................................................................................... 31
User dictionaries ...................................................................................................................... 32
Counting words .............................................................................................................................. 33
Character palette/Special characters ............................................................................................... 33
Text alignment (vertical) ................................................................................................................ 34
Text alignment (horizontal) ............................................................................................................ 35
Text fitting (automatically) ............................................................................................................ 35
Letting text flow around shapes ..................................................................................................... 37
Rebuilding text boxes ..................................................................................................................... 39
Merging text boxes ......................................................................................................................... 41
Splitting text boxes ......................................................................................................................... 43
Remapping fonts ............................................................................................................................ 43
Converting text into outlines .......................................................................................................... 44
Editing tables .................................................................................................................................. 45

Formatting text 46
Font ................................................................................................................................................ 46
Font size ......................................................................................................................................... 48
Color ............................................................................................................................................... 49
Bold and italics ............................................................................................................................... 50
Underline and strikethrough ........................................................................................................... 51
Table of Contents 3

Superscripts and subscripts ............................................................................................................ 53

Change capitalization ..................................................................................................................... 53
Margins and indents ....................................................................................................................... 53
Ruler units ...................................................................................................................................... 55
Background color ........................................................................................................................... 55
Text highlighting (Text highlight tool) .......................................................................................... 57
Tabs ................................................................................................................................................ 58
Leaders ..................................................................................................................................... 59

Spacing 61
Letter spacing ................................................................................................................................. 61
Line spacing ................................................................................................................................... 63
Paragraph spacing .......................................................................................................................... 64
Horizontal scale .............................................................................................................................. 66
Rise ................................................................................................................................................. 66

Editing objects 67
Selecting objects ............................................................................................................................. 67
Changing color ............................................................................................................................... 69
Swatches .................................................................................................................................. 72
Copying colors between objects ............................................................................................... 73
Opacity ........................................................................................................................................... 73
Line thickness ................................................................................................................................. 73
Line style ........................................................................................................................................ 75
Borders ........................................................................................................................................... 76
Arrowheads .................................................................................................................................... 76
Changing object order .................................................................................................................... 77
Aligning and distributing objects ................................................................................................... 78
Grouping objects ............................................................................................................................ 79
Rotating objects .............................................................................................................................. 79
Distorting objects ........................................................................................................................... 81
Scaling objects ............................................................................................................................... 83
Transforming objects ...................................................................................................................... 83
Scaling ...................................................................................................................................... 84
Rotating .................................................................................................................................... 85
Tilting ....................................................................................................................................... 85
Origin ....................................................................................................................................... 85
Width and height ...................................................................................................................... 86
Locking objects .............................................................................................................................. 86
Hiding objects ................................................................................................................................ 87
Grid ................................................................................................................................................ 89
Guides ............................................................................................................................................ 90
Layers ............................................................................................................................................. 91
Deleting objects across pages ......................................................................................................... 93
Table of Contents 4

Copying objects across pages ......................................................................................................... 94

Clipping objects (clipping mask) ................................................................................................... 95
Adding a clipping mask ........................................................................................................... 95
Removing a clipping mask ....................................................................................................... 96
Images ............................................................................................................................................ 98
Adding images ......................................................................................................................... 98
Replacing images ..................................................................................................................... 98
Resampling images .................................................................................................................. 99
Editing images in other applications ...................................................................................... 100
Redacting images ................................................................................................................... 100
Image properties ..................................................................................................................... 101
Extracting images ................................................................................................................... 101

Finding and replacing 103

Finding text .................................................................................................................................. 103
Finding formatted text ............................................................................................................ 105
Finding formatting only ......................................................................................................... 106
Replacing text ............................................................................................................................... 107
Replacing formatted text ........................................................................................................ 108
Replacing formatting only ...................................................................................................... 109
Within a specific area ................................................................................................................... 110
Reflow and alignment .................................................................................................................. 111
Finding and replacing fonts .......................................................................................................... 112
Finding and replacing font sizes ................................................................................................... 114
Finding and replacing in bookmarks ............................................................................................ 116
Finding and replacing in comments ............................................................................................. 117
Finding and replacing in hyperlinks ............................................................................................. 118
Finding and replacing across files ................................................................................................ 119
Finding and replacing colors ........................................................................................................ 121

Redacting texts and images 124

Finding and redacting text ............................................................................................................ 124
Redacting selected text ................................................................................................................. 125
Redact style .................................................................................................................................. 125
Redacting images ......................................................................................................................... 126

Page operations 128

Inserting pages .............................................................................................................................. 128
Blank pages ............................................................................................................................ 128
From scanner .......................................................................................................................... 129
From other PDFs .................................................................................................................... 130
Rotating pages .............................................................................................................................. 132
Extracting pages ........................................................................................................................... 132
Deleting pages .............................................................................................................................. 133
Table of Contents 5

Replacing pages ............................................................................................................................ 134

Changing page order .................................................................................................................... 134
Resizing page ............................................................................................................................... 135
Cropping pages ............................................................................................................................. 136
Cropping manually ................................................................................................................. 137
Cropping automatically .......................................................................................................... 137
Placing pages from other PDFs .................................................................................................... 138
Page margins ................................................................................................................................ 139
Watermarks .................................................................................................................................. 140
Page labels .................................................................................................................................... 141
Page numbering ............................................................................................................................ 143
Using "Copy across pages" .................................................................................................... 143
Bates numbering .................................................................................................................... 144
Choosing PDFs ............................................................................................................... 145
Formatting ...................................................................................................................... 146
Cloning across pages .................................................................................................................... 148
Deleting across pages ................................................................................................................... 148

Scanning and OCR 149

OCR (optical character recognition) ............................................................................................ 149
Creating PDF from scanner .......................................................................................................... 150
OCR corrections ........................................................................................................................... 151

Document operations 153

Creating a document ..................................................................................................................... 153
Joining documents ........................................................................................................................ 154
Splitting a file into multiple documents ....................................................................................... 154
Drag and drop ............................................................................................................................... 155
Document properties .................................................................................................................... 155
Track changes ............................................................................................................................... 157
Highlighting changes ............................................................................................................. 157
Change log ............................................................................................................................. 158
Font list ......................................................................................................................................... 159
Problem report .............................................................................................................................. 160
Reducing file size ......................................................................................................................... 162

Protecting documents 163

Document security ........................................................................................................................ 163
Digital signatures .......................................................................................................................... 165
How to trust a signed PDF ..................................................................................................... 166
Managing trusted certificates ................................................................................................. 167
User restrictions ........................................................................................................................... 168
Table of Contents 6

Portfolios 169
Creating a portfolio ...................................................................................................................... 169
Adding items to a portfolio .......................................................................................................... 169
Deleting items from a portfolio .................................................................................................... 170
Extracting items from a portfolio ................................................................................................. 170
Properties of items in portfolios ................................................................................................... 171

Comments 172
List of comments .......................................................................................................................... 172
Sticky notes .................................................................................................................................. 173
Adding sticky notes ................................................................................................................ 173
Deleting sticky notes .............................................................................................................. 174
Properties of sticky notes ....................................................................................................... 175
Graphic notes ............................................................................................................................... 175
Adding graphic notes ............................................................................................................. 175
Deleting graphic notes ........................................................................................................... 176
Properties of graphic notes ..................................................................................................... 177
Stamps .......................................................................................................................................... 177
Adding a stamp ...................................................................................................................... 178
Deleting a stamp .................................................................................................................... 179
Properties of stamps ............................................................................................................... 179
User-defined stamps ............................................................................................................... 179
Text highlighting .......................................................................................................................... 180

Bates numbering (Bates stamping) 182

Signatures 183
Creating signatures ....................................................................................................................... 183
Inserting signatures ....................................................................................................................... 183
Deleting signatures ....................................................................................................................... 184

Hyperlinks 185
Links to web pages ....................................................................................................................... 185
Links within a document .............................................................................................................. 186
Links to other documents ............................................................................................................. 187
Deleting links ............................................................................................................................... 188

Bookmarks 189
Creating bookmarks manually ...................................................................................................... 189
Creating bookmarks automatically ............................................................................................... 190
Font filters .............................................................................................................................. 190
Table of Contents 7

Renaming bookmarks ................................................................................................................... 192

Deleting bookmarks ..................................................................................................................... 192
Reordering bookmarks ................................................................................................................. 192
Searching in bookmarks ............................................................................................................... 192

Article threads 194

Creating article threads ................................................................................................................. 194
Extending article threads .............................................................................................................. 195
Deleting article threads ................................................................................................................. 196
Properties of article threads .......................................................................................................... 197
Exporting article threads .............................................................................................................. 197

Interactive forms 198

Available form fields .................................................................................................................... 199
Adding form fields ....................................................................................................................... 200
Properties of form fields ............................................................................................................... 200
Exporting/importing form values ................................................................................................. 201

Converting into other formats 203

Exporting pages ............................................................................................................................ 203
Exporting images ......................................................................................................................... 204
Marking illustrations for export ................................................................................................... 205
Export options .............................................................................................................................. 208
General tab ............................................................................................................................. 208
Text output ..................................................................................................................... 209
Image output ................................................................................................................... 211
Text tab .................................................................................................................................. 212
Image tab ................................................................................................................................ 214
HTML tab .............................................................................................................................. 215
Exporting tables ........................................................................................................................... 217
Marking a table for export ..................................................................................................... 217
Exporting as part of a page .................................................................................................... 218
Exporting individual tables .................................................................................................... 218
Excluding unwanted objects ........................................................................................................ 218

Changing program options 219

Options: Appearance tab .............................................................................................................. 219
Options: Spelling tab .................................................................................................................... 219
Options: Editing tab ..................................................................................................................... 220
Options: Saving tab ...................................................................................................................... 221
Options: Loading tab .................................................................................................................... 222
Options: Advanced tab ................................................................................................................. 222
Table of Contents 8

Customizing program 224

Customizing the Quick access toolbar ......................................................................................... 224
Customizing shortcut keys ........................................................................................................... 226
Showing and hiding the ribbon .................................................................................................... 227

Index 229
Introduction 9

Introduction

Welcome
Welcome to FlexiPDF! You have purchased an application that enables you to edit PDF files as easily as with a
word processing program. Editing text, inserting pictures or reading pages from a scanner and converting them
into editable documents – all of this is possible with FlexiPDF.

Some features of FlexiPDF:

§ Easy to use via the modern ribbon user interface
§ Edit text in PDF files – across paragraphs, columns and pages
§ Find and replace – for fonts and colors in addition to text
§ Arrange pages – add, reorder and delete pages
§ Insert pages from other PDF files or combine multiple PDF files into a single file
§ Splitting PDFs into multiple documents with a specified page number
Introduction 10

§ Insert comments or highlight text with a colored Text highlight tool or mark them with a stamp such as
"Approved!"
§ Insert and edit images and drawings into PDF files as desired
§ Integrated multilingual spell check
§ Track changes shows you all your edits highlighted in color
§ Snapshot tool which you can use to photograph and save a section of a PDF page
§ Pictures can be edited directly from FlexiPDF in an external graphics program. FlexiPDF then
automatically reloads the edited picture.
... and much more!

Additional features of FlexiPDF Professional and NX Universal:

§ Scan pictures and pages and save them as a PDF
§ Optical character recognition (OCR) converts pages from a scanner into editable PDF files
§ Create interactive forms
§ Side-by-side comparison – compare two PDFs side by side and scroll through them synchronously
§ Redact confidential content
§ Automatic translation of entire PDF pages to many languages (in FlexiPDF NX Universal only)
§ Page numbering, headers and footers, watermarks
§ Bates numbering for documents and portfolios

System requirements
FlexiPDF runs on Microsoft Windows 11, 10, 8 and 7.
It is compatible with application servers such as Citrix XenApp and Microsoft Terminal Server.

Unlocking your software

Watermarks will be added to your saved PDFs until you unlock FlexiPDF with a purchased product key.
Your product key can be found either in the purchase e-mail or in the product's box. If you can no longer find
your product key, please contact the SoftMaker customer center.
Introduction 11

Unlocking
1. In the FlexiPDF program window, click on the ? icon on the top right of the screen, and choose the
command Purchase and unlock in the menu that appears.
2. The dialog box Buy/Unlock will then be displayed.
If you already have a product key, select Unlock here. Otherwise, select Purchase, which will open the
FlexiPDF website in your browser.

3. Unlock shows the following dialog box for entering the product key:

4. In the Product key field, enter the product key that you received when you purchased the software.
5. Click on the Unlock button. You should now receive confirmation that your software has been activated, as
well as details about when your license will expire or need to be renewed.
Quick start 12

Quick start

Basic text editing

FlexiPDF enables you to edit text in a PDF document as if you were using a word processor.
1. Open the PDF file that you want to edit.
2. In this example, an "r" is missing from the word "you".

3. Select the Text edit tool in the Quick access toolbar. The Text edit tool is the default tool when
FlexiPDF starts, so it may already be selected.
Tip: The respective selected tool is indicated by the darker button.

4. Click on the text that you want to edit in order to start editing. You'll see some pink marks – the pink dots
represent spaces, while the ¶ symbol represents the end of a paragraph. These marks appear only during
editing and are not visible in other PDF viewers.
Quick start 13

5. Edit the text. In this example, an "r" is added to "you".

As soon as you do this, the program displays a warning about text overflow:

This is because the text box now contains too much text. This warning only appears once in order to alert
you to the problem of Text overflow in general.
Otherwise, a text overflow is indicated by the red square on the right margin of the text box.
6. To expand the text box in order to accommodate the additional text, drag the handles outwards to the right
and left using the mouse. The text should then fit within the box. If this is not the case, try the Text fitting
function.
Quick start 14

In this case, the new "r" will be displayed in red. (If the option Show changed text in: red is enabled, see
Highlighting changes.) This highlighting is only visible in FlexiPDF and not in other PDF viewers.
7. If you have adjusted the size, save the changes by choosing the command File | Save as.
If you are using FlexiPDF in trial mode, you will see the following dialog box:

You now have two different options:

a. Save with watermark
Save your PDF with a watermark on all edited pages. You can remove this watermark later with the
purchased software.
Quick start 15

b. Activate
Unlock FlexiPDF with the product key you received when you purchased it. (For more information, see
Unlocking your software.) After you have unlocked it, of course, watermarks will no longer be added to
PDFs. You will also be able to remove existing watermarks. To do so, open the PDF with the unlocked
FlexiPDF and save it again.

Notes
§ If you have reached a final state for your document and you do not want the changes you have made to be
indicated any more, then save your work with the command File | Save as | Save as final.
The Highlight changes function mentioned above, as well as all change history data, grid lines and guides,
etc., will then no longer be displayed for this document the next time it is opened, but the changes
themselves will of course be preserved.
Quick start 16

Auto translation
Only available in FlexiPDF NX Universal

In each case, the Auto translation function can translate one page at a time in the current PDF, free of charge
subject to the usage limits (see "Usage" below). During translation, the page content is sent to a third-party
server in the cloud.
To translate a page, proceed as follows:
1. Open the original PDF and navigate to the page that you want to translate.

2. Choose the ribbon command Review | group Translation | Auto-translate .

3. In the following dialog box, select the desired target language for Translate to.

4. If the original and target languages have different writing directions, e.g. English >> Arabic, you can make it
easier to read the content by mirroring the page layout. To do so, click on the checkbox Flip page
horizontally. Page mirroring works best when the pages have a simple layout.
5. Optional step: Click on Usage to view the limits on translation that apply to your license. These usage limits
are different for demo versions and licensed versions of the software.
Quick start 17

6. Finally, click on OK in the main dialog box to start the translation process.
Important: Make sure that you have a backup copy of your PDF file as the translation cannot be undone.

7. The text content of the page is uploaded to the cloud for translation. The translated text is then inserted back
into the page. If some fonts do not have the required characters for the translated text, replacement fonts are
used instead.

Joining PDF files

FlexiPDF can quickly join multiple PDF files into a single document. Drag and drop any number of PDF files
onto the open (but empty!) program window of FlexiPDF.

Alternatively, proceed as follows:

1. Choose the ribbon command Document | group Edit | Join .

The dialog box Join Files appears.
2. Add more files or entire folders full of files by clicking on the Add Files or Add Folder buttons.
When you add folders, all PDFs in the folder and its subfolders are added. You can add an unlimited number
of files.
3. The order in which the files are displayed in the list is the order in which they are joined. To change the
order, click on a file and change its position in the list using the Up or Down button.
Quick start 18

4. Click on Join to start the process of merging the documents together. You will then be prompted to specify a
file name for the new merged document.
5. When the process is complete, FlexiPDF will ask you if you would now like to open the new document.

Notes
§ For more information on adding page numbers after joining, see Page numbering.
§ Encrypted PDF files cannot be merged. Before joining, remove all passwords and encryption. (For more
information, see Protecting Documents).
§ To add a new PDF to an open document, see "Inserting pages": From other PDFs.

Converting from a PDF into other formats

If you choose the command File | Export, you can convert a PDF file into HTML, text format, RTF or image
formats.
FlexiPDF can export a document either on a page by page basis or an article by article basis.

Exporting page by page

§ Choose the command File | Export | Pages as.

§ In the dialog box, select the page range that you would like to export.
§ At the bottom of the dialog box, you will find a summary of the output format and other export options that
have been set. Click on Format to change these options. For more information, see "Export options":
General tab.
Quick start 19

Exporting by article threads

§ Choose the command File | Export | Articles as.

If your document does not contain any articles, you can create new articles. (For more information, see
Creating article threads.)
§ Choose whether you want to export all article threads or only those that start on the current page. If no
articles start on the current page, only the first option is available.
§ At the bottom of the dialog box, you will find a summary of the output format and other export options that
have been set. Click on Format to change these options. For more information, see "Export options",
General tab.

Converting documents into PDFs

To convert any document into a PDF, simply "print" it with the FlexiPDF printer driver.
§ Open the document in the program you normally use to view it.
§ Print the document and select FlexiPDF as the printer.
§ If FlexiPDF is not displayed as an available printer, you may not have also installed the printer driver when
you installed FlexiPDF – the driver is an optional feature. See "Reinstalling the FlexiPDF printer driver"
below.
§ To change the paper size for the generated PDF file, click on Properties (or depending on the program:
Setup, etc.) and then click on Advanced.
§ Once the printout is finished, FlexiPDF starts and displays the new PDF file.
§ You can now edit and save this PDF file.
Quick start 20

Reinstalling the FlexiPDF printer driver

Exit FlexiPDF and start the FlexiPDF installer. Make sure that the option Install FlexiPDF PDF Printer is
enabled (see figure below).
If you need to download the installation program again, go to the SoftMaker website at www.softmaker.com.

Comparing files side by side

Only available in FlexiPDF Professional and FlexiPDF NX Universal

The Compare files function places two PDFs right next to each other. As you move around and zoom in and
out of one PDF, the movements are matched in the other PDF, thus ensuring that you see the same view of each
PDF.

Note: The program can only perform the Compare files function if both documents have the same number
of pages.

There are several ways to start a comparison:

Quick start 21

Simple comparison
The documents are displayed side by side, but differences are not highlighted.
For this purpose, select one of the following methods:
§ Drag two PDF files with the mouse onto an empty FlexiPDF program window. In the dialog box that
appears, select Side-by-side comparison.
The order in which you previously selected the files determines their placement. The first selected file is
placed on the right, and the second on the left. The file placed on the left can only be read but not edited.

§ Drag one PDF file with the mouse onto a FlexiPDF program window in which another PDF is already open.
In the dialog box that appears, select Side-by-side comparison.
Alternatively, choose the ribbon command Review | group Comparison | Compare files | Simple, and
select the file to be compared next to the PDF that has already been opened.
The file that was opened first will appear on the right, the other on the left. The file placed on the left can
only be read but not edited.

Advanced comparison
The documents are displayed side by side, and the differences are highlighted in red. You can set whether the
comparison displays changes in appearance (images, fonts, colors, etc.) or changes in the text context
(added/removed words).
For this purpose, select one of the following methods:

§ Choose the ribbon command Review | group Comparison | Compare files | Advanced, and select the
files you want to compare using the two Browse buttons in the dialog box.
The file selected above will appear on the right, while the file selected below will appear on the left. The file
placed on the left can only be read but not edited.
§ Alternatively, drag the PDF files into the program window, as described above for "Simple comparison",
and select Side-by-side comparison in the dialog box that appears. Then choose the ribbon command
Review | group Comparison | Compare files | Advanced.

In the open dialog box "Compare Files", both methods allow you to choose between the following options:
Detect difference in appearance: Select this option to detect changes to images, fonts, colors, etc. You can also
limit whether you want to ignore images and/or text. If you ignore both, the comparison will only be applied to
the vector graphics (drawings) in the PDF file.
Detect differences in text context: Only the text contained on each page will be compared. This mode can be
more useful when searching for textual differences than relying on the graphical appearance alone.

"Highlight differences" button

The options for highlighting differences, which are set in the dialog box for the "Advanced comparison", are
retained as global settings in FlexiPDF. Thus, they can be applied again directly the next time you compare
files.
Incidentally, this also works if the files were inserted as a "Simple comparison" (see above):
Quick start 22

Simply choose the ribbon command Highlight differences and the preset options of the dialog box for the
"Advanced comparison" will be applied.

"Refresh comparison" button

You can choose the ribbon command "Refresh comparison" to immediately update the comparison of the
two files if, for example, you have made changes to the open document on the right.

Selecting horizontal/vertical layout

Choose the ribbon command Review | group Comparison | Compare vertically to display the PDFs on top
of each other.

In the "Compare vertically" view mode, the editable PDF is located in the lower window.

Choose the ribbon command Review | group Comparison | Compare horizontally to display the PDFs
side by side.

In the "Compare horizontally" view mode, the editable PDF is on the right.

Exiting comparison mode

To exit comparison mode, select the currently active mode again.
If, for example, you are in the "Compare horizontally" mode, choose the ribbon command Review | group
Comparison | Compare horizontally again.
Quick start 23

Creating and filling in forms

FlexiPDF enables you to create and fill in both interactive and non-interactive forms.

Interactive forms
An interactive form is a specially prepared PDF for completion, which contains interactive elements such as
text boxes, buttons and lists. You interact with these elements, enter text and make selections. You can then
save, print or send this completed PDF to others via e-mail. For more information, see Interactive forms.

Traditional paper forms (non-interactive forms)

A non-interactive form is simply the PDF version of a traditional paper form. Normally, you would have to
print it and fill it in by hand. FlexiPDF enables you to use the Text Plus tool to fill in text boxes and
checkboxes. This speeds up the completion of forms enormously and the form remains digital – thus you can
easily send it by e-mail.

1. Select the Text Plus tool in the Quick access toolbar.

When you let the mouse hover over the form, FlexiPDF tries to highlight the areas to be filled.
2. Click in a highlighted area and start typing.
If you do not want FlexiPDF to try to automatically detect the size of the input field, press Ctrl when you
click in the area. You will then obtain a single-line input field.
3. When FlexiPDF detects that the element under the mouse cursor looks like a checkbox, it changes the cursor
to a hand.
Then click to mark the box with an X. Click again to remove the X.
4. If you do not want FlexiPDF to try to automatically detect checkboxes, press Ctrl when you click in the
area. You will then obtain a single-line input field.
Press Ctrl+Shift to force an X even if FlexiPDF does not detect a checkbox at this position.

Notes
§ The Text Plus tool creates new text boxes in any kind of PDF document and not just in forms.
§ The Text Plus tool only edits text that was created with this tool during the current or an earlier session and
does not edit existing text.
§ Since FlexiPDF tries to estimate the size and position of editable areas, incorrect results sometimes occur. In
this case, press Ctrl to ignore the estimate.
§ Completed forms are normal PDFs that can be viewed and printed with any PDF viewing application.
Quick start 24

PDF photo albums

If you drag and drop (any number) of pictures onto FlexiPDF , a new PDF file is created with each page
containing one of the dropped pictures.
To do so, proceed as follows:
1. Make sure that no documents are open in FlexiPDF .
2. Drag your selection of JPEG, TIFF or PNG pictures onto FlexiPDF and drop them there.
3. FlexiPDF creates a new PDF file in which each page contains one of the dropped pictures.
For more information about inserting and editing pictures, see Images.

Snapshots
Tip: For more information on exporting a particular image from your PDF file, see Extracting images. For
information on exporting entire PDF pages as image files, see Image output.

To take a snapshot of an area of a page and save it to a file, proceed as follows:

1. Choose the ribbon command Home | group Snapshot | Take snapshot .

2. Then use the mouse to drag a rectangle around the area of which you want to take a snapshot.
As soon as you stop dragging, the box will be fixed and the dialog box Save Snapshot will open.

3. Select the Resolution of the snapshot. The higher the value, the more details the saved picture will contain
and the more disk space it will need.
Quick start 25

4. Select the desired Format for the output (PNG, JPEG or TIFF).
5. Select the Color Depth for the snapshot.
RGB (red/green/blue) is full color, while all other options are black and white variations.
6. If you would like a transparent background for the snapshot, click on Retain Transparency.
This option is only available when selecting the PNG format with the RGB color depth.
7. Press OK and enter a file name for the saved picture.
Editing text 26

Editing text
In this chapter, you will learn how to add and edit texts in FlexiPDF.
For information on formatting text, see the following chapter Formatting text.

Adding new text

Adding a single-line text box

Add a new single-line text box as follows:
1. Select the Text Plus tool in the Quick access toolbar.
2. Click in the document to create a single-line text box with a fixed height. This adjusts its width when typing.
3. If the font size is too large, a small red text overflow box will be displayed at the right edge of the text box.
You can change the size of the text box with the handle on each of the four sides.

Using the text tool

You can add new text at any time by dragging a new text box of the desired size with the mouse.
1. Select the Text edit tool in the Quick access toolbar.
2. Click in the document and drag the text box to the desired size.
3. Before typing, select the desired font and size on the ribbon tab Home | group Character.
4. If there is too much text, the text box will be extended downwards. You can adjust the size of the text box by
dragging one of its handles. The text box will then remain as large as you set it.
5. If you see the red text overflow box at the right edge of the text box, it means that the text does not fit
completely into the box. Resize the box by dragging the handles at the edges of the text box.

Selecting the right language

Remember the following when editing a PDF written in several different languages:
§ Hyphenation only works if the correct language was selected with the command File | Options on the
Spelling tab. If the desired language is unavailable, we recommend that you disable hyphenation.

Note: Hyphenation only works if you have formatted text as justified.

Editing text 27

§ The spell check also requires the correct language to be specified with the command File | Options on the
Spelling tab.
§ FlexiPDF only supports the editing of texts that are read from left to right. The editing of Arabic and
Hebrew texts is thus not supported.

Unicode support
FlexiPDF supports the copying and pasting of double-byte characters.
On a Windows computer, a double-byte character can be typed directly by holding down the Alt key while
entering the decimal value of the character via the numeric keypad. (Make sure that the Num key is enabled.)
The character is inserted as soon as you release the Alt key.
For example: Alt 0190 = ¾
The character codes can be found via the Character Map utility of Microsoft Windows. For this purpose, enter
the search term "character map" in Windows.

Editing an existing text

You edit existing text as follows:
1. Select the Text edit tool in the Quick access toolbar.
2. Click on a block of text to start editing. The block of text to be edited will be highlighted with a border and
the ruler will be enabled.
You can now choose the commands of the ribbon tab Home | group Character to format the text. For more
information on formatting, see Formatting text.
Editing text 28

3. When you start editing, spacing, paragraph marks and line breaks are displayed in pink. These become
invisible again after completing the editing.
By choosing the command Home | group Text box | Non-printable characters , you can disable the
appearance of these characters.
4. To see the boundaries of all text boxes on a page, choose the ribbon command View | group View | Text
box boundaries .
5. To insert a line break without starting a new paragraph, press Shift+Enter key.
6. The ruler above the page shows you the width of the page, the first-line indent as well as the right and left
indents.

Drag the margin markers shown above to change the indent to the right, left and in the first line.

Notes
§ For more information, see Basic text editing.
Editing text 29

Editing text across columns and pages

When you link text boxes, you can easily edit the text they contain across all text boxes. The text boxes remain
linked even after you close and reopen the PDF if you have enabled the option Store layout info in PDF. (For
more information, see Options: Saving tab).
You link text boxes as follows:

1. Use the Text edit tool or the Object tool .

2. Click on any text box.
At the top right, an additional ribbon tab Format appears with the heading Text box.

3. Choose the command Format | group Inner text | Link text boxes .
4. Click in the center of each text box that you want to link. The box will be highlighted and a number will
appear in its center. This number shows the order in which the text will flow between the boxes. Click on
the box again to remove it from the flow.
5. Simply add more boxes with a mouse click. You can change pages and thus add text from different pages to
the flow.
6. To start a new separate chain of boxes, click on a blank area of the page. The currently linked text boxes are
now displayed again without a number. Then repeat the action from step 4.
7. When you have finished, select the Text edit tool in the Quick access toolbar. If you now click on one
of the linked text boxes, you can view the flow again and edit the text it contains.

Disconnecting linked text boxes

If you want to disconnect linked text boxes from each other, select the Text edit tool and click on one of
the text boxes.

Choose the ribbon command Format | group Inner text | Link text boxes (click on the small arrow of the
icon) and select Disconnect in the menu that appears.
Alternatively, you will also find this command in the context menu: Text Box Disconnect

Notes
§ Before you link text boxes, each text box ends with a paragraph break. When linking, FlexiPDF checks
whether these breaks are necessary or just a consequence of the text breaking across multiple text boxes.
Unnecessary paragraph breaks are removed. However, FlexiPDF does not necessarily detect all unnecessary
paragraph breaks. After reflowing, individual unnecessary paragraph breaks may occur in the middle of a
text box. Remove them to restore the original text flow.
§ When you link text boxes, the text will not be reflowed immediately; it should thus look unchanged. If you
reload and edit a document with linked text boxes, however, those boxes will be reflowed prior to your first
edit. This is when you will notice possible problems with the text flow.
Editing text 30

Text overflow
If you enter too much text, any text that does not fit into the text box will be hidden.
A small "text overflow square" will then appear in the lower right corner of the text box to warn you that
certain parts of the text are not visible.

Reshaping the text box

To reveal the hidden text, enlarge the text box by dragging the handles at its edges.
To do so, use the Text edit tool or the Object tool in the Quick access toolbar.
You can link multiple text boxes so that the text can flow between them. For more information, see the previous
section Editing text across columns and pages.

Other ways to prevent text overflow

§ Reduce the size of the text by:
- changing the font size of the text
- changing the line spacing
- or changing other spacing such as letter spacing.
§ Use the Text fitting function to automatically adjust text to the text box.

Note
§ When you save a PDF, FlexiPDF checks for text overflow and displays the first instance that was found. The
red boxes are only aids for you and are not visible in other PDF viewers.
Editing text 31

Spell check
After editing, it is useful to check the spelling of each added text. You can check the correct spelling of the
words in three ways:
§ Check the words within the selected text: To do so, select the text.
§ Check the words in the active text boxes: To do so, select the text boxes.
§ Check the entire document: To do so, make sure that no text box is selected.

By choosing the ribbon command Review | group Text | Spell check or pressing the F7 key, the dialog box
Spelling will appear. Each unknown word will not only be displayed in the dialog box but will also be
highlighted on the page.

§ Click on Change to correct the unknown word with the selected suggestion (or double-click on the
suggestion). You can also enter the correct spelling yourself in the Change to field if there is no suitable
suggestion.
Clicking on Change All will correct all other occurrences of this word in this manner.
§ Select Add to include the unknown word in the user dictionary. From now on, it will be recognized as a
correctly written word.
§ Clicking on Ignore will skip this spelling error and it will not be corrected.
Clicking on Ignore All will ignore any other occurrences of this word.
§ If the language that was used for the spell check does not match the language of the document, click on the
Language hyperlink to select the correct language.
Editing text 32

Notes
§ Be careful when changing text in paragraphs that have an unusual shape (for example, those that flow
around graphics). If these paragraphs are reflowed, their layout may be lost. For information on how to edit
such paragraphs, see Letting text flow around shapes.
§ If the words in the Suspect field appear illegible or contain strange characters, this means that the text could
not be extracted correctly from the PDF file. This is due to an incorrect font encoding of the PDF file and it
cannot be corrected with FlexiPDF.
§ You can edit the content of the user dictionary. For more information, see User dictionaries.
§ FlexiPDF warns you if the replacement text cannot be rendered in the font of the misspelled text. In this
case, you will be prompted to select a different font.
§ Words that include numbers cannot be added to the user dictionary. However, you can skip them with the
Ignore All button.

User dictionaries
If you click on Add during the spell check, FlexiPDF "learns" the word by adding it to the user dictionary. User
dictionaries are normal text files.
If you inadvertently add a word, you can edit the user dictionary using a text editor such as Notepad. You can
also use a text editor to add new words to the user dictionary, for example, words that you have already added
to the spell check of your Office suite.

Storage location of user dictionaries

The user dictionary files for all languages are created in the same folder. They are created for a language the
first time you add a word to the spell check.
Storage location on Windows Vista, 7, 8 and 10:
C:\Users\<username>\AppData\Roaming\Aspell\personal
or
C:\Users\<username>\AppData\Local\Aspell\personal

User dictionary format

The *.pws dictionary files are simple word lists, with each word on its own line. Example:
personal_ws-1.1 es 7
Adstract
Technology
SoftMaker
Ltd
Editing text 33

Bushnell
Norwich
Guy

The number at the end of the first line represents the number of words in the list. It is preceded by the language
code, which is 'es' for Spanish in this case.
Changes to the user dictionary will only take effect when you restart FlexiPDF.

Counting words
You can use the Word count to display the number of words (and letters) in the open document. You can also
set counting to be performed only within a specific page area or paragraph.

Counting the words and letters of the document or a page area

1. Choose the ribbon command Review | group Text | Word count .

2. In the following dialog box, select the option Pages.
Optional: On the right, limit your selection to a desired page area.
3. Click on the Count button.
As a result, you obtain the number of words and letters for the document or page area.

Counting words and letters of a specific paragraph

1. Use the Text edit tool from the Quick access toolbar to click on the desired paragraph.

2. Choose the ribbon command Review | group Text | Word count .

3. In the following dialog box, select the option Current story.
4. Click on the Count button.
As a result, you obtain the number of words and letters for the selected paragraph.

Character palette/Special characters

Open the dialog box Character Palette to use characters that are awkward to enter via the keyboard or to check
the selection of characters for a specific font.

1. Use the Text edit tool from the Quick access toolbar to click in the desired text.
Editing text 34

2. Choose the ribbon command Insert | group Text | Symbol .

3. Use the dropdown list at the top of the dialog box to select the desired font. The displayed fonts are either
embedded in the PDF file or installed on your computer.
4. Click on a glyph (a character shape) to select it and see its properties:
Glyph: internal name of the character in the PDF (not always available)
Character: official description according to Unicode documentation
Font: type of font from which the character originated
5. Click on the Insert button to insert the character into the PDF document (or double-click on the character).
6. You can use the Remap button to redefine the meaning of badly mapped glyphs if necessary. For more
information, see Remapping fonts.

Text alignment (vertical)

FlexiPDF can align text inside a text box so that it is positioned at the top, middle or bottom of a text box.
Editing text 35

Tip: However, FlexiPDF is also capable of Text fitting (automatically) by changing different aspects of the text
formatting.

1. Select the Text edit tool in the Quick access toolbar.

2. Click in the text box that you want to edit.
3. On the ribbon tab Home | group Text box, select a vertical alignment.

Note
§ In linked text boxes, the alignment is always at the top edge.

Text alignment (horizontal)

FlexiPDF can align text from the entire text box or individual paragraphs in a text box in a left-aligned,
centered, right-aligned or justified manner.

1. Select the Object tool in the Quick access toolbar.

2. Click in the text box that you want to edit.
3. On the ribbon tab Home | group Text box, choose a horizontal alignment.

Aligning individual paragraphs of a text box horizontally

If you want to apply an alignment to individual paragraphs of a text box, proceed as follows:

1. Select the Text edit tool in the Quick access toolbar.

2. Click in the text box that you want to edit and select the desired paragraph.
3. On the ribbon tab Home | group Text box, choose a horizontal alignment.

Text fitting (automatically)

FlexiPDF can fit text automatically to a text box by stretching or shrinking different size aspects so that the text
remains appealing. The degree of adjustment can be tailored to your needs. For example, translators can use all
options to ensure that the translated text will always fit, regardless of its length.
Editing text 36

If there is too much text...

1. Select the Text edit tool in the Quick access toolbar.

2. Click in the text box that you want to edit.
At the top right, an additional ribbon tab Format appears with the heading Text box.
3. Here, choose the ribbon command Format | group Inner text | Fitting .
The following dialog box opens:

4. Set a check mark in front of Try to shrink to fit to reduce the Letter spacing and fit the text as a result. This
is a fine adjustment (the equivalent of -35 in the letter spacing palette). Thus, if there is clearly too much text
in the text box, this will not be enough.
5. Select Reduce font size by to adjust the font size of the text to fit the text box. This works together with the
letter spacing adjustment from step 4. and results in a more noticeable effect. However, this does not always
result in the desired fit.
Select the maximum size reduction that can be usefully applied. A value of 30% should suffice initially. If
this is insufficient, select a larger value. If you feel that the font size is becoming too small, try the next step.
6. Select Reduce line spacing to adjust the spacing between lines and paragraphs. This works together with
the letter spacing adjustment (step 4.) and the font size adjustment (step 5.) and results in an even more
noticeable effect. Thus, if you think you need to reduce the font size too much, applying this option should
help. Use this option only if you do not need to maintain the alignment with the original baseline grid of the
page.

If there is too little text...

1. Select the Text edit tool in the Quick access toolbar.

2. Click in the text box that you want to edit.
3. Choose the ribbon command Format | group Inner text | Fitting.
Editing text 37

4. Set a check mark in front of Try to stretch to fit to expand the Letter spacing and thus fit the text. This is a
fine adjustment. Thus, this will not be enough when there is far too little text to fill the text box.
5. Select Increase font size to carefully fit the font size to the text box. This works together with the letter
spacing adjustment from step 4. and results in a more noticeable effect. However, this does not always result
in the desired fit.
6. Select Increase line spacing to adjust the spacing between lines and paragraphs. This works together with
the letter spacing adjustment (step 4.) and the font size adjustment (step 5.) and results in an even more
noticeable effect. Use this option only if you do not need to maintain the alignment with the original
baseline grid of the page design.

Notes
§ As the text fitting is very time-consuming, you should not do it until you have finished editing the text.
§ The selected text fitting is saved and applied the next time you open the PDF file if you have enabled the
option Store layout info in PDF. (For more information, see Options: Saving tab).

Letting text flow around shapes

Sometimes, the text in a box has to flow around another shape (for example, a picture or a chart).
For this purpose, you can adjust the right or left margin of each paragraph of a text box. For more information,
see Margins and indents.

It's faster if you just adjust the width of the affected lines:
Editing text 38

Manually adjusting the line width

1. The text below should wrap around the turquoise rectangle.

2. Use the Text edit tool in the Quick access toolbar, and select the lines that have to be moved.

3. At the top right, the additional ribbon tab Format will be displayed with the heading Text box.
Here, choose the ribbon command Format | group Inner text | Line width | Manual.
4. A border will be drawn around the affected lines, and the ruler will be highlighted in blue.
5. Select single or multiple lines again and drag the right-margin marker on the ruler to the left until the text no
longer touches the turquoise rectangle.
Editing text 39

6. The text box will be reflowed, and the adjusted lines will remain shorter than the other lines. They will no
longer cover the turquoise rectangle.

Note
§ The fact that a line is in manual adjustment mode is not recorded when you save the PDF. If you reopen the
file and edit the text that was previously reflowed in this manner, it will revert back to the original paragraph
margins. In our example, it will then protrude again into the turquoise rectangle.

Rebuilding text boxes

FlexiPDF cannot always automatically detect the logical (read) order in which texts are arranged, as this
information is not saved in the PDF file. Thus, you can instruct FlexiPDF to regroup several text blocks on a
page and create a new text box with them.
This technique is also useful for translators if individual paragraphs are output in the wrong order. Regrouping
can address some of these problems.
Editing text 40

Example
In this example, the parts of the text were created incorrectly by the program. FlexiPDF has created numerous
overlapping text blocks, which makes editing difficult.

In some cases, the text was combined from two columns into a single wide text block.

Tip: To show the boundaries of the text boxes as in the example, the Text edit tool was selected and the
ribbon command View | Text box boundaries was enabled.

You rebuild text boxes as follows:

1. Select the Text edit tool in the Quick access toolbar.
2. Drag an area that includes all the text boxes whose text you want to combine.
Editing text 41

3. Choose the ribbon command Format | group Inner text | Merge and choose the command Rebuild in
the menu that appears.
Alternatively: Right-click to open the context menu and select Text Box Rebuild.
The text of all the included text boxes will now be transferred to a new text box and will be sorted line by
line. This will remove the text from the text boxes; if the text boxes become empty as a result, they will also
be removed. In most cases, a text that is regrouped in this manner is easier to edit and represents the logical
structure of the content more precisely.

Merging text boxes

Vertically aligned text boxes can be merged together into a single box.
(This is an alternative to linking text boxes together, which is handy for reflowing across columns or pages and
is described in Editing text across columns and pages.)

Example
In this example, FlexiPDF created three text boxes for the text.
Editing text 42

This will lead to the wrong result if the text is reflowed. Thus, the text should be combined into a shared text
box.

1. Use the Object tool from the Quick access toolbar.

2. Click on the text boxes that you want to join. Make sure that you start with the top text box.
3. Click on each additional box while holding down the Shift key. This allows you to add one text box in each
case to your selection.
4. At the top right, an additional ribbon tab Format appears with the heading Text box.
Here, choose the ribbon command Format | group Inner text | Merge | Merge vertically to join the
three text boxes into one. Only boxes in the same vertical row running from top to bottom will be joined.
Alternatively, you will find this command in the context menu: Text Box Merge Vertically.
5. The joining combines the text into a single text box with correct text flow.
Editing text 43

Splitting text boxes

If you want to format individual paragraphs of a text box instead of the entire text box, you can choose Split
paragraphs to split the text box into paragraphs. FlexiPDF then creates a separate text box for each paragraph.

1. Use the Object tool from the Quick access toolbar.

2. Click on the text box that you want to split.
At the top right, an additional ribbon tab Format appears with the heading Text box.
3. Here, choose the ribbon command Format | group Inner text | Split | Split paragraphs.
Alternatively, you will also find this command in the context menu: Text Box Split Paragraphs.
The text box is now divided into individual text boxes for each paragraph, which can be edited individually.

Separating selected text to form a separate text box

If you only want to separate a specific selected section of text from a text box to form a separate text box, you
can do so as follows:

1. Use the Text edit tool from the Quick access toolbar.
2. In the relevant text box, select the section of text that you want to separate to form a separate text box.

3. Choose the ribbon command Format | group Inner Text | Split | Rebuild with selected text.

Remapping fonts
Each font in a PDF file contains a table in which the glyphs (the shape descriptions of the individual characters)
are mapped to their meaning ("That is an A"). It would not be possible to edit or export text without such a
table. This table is incorrect in some PDFs.
FlexiPDF can repair the table so that it and and other PDF editors can edit and export the text correctly.

Manually correcting the font mapping

1. Choose the ribbon command Document | group Extras | Fonts | Remap fonts to open the dialog box
"Remap fonts". This is similar to the dialog box Character Palette.
2. Click on the glyph that is incorrectly mapped.
Editing text 44

In this example, the shape description '6' is incorrectly mapped to the '&'. If you converted this PDF to
HTML, any occurrence of a 6 would be output as &.
3. Press 6 on the keyboard to remap.
4. The glyph display will be changed, whereby shape 6 and mapping 6 will be displayed with yellow
highlighting in the lower right corner.
5. The next glyph in the table will be automatically selected.
6. Continue pressing the keys on the keyboard to correctly map each glyph in order.
7. Press OK to repair the PDF with the mapping you just specified.

Automatically correcting the font mapping

FlexiPDF also provides the option of an automatic repair. If, in the dialog box "Remap fonts", you click on the
Auto Correct button, FlexiPDF uses optical character recognition (OCR) to identify the glyphs in the selected
font.
This procedure is faster than a manual correction. However, OCR can cause errors in some cases. You will then
have to make the corrections manually in accordance with the steps shown above.
The Auto Correct function is limited to Latin characters and a few accented glyphs. It is best used on fonts
with basic Latin glyphs.

Converting text into outlines

If you have trouble printing certain PDFs because of incorrect fonts or glyphs, you can convert the text into
vector outlines (contours of letters).
To do so, proceed as follows:
1. Choose the command File | Save as | Save as (convert text to outlines).
2. Choose a file name for the new PDF that you want to create.

Notes
§ Such converted text can no longer be edited by FlexiPDF or other programs.
§ Text converted into outlined characters no longer benefits from font hinting, which improves the display
quality of the text on screens and low-resolution printers.
Editing text 45

§ After conversion, you are guaranteed to avoid all font-related printing problems, since fonts will no longer
play a part in the PDF (it will just be pages of vector art).
§ The conversion affects the entire document and cannot be undone.

Editing tables
To edit text in tables without disturbing the layout, you should mark the table area as a FlexiPDF Table Box.
For more information, see Marking a table. It is best to mark tables in this way before you start editing a page.
FlexiPDF tries to create each table cell as a separate text box. This does not replace a complete table editor
(such as in a word processor), but it makes editing easier.

Note
§ If you would like to add or move table rows, select the Object tool in the Quick access toolbar and use it
to move or duplicate entire columns or rows of these text boxes.
Formatting text 46

Formatting text
Format text in FlexiPDF with the desired font, font color, bold, etc.
For more information, see the following pages.

Font
To select fonts, use the dialog box Font Browser.

Changing the font used for the text

1. Select the Text edit tool in the Quick access toolbar and select the text whose font you want to change.
Alternatively, use the Object tool to click on the text box that you want to edit.

2. On the ribbon tab Home | group Character, click on the font selection (marked in red here):

3. The dialog box Font Browser opens and displays the font of the selected text.
Formatting text 47

Fonts that were used in the PDF are displayed above the '-------' separator, while the fonts installed on your
computer appear below it.
4. If the selected text contains more than one font, no current font is shown, and the Font Preview field will
initially remain empty.
5. Click on the font in the list Family. Next to each entry, you will see a small preview. By default, this
previews ABfg27. If, however, a font does not have these characters (for example, a symbol font), the first
characters of the font will be displayed instead.
6. Click on the entries in the Variation list on the right to switch between different font styles of the same font.
7. The Font Preview at the bottom of the window shows you how the selected text looks in the relevant font.
8. If the selected font does not contain all the characters that are required for the selected text, the window will
display the message, "This font does not contain all the characters required," and the missing characters will
appear as white rectangles in the Font Preview.
9. You can use the Filter input field to find fonts. As soon as you type something into the input field, the list
Family displays only font families whose names contain your filter text. You remove the filter by clicking
on the Reset button.
Formatting text 48

Notes
§ The Font Browser displays all fonts that were used in the PDF and also displays all TrueType and
OpenType fonts which are stored on your computer in the Windows\Fonts folder.
§ FlexiPDF searches for installed fonts only in Windows\Fonts. If you use a font manager, these fonts may
not be available in FlexiPDF.

Font size
Change the font size of text on the ribbon tab Home | group Character.
Proceed as follows:
1. Select the Text edit tool in the Quick access toolbar and select the text whose font size you want to
change.
Alternatively, use the Object tool to click on the text box that you want to edit.

2. Click on the small arrow to the right of the Font size (marked in red here).
Formatting text 49

3. Set the desired font size:

The dropdown list offers the most common font sizes, which you can select via a mouse click. However, you
can manually enter other values in the field at any time.

Tip: The icons in the group Character can be used to increase or decrease the font size by one
level.

Color
Each text has two color settings:
§ Outline color (stroke color)
§ Fill color (interior color)
One of them can be invisible, but not both at the same time.

Outline, no fill Fill, no outline Outline and fill

To change the text color:

1. Use the Text edit tool from the Quick access toolbar, and select the text that you want to edit.
Alternatively, select the Object tool , and click on the text box that you want to edit.

2. On the ribbon tab Home | group Character, click on the arrow of the icon for font color to open its
menu. Here, you can apply a Fill color directly from the predefined colors and apply an Outline color with
the menu item below.
3. If you want to apply advanced color options, select More in this menu to open the dialog box Color Picker.
Formatting text 50

Colors for text as well as colors for objects are set via this dialog box Color Picker. For more information,
see Changing color.

Bold and italics

FlexiPDF has buttons for switching between normal, bold and italic text. If a variation of a font is not available,
FlexiPDF can simulate this effect.

Actual bold text

1. Use the Text edit tool from the Quick access toolbar and select the text that you want to edit.
2. On the ribbon tab Home | group Character, click on the Bold text button .

Alternatively:
1. Select the Object tool and click in the text box that you want to edit.
2. Click on the Bold text button .

If there is a bold variation of the enabled font, FlexiPDF switches to it. For example, Arial becomes Arial Bold.

Simulated bold text

If a bold variation is not available for the selected characters, FlexiPDF simulates it by displaying the characters
with a slight offset multiple times (overprinting).
The simulated bold text below is written in the Juice ITC font, for which there is no bold variation.

Here, you can clearly see that FlexiPDF overprints the text to simulate the bold effect.
The font name is not changed to a bold variation on the ribbon tab Home | group Character, but the Bold text
button is displayed as pressed. This indicates the simulated bold text.
Simulated bold text does not have the same quality as real bold text, but it is a good solution if there is no bold
variation of a font.
Formatting text 51

Italic text
FlexiPDF cannot simulate italic text in the same way as bold text. If a italic variation is not available for the
selected characters, FlexiPDF issues the following warning:

Notes
§ When you start editing text, FlexiPDF searches the text for simulated bold text and tries to convert it into
"real" bold text. If this does not work or takes too long, you can disable it with the option Detect bold /
overprinted text. For more information, see Options: Advanced tab.
§ Bold text cannot be undone if a plain font variation is not available, unless the font was previously simulated
in bold.

Underline and strikethrough

On the ribbon tab Home | group Character, you will find the commands that are used to Underline and
Strikethrough text.
Proceed as follows:
1. Use the Text edit tool in the Quick access toolbar, and select the text that you want to edit.
Alternatively, use the Object tool to click on the text box that you want to edit.

2. Click on the Underline or Strikethrough button.

3. For more control over the width, color and position of the underline or strikethrough, there are other options:
After you have applied an underline or strikethrough as described above, click on the small arrow of the
Underline or Strikethrough button, and select More in the menu that appears.
This will open the dialog box Underline Options or Strikethrough Options. For more information, see
below.
Formatting text 52

Underline and strikethrough options

You can use the dialog box to change the color, thickness and position of the line.
Examples of effects:

Offset -6 points
(for a 12 pt font size)

Offset +6 points
(for a 12 pt font size)

Weight 0 pt (hairline)

Text with background

Color
By default, the respective text colors are used for underlines and strikethroughs. To apply a different color,
remove the check mark for Same as text. You can now click on the Color button to select a new color in the
dialog box "Color Picker".
In this dialog box, set the desired Fill color. For more information, see Color.

Notes
§ Underline: The underline is located at the level behind the text.
§ Strikethrough: The strikethrough is located at the level in front of the text.
Formatting text 53

Superscripts and subscripts

You can add a superscript (for example, r2) or a subscript (for example, H2O) to text. The commands for this
can be found on the ribbon tab Home | group Character.

Select the text with the Text edit tool and click on the respective icon for a simple Subscript or
Superscript.

If necessary, you can resize the superscript or subscript text by applying a different font size to the selected text
on the ribbon tab Home | group Character.

Note
§ Use the command Rise if you want to make a more precise adjustment to the vertical position of superscript
or subscript text.

Change capitalization
You can convert selected text to uppercase or lowercase letters.
Proceed as follows:
1. Select the Text edit tool in the Quick access toolbar and select the text that you would like to change.

2. On the ribbon tab Home | group Character, click on the icon .

3. A menu opens for applying Change capitalization to the text.
Note: Applying the "Change capitalization" options is an actual spelling change that is also perceived as such
by the spell check.
If uppercase words are to be ignored during the spell check, you can change this in Options: Spelling tab.

Margins and indents

You can set the indent on the right or left and the first-line indent. These indents always apply to complete
paragraphs.

1. Select the Text edit tool in the Quick access toolbar.

Formatting text 54

2. Click on a paragraph or select a text block that spans multiple paragraphs.

3. To change one of the margin settings, drag the relevant handle in the ruler to the desired position.

The picture shows the moving of the triangle for the first-
line indent. As you drag, a dotted line will appear in the text
to help you align the indent with other objects on the page.

The first-line indent was changed in such a manner that it

starts text with an indent.

To set a hanging indent, move the left margin (the lower

left triangle) inwards without moving the first-line indent.

When you move the small rectangle below the bottom

triangle, you then change both the first-line indent and the
left margin.
Formatting text 55

Notes
§ For more information on settings for text that flows around images and drawings, see Letting text flow
around shapes.

Ruler units
You can change the units of measurement of the ruler. The dialog box Options provides centimeters,
millimeters, inches, points and picas. Changing the unit of measurement affects all dialog boxes and setting
options that contain units of measurement in any form.
1. Choose the command File | Options.
2. Switch to the Editing tab.
3. Select a unit from the dropdown list Unit of measurement.

Background color
A text box can have a transparent, white or black background. The last two options are useful for hiding
elements behind a text box.
In this example, we would like to cover the name Wilhelm Korte on the scanned page with the new name Hans
Keppler.
§ The new text is displayed in red (if the option Show changed text in: red is enabled). For more
information, see Highlighting changes).
Formatting text 56

§ If you place the text on the existing name, both names will be visible:

§ Choose the ribbon command Format | group Format | Background color | White to give the text box a
white background.
Formatting text 57

For the sake of simplicity, FlexiPDF only offers transparent, white and black as background fills.
Tip: If you need a different color, simply use the drawing tools to insert a rectangle in the desired color and
place it in the layer between the new and old text.

Text highlighting (Text highlight tool)

Once you have applied Text highlighting (Text highlight tool) to a text, you can customize its properties.

1. Select the Text edit tool in the Quick access toolbar.

2. Select a highlighted text or set the text cursor in it.

3. On the ribbon tab Home | group Character | Text highlight tool , click on the small arrow of the icon to
open its menu.
If you select More, the program will display the following dialog box:
Formatting text 58

4. Click on Fill color to select a new color for highlighting.

5. Adjust the Opacity of the color by dragging the slider. 100% is opaque, 0% is transparent.
6. You can change the name under Author. The date cannot be changed. Both will be visible in a related sticky
note if you double-click on the highlighting.

Tabs
Tabs can be used to create tabular layouts. You can choose between right-aligned, left-aligned and centered
tabs. You can also specify whether the tabs should be displayed with or without leaders.

The ruler shows a left-aligned, centered and right-aligned tab.

Formatting text 59

Tab characters appear as pink arrows during editing.

Creating and deleting tabs

First, select the Text edit tool in the Quick access toolbar and select the desired paragraph in a text box.
You can then use the following procedures in the ruler:
§ Click on the position in the ruler where you want to place a tab.
§ Click on and drag an existing tab to move it to a new position.
§ Click on and drag an existing tab directly from the ruler in order to delete it.
§ Right-click on a tab in the ruler to switch between a right, left or centered alignment.

Notes
§ Tabs are retained even after you close and reopen the PDF.
§ Tab positions can also be beyond the right and left margins of the text box.

Leaders
If you added a tab to the ruler, as described in the previous section, you can set the leader character for the tab.
1. In the ruler at the top of the window, position the mouse cursor on the tab that you want to change.
2. Right-click to display the Tab menu and select Tab Options.
3. Enter the desired leader for Leader Character, for example, '.' for dots.
Formatting text 60

You can set any character as a leader.

Trailing leaders
To set the behavior of the leaders during wrapping at the end of the line, enable the checkbox Trailing
Leaders. FlexiPDF then adds the leaders to the end of the line for lines that wrap due to a tab.

Notes
§ Trailing leaders cannot be selected or edited with text or object tools because they are created automatically.

§ Trailing tab leaders extend up to the right margin of the text box.
Spacing 61

Spacing
Select text with the Text edit tool and choose the command Spacing on the ribbon tab Home | group
Character to open the dialog box Text Spacing. In it, you will find the options that can be changed:
§ Letter Spacing and Word Space
§ Line Spacing
§ Paragraph Spacing

Press to reset both the letter space and word space to the default value 0.

To change the current line space, you can also select the Line spacing button on the ribbon tab Home |
group Text box.

Letter spacing
The space between individual letters can be set with an accuracy of em/1000. This is very useful for achieving
certain layout effects, such as fitting text into a particular area by reducing or expanding the letter spacing.

Letter spaces are measured in "em". 1 em is the width of the

letter "M" in a font.
Spacing 62

Letter space and word space

In PDF documents, the space between words can also be varied. However, this technique is used less frequently
than letter spaces.

Adjust letter and word space

To adjust the space between letters and words, proceed as follows:

1. Select the Text edit tool in the Quick access toolbar.

2. Select the text that you want to customize.

3. Choose the ribbon command Home | group Character | Spacing and scaling , and select Spacing in the
displayed menu to open the following dialog box:

4. You can change the spacing between letters and words by entering positive (increased spacing) or negative
(reduced spacing) values and confirming them with the Enter key.
5. Press to reset the letter space and word space to the default value 0.
6. When you have finished your entries, close the dialog box with the x button in the upper right corner.

Note: Confirm entered values with the Enter key before closing the dialog box.
Spacing 63

Notes
§ You can use the shortcut key Ctrl+Shift+[ to reduce the letter space of the selected text, and the shortcut
key Ctrl+Shift+] to increase the spacing.
§ In addition to the letter space, there is also the option Horizontal scale. Changing the Horizontal scale does
not change the space between the letters but the width of the characters themselves – thus the letters are
distorted.
§ The word spacing value is ignored when text is fully justified.

Line spacing
For paragraphs with more than a single line of text, you can specify the spacing between each line of the
paragraph.

Via the "Line spacing" button in the command group Text box

Common line spaces can be quickly and easily applied via the Line spacing button on the ribbon tab
Home | group Text box.

Select the Text edit tool in the Quick access toolbar, and select the text that you want to fit. Clicking on the
Line spacing button opens a menu with the following selection, which you can apply directly to the selected
paragraph:
§ 1x line spacing
§ 1.5x line spacing
§ 2x line spacing
If you select Custom, the dialog box Text Spacing appears. This allows you to set the paragraph space to any
value. For more information, see below.

Via the dialog box "Text Spacing"

Use the dialog box Text Spacing to set the line space to a custom value so that you can set any of your own
values beyond the aforementioned values of 1x, 1.5x and 2x.

1. Select the Text edit tool in the Quick access toolbar.

2. Select the text that you want to fit.
3. Choose the ribbon command Home | group Text box | Line spacing and select Custom in the menu
that appears.
Alternatively, you can also choose the ribbon command Home | group Character | Spacing and scaling
and select Spacing in the menu there.
Spacing 64

The program displays the following dialog box:

4. Select the Line Space mode: Multiple, At least or Exactly.

Multiple
Use Multiple mode to set spaces such as "2.5 lines". The line space is thus set to 2.5
times the line height.
In Multiple mode, selecting a line space with a value of 1 or 1.5 or 2 has the same
effect as using the above buttons on the ribbon tab Home | group Text box for
single, 1.5x or 2x line spacing.

At least
This figure illustrates how the At least mode works. This mode lets you specify the
minimum space FlexiPDF should leave between the lines (measured in points).
To prevent the line with the word "wheels" from colliding with the line above it,
FlexiPDF automatically increases the line space.

Exactly
This figure illustrates how the Exactly mode works. This mode allows you to set the
line space exactly (measured in points).
FlexiPDF always uses the exact same line space for all lines, even if lines collide
with each other.

5. When you have finished your entries, close the dialog box with the x button in the upper right corner.

Note: Confirm entered values with the Enter key before closing the dialog box.

Paragraph spacing
After the Text edit tool in the Quick access toolbar is enabled, you can add vertical space between
paragraphs in two ways:
Spacing 65

§ Method 1
Add a blank line between two paragraphs by pressing the Enter key or Shift+Enter key.

§ Method 2
Select the text for which the space between paragraphs is to be changed. If you only want to change the
space to the next paragraph, it is sufficient to place the mouse cursor in the previous paragraph.
Then choose the ribbon command Home | group Character | Spacing and scaling , and select Spacing
in the displayed menu to open the following dialog box:

Here, you can set exact values for the Para Space in units of measurement of your choice.

There are no spaces between the paragraphs on the right.

Here, the Para Space was set to 6 points.

You can set the Para Space for multiple paragraphs at the same time by
selecting them beforehand.

When you have finished your entries, close the dialog box with the x button in the upper right corner.

Note: Confirm entered values with the Enter key before closing the dialog box.
Spacing 66

Horizontal scale
You can change the space between letters as described in Letter spacing. Furthermore, there is another option:
Horizontal scale.
Changing the Horizontal scale does not change the space between the letters, but the width of the characters
themselves – thus the letters are distorted.

To do so, proceed as follows:

1. Select the Text edit tool in the Quick access toolbar.

2. Select the text that you want to fit.

3. Choose the ribbon command Home | group Character | Spacing and scaling , and select Horizontal
scale in the menu that appears.
4. In the following dialog box Text Scale, enter the desired value.

Rise
You can add a superscript (for example, r2) or a subscript (for example, H2O) by applying the commands
on the ribbon tab Home | group Character. For more information, see Superscripts and subscripts.
In addition, the command Rise can be used to set the exact vertical position for the text.

To do so, proceed as follows:

1. Select the Text edit tool in the Quick access toolbar.

2. Select the text that you want to fit.

3. Choose the ribbon command Home | group Character | Spacing and scaling , and select Rise in the
menu that appears.
4. In the following dialog box Text Rise, enter the desired value.
When you enter positive values, the text is raised, and it is placed below its baseline if negative values are
entered.
If necessary, you can resize the text by applying a different font size to the selected text on the ribbon tab Home
| group Character.
Editing objects 67

Editing objects

Selecting objects
To select and edit objects (text boxes, drawings, pictures), select the Object tool in the Quick access
toolbar.

You can now select objects in the following ways:

Selecting a single object

1. Click on a single object to select it.

2. If objects overlap, the top object will be selected.

If you hold down the Ctrl+Shift keys while you click on the object, the next underlying object will be
selected. Repeat to select objects that are further and further below.

Selecting multiple objects

Method 1: Dragging a rectangle
Click and drag out a rectangle:
Editing objects 68

After you release the mouse button, all objects within the rectangle will be selected, thus circles 1 and 3 here.

To select all 3 circles, you must drag the rectangle so that circle 2 is also within the rectangle:

In this case, all three circles were selected.

Method 2: Pressing Shift

Hold down the Shift key while clicking on objects to add them all to the current selection. This is especially
useful when method 1 would end up selecting unwanted objects.

Circles 1 and 3 were selected by clicking on them while the Shift key was pressed.

Notes
§ Press the Backspace keyÕ or the Del key on your keyboard to delete selected objects.
§ Drag and drop one or more objects to a new position with the mouse.
§ Use the arrow keys to move selected objects by 1 point (0.015 in) in each case. If you hold down the Shift
key, you move objects by 10 points in each case.
§ Copying and pasting objects (drawings, images) from FlexiPDF into another application is not supported.
You can export images to a common image format in order to import them into another application. For
more information, see Extracting images, Snapshots and Editing images in other applications.
§ Some pages are littered with invisible objects, which can make selection difficult. These objects can usually
be easily removed without changing the appearance of the page. To make invisible objects visible, choose
the ribbon command View | Placeholders.
§ You can cut, copy, and paste individual objects as well as groups of objects.
Editing objects 69

Changing color
You can change the fill and outline (stroke) color of one or more selected objects (here: drawings).

Note: By outline, we mean the contour of an object and not the border of its frame. For more information on
borders, see Borders.

1. Use the Object tool from the Quick access toolbar, and select one or more drawing objects for which
you want to change the color.
2. On the ribbon tab Format | group Format, choose the command Fill color or Line color. If you click on the
arrow of the icon, you will find a menu with predefined colors which you can use directly.
For advanced options, select More in this menu to open the Color Picker shown below.
3. The Color Picker shows you the current color selection for the fill and outline colors of the selected
objects.

If several objects with different colors have been selected, the fill and outline colors will display '??' as
shown below:
Editing objects 70

The color tabs

§ Grayscale – This tab only displays shades of gray from 0 (black) to 100 (white).
§ HSB – Hue/Saturation/Brightness is a simpler way to select colors.
§ RGB – Red/Green/Blue – Choose colors based upon three primary additive colors.
§ CMYK – Cyan/Magenta/Yellow/Black – Choose colors based on 4 subtractive colors corresponding to the
inks used in printing.
§ Swatches – This tab contains a list of colors that are already present in the document. This is particularly
useful for named process colors and spot colors. For more information, see Swatches.

Selecting fill and outline colors

Click on the outline/fill box to switch between outline and fill colors. The box that appears in the foreground
shows the color (outline or fill) that is currently being changed.

Click on the outline color box (green here) to bring it to Click on the fill color box (blue here) to bring it to the
the foreground and to be able to change it. foreground and to be able to change it.
Editing objects 71

Removing fill or outline colors (making them invisible)

Remove the fill or outline color completely by clicking on the white square with the diagonal red line .

Quickly selecting black or white

The black and white squares act as a quick option for selecting black or white directly.

Swapping fill and outline colors

To swap fill and outline colors, click on the Switch button.

Original color system

The original color system of the selected objects is displayed at the bottom right of the dialog box:

In this example, the outline color is "None" (invisible), and the fill color is RGB.

When changing colors, you obtain the highest fidelity when you select the tab that matches the original color
system. In the above case, it is best to select a color from the RGB tab because the fill color is already RGB.
When you use the CMYK tab, the color values are converted into RGB, which only gives you an approximation
of the selected color.

Changing all colors in a document

To change all occurrences of a color throughout the document, select the new color, and then click on Change
All. For more information, see Finding and replacing colors.

Notes
§ The Color Picker tries to refrain from changing the underlying color system of the original selection unless
it would be impossible to achieve the desired color in that color system.
§ You cannot change the color of pictures. Instead, you can edit pictures with a photo editor. For more
information, see Editing images in other applications.
§ The color of text boxes works differently: Here, open the Color Picker to change the fill and outline colors
of the text, as described in "Formatting text, Color". The background color of text boxes is described in
"Formatting text, Background color".
Editing objects 72

§ Borders of the frame (only in black color) are possible for all objects, thus for pictures and text boxes also.
For more information, see Borders.

Swatches
The Swatches tab in the Color Picker displays all colors that were used in the PDF. It also displays the names
of the spot and process colors that appear in the document.
1. Open the dialog box Color Picker, as described in the previous section.
2. Switch to the Swatches tab. The component values of each color and, if available, the names of the process
colors are displayed in the list. CMYK, Gray and Separation color values are shown as percentages from 0
to 100. RGB values range from 0 to 255.

3. If you only want to see the colors of the document that were used for text, enable the checkbox Restrict to
text colours. Otherwise, the program displays all colors that were used (for example, also those of
drawings).
4. Click on a color to change the fill or outline color of the currently selected objects. For information on
switching between the fill and outline colors, see the previous section.

Notes
§ There may be an initial delay the first time you view the swatches tab as it needs to be populated.
§ Unlike all other tabs of the Color Picker, selecting a color from Swatches changes the underlying color
system of the selected objects.
Editing objects 73

Copying colors between objects

Use the Pipette tool to transfer a color from one object to another.

1. Use the Object tool in the Quick access toolbar to select one or more objects whose color you would
like to change.

2. Then select the Pipette tool from the following commands:

If you have only selected drawings, you will find the Pipette tool on the ribbon tab Format | group Format
under the command Fill color or also Line color.
Otherwise, you will find it on the ribbon tab Home | group Character | Font color .

Note: For each of the aforementioned commands, click on the arrow of the icon. You will find the Pipette
tool in the menu that appears.

3. Use the Pipette to click on the object whose color you want to apply. Fill color, line color and line thickness
are applied to the selected objects. The color system of the selected objects is also changed if necessary, as it
is adapted to the color source.

Opacity
The opacity (i.e. transparency) can be applied to any object, even to pictures and text boxes.
To change the opacity of objects, proceed as follows:

1. Select one or more objects with the Object tool from the Quick access toolbar.

2. Choose the ribbon command Format | group Format | Opacity .

3. In the dialog box that appears, drag the slider in order to set a value between Invisible (completely
transparent) and Solid (no transparency).
Alternatively, enter exact values to the right of the slider.

Line thickness
You can change the line thickness for the outline of one or more selected objects (here: drawings).
Editing objects 74

Note: By outline, we mean the contour of an object and not the border of its frame. For more information on
borders, see Borders.

Directly via the command "Line thickness"

If you have selected one or more drawing objects, you will find a command Line thickness on the ribbon tab
Format.

1. Select one or more drawing objects with the Object tool from the Quick access toolbar.

2. Choose the ribbon command Format | group Format | Line thickness .

Tip: If the object does not yet have an outline, or if you have selected No line to remove the line, you must
first apply a Line color.
3. In the menu of the command, you can now choose between predefined line thicknesses in points (pt), where
the currently chosen line thickness is indicated by a check mark in front of it. For further options, select
Custom here to open the dialog box "Line Width" and enter the desired value in points.

Via the dialog box "Color Picker"

If there are other objects besides drawings within the selection, you can change the line width via the dialog box
Color Picker.

1. Select one or more objects with the Object tool from the Quick access toolbar.

2. Choose the ribbon command Home | group Character | Font color . Click on the the arrow of the
icon rather than on the icon itself in order to open its menu.
If you select More here, you will reach the dialog box Color Picker (which is described in detail in
Changing color).
3. In addition to the fill and outline colors, the dialog box Color Picker also contains an input field for the
Line Width further below. (In this case, it does not matter whether the outline box or the fill box is in the
foreground.)
Editing objects 75

4. Enter a value for Line Width. A line with a thickness of 0 creates the thinnest line possible – thus it is not
removed completely.
5. To completely remove an outline, set the outline color to 'invisible' by clicking on . For this purpose,
however, the outline box must be in the foreground, as can be seen in the figure.

Notes
§ You cannot change the line width for the outline for pictures and text boxes.
§ To add a border to a picture or a text box, select the Object tool , select the picture, and choose the
ribbon tab Format | group Format | Borders. Borders are always black.

Line style
You can change the line style – for example, dashed lines – for the outline of one or more selected objects
(here: drawings).

Note: By outline, we mean the contour of an object and not the border of its frame. For more information on
borders, see Borders.

Proceed as follows:
1. Select one or more drawing objects with the Object tool from the Quick access toolbar.

2. Choose the ribbon command Format | group Format | Line style .

Editing objects 76

Tip: If the object does not yet have an outline, or if you have selected No line to remove the line, you must
first apply a Line color.
3. You can now select between different line forms in the dropdown list of the command, and the currently
selected line form will be indicated by a check mark in front of it. If you select Custom in this dropdown
list, you open a dialog box in which you can enter individual spaces for dashed lines.

Notes
§ You cannot change the line style for the outline of pictures and text boxes.

Borders
You can add simple borders around the frame of objects. They can be applied to any object, but they have the
maximum impact on pictures.

1. Use the Object tool from the Quick access toolbar, and select one or more objects for which you want to
add a border.

2. Choose the ribbon command Format | group Format | Borders .

3. You can now choose between predefined line thicknesses in points (pt) in the menu of the command. For
more options, select Other here. The program opens a dialog box in which you can enter the desired value
in points.
4. To remove borders, select None in the dropdown list of the command.

Note
§ Borders are always black.
§ For drawings, this command is only available in the context menu: Right-click on the object and select
Border.

Arrowheads
FlexiPDF can add different types of arrowheads to the start and end points of lines and polygons.
Editing objects 77

1. Use the Line tool or the Polygon tool on the ribbon tab Insert | group Drawings to draw a new
object or select an existing drawing object.

2. Choose the ribbon command Format | group Format | Line endings .

3. A menu appears. For Start point or End point, select the desired arrow type from the respective dropdown
list by clicking on it.
Note: The dropdown lists for start point and end point display the currently applied arrow type for the
selected objects in a darker gray.

Notes
§ Lines and their arrowheads always share the same color.
§ The size of arrowheads depends proportionally on the line thickness.

Changing object order

If several objects overlap, you can determine the display order of these objects (which object is in the
foreground, which is in the background, etc.).
To do so, proceed as follows:
1. Select the Object tool in the Quick access toolbar.
2. Right-click on the desired object.
3. Choose the command Arrange in the context menu. The program will open a submenu with the following
commands:
Bring to Front: This option brings the object in front of all other objects.
Send to Back: This option sends the object behind all other objects.
Bring Forward: This option brings the object forward by one level.
Send Backward: This option sends the object back by one level.
Send To Layer: This option assign objects to another layer if you have opened a document that has an
existing layer structure. For more information, see Layers.
Editing objects 78

Tip: On the ribbon tab Format | group Size and position, you will also find these commands via the Bring
to front and Send to back buttons.

Aligning and distributing objects

You can align objects to other objects or to page guides.

1. Select the Object tool in the Quick access toolbar.

2. Select one or more objects that you want to align.

3. Choose the ribbon command Format | group Size and position | Align , and select one of the available
alignments. For more information, see below.
4. The order in which you selected the objects does not affect the order in which they are arranged. Instead,
objects on the left are aligned to the object that is furthest left – and the same applies to objects on the right,
top, etc.

Available alignments
The ribbon command Align opens a dropdown list with the following options (from top to bottom):
§ To Page Left: This option aligns the objects to the left edge of the object furthest left.
§ To Page Center: This option aligns the objects horizontally centered to each other.
§ To Page Right: This option aligns the objects to the right edge of the object furthest right.
§ To Page Top: This option aligns the objects to the top edge of the top object.
§ To Page Middle: This option aligns the objects vertically centered to each other.
§ To Page Bottom: This option aligns the objects to the bottom edge of the bottom object.
§ Distribute horizontally: This option distributes objects evenly between the left edge of the object furthest
left and the right edge of the object furthest right.
§ Distribute vertically: This option distributes objects evenly between the top edge of the top object and the
bottom edge of the bottom object.

Note: The last two commands only work if at least three objects are selected.

Note
§ The alignment of text boxes does not affect the alignment of the text contained in them.
Editing objects 79

Grouping objects
You can group objects to make them easier to edit.

Grouping
1. Use the Object tool from the Quick access toolbar, and select the objects that you want to group.

2. Choose the ribbon command Format | group Objects | Group , or right-click to open the context menu
and choose the command Group Selection.

Ungrouping objects
1. Use the Object tool to select the objects that you want to ungroup.
2. Choose the ribbon command Format | group Objects | Ungroup , or right-click to open the context
menu and choose the command Ungroup Selection.

Note
§ If you have enabled the option Store layout info in PDF (see Options: Saving tab), objects will remain
grouped even after saving and reopening.

Rotating objects
You can rotate selected objects at any angle:

1. Use the Object tool to select one or more objects that you want to rotate.

2. Choose the ribbon command Format | group Size and position | Rotate . (Click directly on the icon
itself.)

3. If you now move the mouse to the edges of the selected objects, arrow symbols will be displayed there.
Drag them in the desired direction.
4. Hold down the Shift key if you want to perform the rotation in 45° steps (0, 45°, 90°, 135°, etc.).
5. Release the mouse button upon achieving the desired rotation.

To enter exact values, click on the arrow of the Rotate icon rather than on the icon itself in order to display
its menu. Select Advanced here, and enter the exact angle in the dialog box.
Editing objects 80

Note
§ To tilt the selected objects, choose the ribbon command Format | Transform. For more information, see
Transforming objects.
Here, you will also find another option for rotating objects with exact values.
Editing objects 81

Distorting objects
You can distort selected objects by using the mouse to drag the handles on the sides and corners of the objects.
Alternatively, use the commands Scale (opens the dialog box Scale) or Transform (opens the dialog box
Transform), which are located on the ribbon tab Format | group Size and position.

1. Select one or more objects that you want to distort using the Object tool .
2. Drag one of the eight handles to stretch (or compress) the objects.

3. The selected objects will be stretched to the extent that you drag the rectangle.
Editing objects 82

Note that the stretch hasn't distorted the text. If you need to stretch or scale text as well, use the dialog box
Scale or Transform.
4. To maintain the ratio of height and width when stretching, hold down the Shift key while stretching the
objects. In the above case, that would result in a larger circle rather than a large oval.

Notes

§ If you stretch a text box by using the Object tool and dragging the handles, this will only resize the text
box without changing the size of the text it contains. Also open the dialog box Scale or Transform here if
you want to scale the text.
§ The line thickness is not affected when stretching in this manner. To adjust this also, open the dialog box
Scale and enable the option Scale line width.
Editing objects 83

Scaling objects
1. Select one or more objects with the Object tool in the Quick access toolbar.

2. Choose the ribbon command Format | group Size and Position | Scale .

3. Select one of the following options:

Uniform – This option scales the selected objects so that the ratio of height to width remains unchanged.
Non-Uniform – This option scales height and width independently.
Scale line width – If this option is selected, the width of the outline around an object is also affected by the
scaling. This has no effect when scaling images.
Choose the command Copy to scale a copy of the selected objects and leave the original objects unchanged.

Note
§ Objects may also be scaled via the ribbon command Format | group Size and position | Transform. For
more information, see Transforming objects.

Transforming objects
You can use the dialog box Transform to move, scale, rotate and tilt objects.

Proceed as follows:
1. Select an object with the Object tool in the Quick access toolbar.

2. Choose the ribbon command Format | group Size and position | Transform .
Editing objects 84

For more information on the options in this dialog box, see the following pages.

Scaling

§ In the dropdown lists Scale (horizontal: , vertical: ) select the desired scaling in percent.

§ Click on the chain-link icon to scale horizontally and vertically by the same size.

§ Click on it again for the broken icon to enable independent sizes for horizontal and vertical scaling.

Note
§ Objects can also be scaled via the ribbon command Format | group Size and position | Scale. For more
information, see Scaling objects.
Editing objects 85

Rotating

Enter an exact value or use the dropdown list via the arrow to set an angle (in degrees) for the rotation of the
selected objects. Objects rotate around their centers.

Tilting

Enter an exact value or use the dropdown list via the arrow to select a tilt angle (in degrees) for the selected
objects.

Origin
The group of squares in the upper left corner of the window represents the sides and corners of the bounding
box of the current selection.
Click on one of the small squares to select it, and it will then become black. The X and Y values then indicate
the coordinates of the respective center, side or corner point.
Editing objects 86

Enter a new value in the X or Y input field to change the current coordinates, and press the Enter key. The
selected objects are then moved accordingly.

Width and height

The group of squares in the upper left corner of the window represents the sides and corners of the bounding
box of the current selection.
Click on one of the small squares to select it, and it will then become black. The X and Y values then indicate
the coordinates of the respective center, side or corner point.

Enter a new value for Width or Height to resize the selected objects relative to the current point. Confirm the
respective values with the Enter key.
Then close the dialog box with the x symbol in the upper right corner to apply the values.

Locking objects
You can lock objects to avoid unintentional movement during editing. This is useful for complex pages with
many overlapping objects.
Editing objects 87

Locking objects
1. Use the Object tool from the Quick access toolbar and select one or more objects that you want to lock.

2. Choose the ribbon command Format | group Objects | Lock , or right-click on the object and select
Lock Selection in the context menu.
If you have enabled the option Store layout info in PDF (see Options: Saving tab), objects will remain locked
even after saving and reopening.

Unlocking individual objects

Select the Object tool , and click on the locked object. You can confirm the unlocking in the following
dialog box:

Unlocking all objects

Choose the ribbon command Format | group Objects | Lock , but click on the arrow of the icon to display
its menu rather than on the icon itself. Select Unlock all here.

Hiding objects
You can temporarily hide objects to make it easier to edit the layout.

Hiding objects
1. Use the Object tool from the Quick access toolbar, and select one or more objects that you want to hide.

2. Choose the ribbon command Format | group Objects | Hide .

Editing objects 88

Showing objects again

1. Select the Object tool and point to any object or text box so that the additional ribbon tab Format
appears.

2. Choose the ribbon command Format | group Objects | Hide , but click on the arrow of the icon to
display its menu rather than on the icon itself. Select Show all here.
Alternatively, you will also find the command by right-clicking to open the context menu and then selecting
Show All there. You can also simply press the shortcut key Shift+F12.

Notes
§ Hidden objects will become visible the next time you open the PDF.
§ Hiding objects in FlexiPDF has no effect in other PDF viewers.
Editing objects 89

Grid
You can use a grid to align objects more easily on the page. When the grid is shown, your page looks like graph
paper.
In addition, you can let objects "snap" to the lines of the grid when moving them.

Showing grid
Choose the ribbon command View | group View | Grid and guides | Show Grid to display the grid.
To hide the displayed grid again, select Hide Grid here.

Aligning to the grid

To align objects to the grid lines while creating, moving or editing, choose the ribbon command View | group
View | Grid and guides | Snap to grid.

Grid spacing
Choose the ribbon command View | group View | Grid and guides | Grid spacing to set the spacing
between the grid points to a customized value.

§ Spacing is the distance between the major (darker) grid lines.

§ Divided into specifies the number of minor (lighter) grid lines.

Notes
§ The visibility of the grid and the grid spacing are stored in the PDF and are used again the next time
FlexiPDF is opened. Other PDF viewers ignore the grid.
§ If visible, grids are retained when printing.
§ To change the units of the grid, choose the command File | Options and switch to the Editing tab. Select the
desired Unit of measurement. For more information, see Options: Editing tab.
Editing objects 90

Guides
Guides simplify the layout and positioning of objects on the page. You can insert any number of horizontal and
vertical guides in a PDF.
Objects snap to a guide when moved near it. This simplifies the alignment of objects.

Horizontal guides
To create a horizontal guide, first make sure that the ruler is visible (ribbon tab View | group View | Rulers).
Then click on the horizontal ruler at the top of the program window, and drag it down to the desired position.
FlexiPDF will then insert a horizontal guide at this point.

Vertical guides
To create a vertical guide, first make sure that the ruler is visible (ribbon tab View | group View | Rulers). Then
click on the vertical ruler on the left edge of the program window, and drag it to the right to the desired
position. FlexiPDF then inserts a vertical guide at this point.
Editing objects 91

Notes
§ If you have enabled the option Store layout info in PDF (see Options: Saving tab), guides will be saved in
the PDF and will be available again after saving and reopening.
§ Once guides have been created, you can use the Object tool to move and delete them like normal
objects.
§ To temporarily hide all guides (or to prevent them from being printed), use the ribbon command View |
group View | Grid and guides | Hide Guides to toggle the display of the guides. Alternatively, press the
shortcut key Alt+; to switch between showing/hiding the existing guides.

Layers
FlexiPDF enables you to easily edit documents that have a multilayered structure.

Note: You cannot create your own layers in FlexiPDF. However, you can move objects between layers when
you open a document that contains layers.

You can use the Layers sidebar to easily show and hide individual layers. Since FlexiPDF ignores objects in
hidden layers, it is useful to hide all irrelevant objects before you start to edit.

You can move objects between layers as follows:

Editing objects 92

§ Choose the ribbon command View | group Window | Sidebars | Layers to open the Layers sidebar.
Tip: You can also grab and move the title bar of this sidebar with your mouse to turn the sidebar into a
floating window.

§ Click on the checkboxes next to the layers to make them visible or invisible.
§ Click on the name of a layer to rename the layer. This changed name is also saved in the PDF file.
§ If you click on an object during editing, the layer where it is located is highlighted in the sidebar.

Moving objects between layers

1. Use the Object tool from the Quick access toolbar and select one or more objects that you want to move
between layers.
2. In the Layers sidebar, select the layer to which you want to move the object.
3. Right-click to open the context menu and select Arrange Send To Layer (the name of the layer selected
in step 2. will be displayed here as a menu item).
The object is now assigned to the selected layer. This change is also saved in the PDF file.

Tip: On the ribbon tab Format | group Size and position, this command can also be found in the menu of
the Bring to front and Send to back buttons.

Notes
§ FlexiPDF cannot create or delete layers.
Editing objects 93

§ If you make layers visible or invisible, this only affects the display in FlexiPDF and is not permanently
saved in the PDF file.

Deleting objects across pages

Only available in FlexiPDF Professional and FlexiPDF NX Universal

FlexiPDF can delete objects from multiple pages across a range of pages at the same time, provided they are in
the same location on the pages. This enables you to easily remove unwanted logos, headers, footers or other
repetitive objects.

Important: It is strongly recommended that you create a backup file of the PDF document before choosing
this command.

1. Select the Object tool in the Quick access toolbar.

2. Select one or more objects that you want to delete. (For more information, see Selecting objects.)
FlexiPDF then displays a selection box that contains all selected objects. All objects within this box will be
removed.

3. Choose the ribbon command Format | group Objects | Delete across pages .

4. Select the page range to be affected by the process and whether you want to limit the selection to even or
odd page numbers.
5. Click on Delete.
6. You can pause the action during the deletion process by clicking on Stop.
Editing objects 94

Note
§ To save disk space, FlexiPDF performs this operation in blocks of 200 pages and saves the document to a
new file each time before editing the next 200 pages.

Copying objects across pages

Only available in FlexiPDF Professional and FlexiPDF NX Universal

FlexiPDF can replicate one or more objects across a range of pages. The objects are placed in the same position
on each page of the selected range, possibly over other existing content also. This option can be used to add
elements that are to be repeated on several pages. These include logos, headers and footers as well as page
numbers.

1. Select the Object tool in the Quick access toolbar.

2. Select one or more objects that you want to copy. (For more information, see Selecting objects).

3. Choose the ribbon command Format | group Objects | Copy across pages .

4. Select the page range to which you want to copy the objects.
5. If you want to copy different objects for even and odd page numbers, perform the copy process twice: once
with the objects of the odd pages, and once with the objects of the even pages.
6. Select the option Delete existing objects before cloning if you want to remove pre-existing objects that are
in the same position as the newly copied object.
Editing objects 95

Notes
§ Hyperlinks and annotations are excluded from copying.
§ To save disk space, FlexiPDF performs this operation in blocks of 200 pages and saves the document to a
new file each time before editing the next 200 pages.

Clipping objects (clipping mask)

Adding a clipping mask

Each object (and also any group of objects) can have a clipping mask applied. This mask ensures that only parts
of the object are visible. This mask is useful for pictures, for example, when you want to hide their background.

Example
In this example, we want to use a clipping mask to hide part of the picture.

1. Turn to the drawing tools on the ribbon tab Insert | group Drawings.

2. Use the tools to draw a shape — an oval in this case. This shape sets the outline of the clipping mask and is
also known as a path. Any path can serve as a clipping mask and not just the shapes of the built-in drawing
tools.
Editing objects 96

3. Select the new shape, and then choose the ribbon command Format | group Clipping Mask | Clipping |
Convert to clip .
This shape is now displayed with a pink outline.

4. Select the Object tool in the Quick access toolbar.

5. Now select both the clipping mask and the picture by clicking on both objects while holding down the Shift
key.

6. Choose the ribbon command Format | group Clipping Mask | Clip | Add to Clip .
7. The picture has now been added to the clipping mask. The parts of the picture "outside" the clipping mask
are no longer displayed.

Notes
§ When you open a PDF file, empty clipping masks are automatically removed.
§ Clipping masks have neither a line thickness nor a fill or outline color.
§ Clipping masks are only displayed if the Object tool is selected.
§ You can move clipping masks independently of the clipped objects. To prevent this, group the objects. For
more information, see Grouping objects.
§ If you want to add multiple objects to a clipping mask, you must first group the objects. For more
information, see Grouping objects.

Removing a clipping mask

Objects can be moved independently of their clipping mask. Objects can also be released from their clipping
mask, thus revealing the whole picture.
Editing objects 97

1. Select the Object tool in the Quick access toolbar.

2. Click on the object that you want to release from the clipping mask.

3. Choose the ribbon command Format | group Clipping Mask | Clipping | Remove From Clip .
The picture is now fully visible again.
The clipping mask still exists and is to be found with a pink outline behind the picture. To remove it
permanently, choose the command Convert From Clip or delete the drawing frame using the Del key.

Note
§ Clipping masks are only displayed if the Object tool is enabled.
Editing objects 98

Images

Adding images
You add images (JPEG, PNG or TIFF) to a page in the following manner:
§ Drag and drop one or more images into an open document.
§ Alternatively, you can proceed as follows:
1. Choose the ribbon command Insert | group Objects | Image .
2. Select a single image in the file dialog box.

If you insert several images in succession, they will be pasted on top of each other in the same position.
Use the Object tool from the Quick access toolbar to move and stretch them to the right size.

Note
§ FlexiPDF supports color resolutions of up to 8 bits per color channel.

Replacing images
You can replace an existing image with another one that is on your hard disk. FlexiPDF supports the image
formats JPEG, TIFF and PNG.

1. Select the Object tool in the Quick access toolbar.

2. Select the image that you want to replace.
3. Choose the ribbon command Format | group Adjust | Change source .
Alternatively: Right-click to open the context menu and select Image Replace Existing.
4. Select a new image from your hard disk.
5. The new image will be scaled and placed in the clipping mask (pink outline) that was used by the old image.
6. Scale the new image by dragging one of the resize handles outwards. If you want to maintain the aspect ratio
of height and width, then hold down the Shift key during this time.
For more information on scaling objects, see Scaling objects.
Editing objects 99

Note
§ FlexiPDF supports color resolutions of up to 8 bits per color channel.

Resampling images
If you want to reduce the size of PDF files in order to load them faster, FlexiPDF can reduce the reproduction
quality of the images they contain.
Proceed as follows:

1. Select the Object tool in the Quick access toolbar.

2. Select one or more images.
3. Choose the ribbon command Format | group Adjust | Resample image .
You can now specify how three types of images (color images, grayscale images, and monochrome images) are
to be reduced. You can also specify that their image format is to be changed. For example, a conversion to
JPEG format of medium quality will significantly reduce the size of the file.

§ If color images are converted into grayscale images, this will reduce the overall size of the PDF file.
Editing objects 100

§ JPEG compression is a lossy format that is suitable for color and grayscale images. If you choose JPEG, you
can variably select the quality of the compressed images from 1% (worst quality, smallest file) to 100%
(best quality, largest file).
§ PNG is a lossless format that is particularly suitable for extensive charts and line graphics.
§ Remove all hidden (clipped) image data: This option removes the hidden parts of images that are painted
through a clipping mask and which lie outside the respective clipping mask. Depending on how the PDF was
originally created, this can significantly reduce the file size of PDFs.

Resampling all images of the document

You can also resample all images of the document at once:
1. Choose the command File | Save as | Save as (reduced size).
2. The program displays a dialog box that is almost identical to the one above.
Make the desired settings here and also enter the page range.
3. After you have pressed OK, however, a file dialog box opens. Here, you can enter a new file name and
storage location for the reduced PDF file.

Editing images in other applications

FlexiPDF can send images to other applications (such as Photoshop or GIMP) to be edited. As soon as you save
the image in the other application, FlexiPDF updates the images in the PDF file. This is useful if you want to
quickly adjust settings such as brightness or contrast of images.

1. Select the Object tool in the Quick access toolbar.

2. Select the image that you want to edit.
3. Choose the ribbon command Format | group Adjust | Edit and click directly on the icon itself.
The image will be opened by your computer's default editing program.
4. To open an image in a specific application, click on the arrow of the Edit icon and select Edit with in its
menu.
5. Make the desired changes to the image and save it again.
6. FlexiPDF detects the changes and asks if you want to reload the image.

Redacting images
FlexiPDF can permanently redact images and thus obscure areas that should not be seen. The obscured
information cannot be retrieved.
Editing objects 101

Use the ribbon command Review | Redact image for this purpose. For more information, see Redacting
images.

Image properties
Open the dialog box Image Properties to see an image's properties, such as resolution and color depth:

1. Select the Object tool in the Quick access toolbar.

2. Select the desired image.
3. Choose the ribbon command Format | group Image | Properties .

Extracting images
To extract images from a PDF into individual image files:

1. Select the Object tool in the Quick access toolbar.

2. Select one or more images that you want to extract.
3. Choose the ribbon command Format | group Image | Extract to file .
4. Enter a file name.
5. Select the desired image format (PNG, JPEG, TIFF or BMP).
Editing objects 102

Note
§ If you are not sure whether the selected object is an image or a drawing consisting of lines and vectors,
choose the ribbon command View | group View | Placeholders. As a result, images are hidden and drawings
are only displayed with their outlines. Choose the command Placeholders again to return to normal mode.
Finding and replacing 103

Finding and replacing

FlexiPDF provides numerous options for finding and replacing the different components of a PDF:
Text
§ Fonts
§ Font sizes
§ Bookmarks
§ Comments
§ Hyperlinks
§ Colors

Furthermore, you can also:

§ Find and redact text to hide sensitive information.
§ Find and replace across files to find text and replace it across multiple files.

Finding text
To find text, proceed as follows:

1. Choose the ribbon command Home | group Search | Find .

2. Enter the search term in the Find input field.

3. To limit the search to specific pages and ranges, click on the hyperlink all pages in current document
(highlighted in red in the figure). In the displayed dialog box Search Range, you can specify the pages in
which you want to search.
Finding and replacing 104

Also possible here: If you are currently editing a text with the Text edit tool , you can select the option
Current story to limit the search to the active text box. Alternatively, select the option Selected text only to
search within a selected text range.

Tip: You can also temporarily crop a page range and limit the search to that range. For more information,
see Within a specific area.

Options of the dialog box "Find"

§ Click on Whole words if you want to find complete words and not just parts of words. If the checkbox is
not enabled, you will also find, for example, railway when entering rail.
§ Click on Match case if you want it to be considered during the search.
§ Click on Use wildcards to take advantage of the practical search with wildcard characters:
? means a single character, for example, ?ouse finds the terms house, mouse, louse, etc.
* means any number of characters, for example, rai* finds rail, railway, railroad, etc.
+ means 1 or more arbitrary characters, for example, rail+ finds rails and railway but not rail.
§ If Zoom-in on results is enabled, FlexiPDF zooms in on the occurrence every time you click on Find Next
and selects the text.
§ To find the entered search text in a specific font, color or size, click on the hyperlink Character formatting
and also see the next section Finding formatted text.
§ If you only want to find formatting such as a font, color or size, and the content is irrelevant, remove the
check mark for Find. For more information, see section Finding formatting only.
§ Click on Find Next to find the next occurrence of the desired text from the current point.
§ Click on Find All to display the Results list that lists all occurrences:
Finding and replacing 105

Double-click on an entry to see it in the document (or click on View).

If you search within a Portfolio, the third column in the results list shows you the name of the portfolio
document in which the text was found.
§ The Show/Hide Results button allows you to show or hide the above Results list at any time.
§ Use the Replace >> button if you want to both find and replace the search text. The dialog box is then
expanded with the options of the "Replace" dialog box. For more information about this dialog box, see
Replacing text.

Finding formatted text

You can limit the Find function to text in a specific font, color or size.

Open the dialog box as usual with the ribbon command Home | group Search | Find .

1. To find text in a specific font, color or size, click on the hyperlink Character formatting.
Finding and replacing 106

2. The dialog box Find Format lets you select the desired font, font size and font color.

If some text is already selected when the dialog box is opened, the formatting of this text is applied as the
default setting to the dialog box.
3. If the dropdown list Font is set to Any, the program does not search for the font.
4. If the dropdown list Size is set to Any, the program does not search for the font size.
5. If the check mark is set for Fill, the program only searches for text that has a certain fill color. Click on the
button next to the checkbox to select a color.
6. If the check mark is set for Stroke, the program only searches for text that has a certain outline color. Click
on the button next to the checkbox to select a color.

Finding formatting only

If you only want to find formatting such as a font, color or size, and the content is irrelevant, proceed as
follows:

Open the dialog box as usual with the ribbon command Home | group Search | Find and remove the
checkmark from Find.
Finding and replacing 107

Then use the hyperlink Character formatting and select the formatting you are looking for in the following
Find Format dialog box. The options of this dialog box are described in detail in the previous section.

Note: As long as you do not specify the Character formatting, the Find Next and Find All buttons remain
disabled.

Replacing text
If you want to search for a specific text to replace it with another text, proceed as follows:

1. Choose the ribbon command Home | group Search | Replace .

Alternatively: In the search mask of the ribbon command Home | group Search | Find , click on the
Replace >> button, which will expand the search mask.
2. Define the search term in the Find field as described in the Finding text section. If necessary, limit the search
to specific pages and areas by clicking on the hyperlink all pages in current document.
3. Define the search

4. Finally, select Replace or Replace All.

Finding and replacing 108

Note
§ To find and replace the entered search text in a specific font, color or size, click Character formatting and
reflow paragraph. For more information, see the next section Replacing formatted text.
§ If you want to find and replace only formatting such as a font, color, or size, and the content is irrelevant,
remove the checkmarks from Find and Replace. To do so, read the section Replacing formatting only.

Replacing formatted text

If you want to find text in a specific format in order to replace it with text in a different format, proceed as
follows:

1. Choose the ribbon command Home | group Search | Replace .

2. In the Find field, define the search term and the desired Character formatting, as described in Finding
formatted text.
3. In the Replace field, enter the new text that is to be appear.

Note: Remove the check mark for Replace if you want to leave the text unchanged and only change the font,
size, color and alignment. In this case, the Replace and Replace All buttons are disabled until you change
the font, size and color. (See step 4.).
4. To specify the Font, Size or Colour that you want to use for the text to be replaced, click on the hyperlink
reflow paragraph.
5. Set the options in the following dialog box Replace Format.
Finding and replacing 109

Set a check mark in the Apply Style checkbox to apply the formatting to your text.
Then set the required attributes: You can set the Font, Size and Colour as in the dialog box Find Format.
(For more information, see Finding formatted text.) If you do not select an attribute or if you leave it
Unchanged, this means that the respective attributes will not be changed in the text to be replaced.
In the After Replacement section, set how you want the reflow of the text to look after replacement. This is
important even if you do not change the text since changing font or font size will require a reflow. This part
of the dialog box is identical to the options described in Reflow and alignment.
6. Finally, select Replace or Replace All.

Replacing formatting only

If you only want to find and replace formatting such as a font, color or size, and the content is irrelevant,
proceed as follows:
You can access the Replace Format dialog box as follows:

1. Choose the ribbon command Home | group Search | Replace and remove the checkmarks for Find and
Replace.
2. Define the Character formatting you are looking for, as described in the Finding formatted text section.
3. Via the hyperlink reflow paragraph you will open the Replace Format dialog box. The options of this
dialog box are described in detail in the previous section.
Finding and replacing 110

4. If necessary, limit the replacement to specific pages and areas by clicking on the hyperlink all pages in the
current document.
5. Finally, select Replace or Replace All.

Note: As long as you do not specify the Character formatting, the Find Next and Find All buttons remain
disabled. The same applies to reflow paragraph and the Replace and Replace All buttons.

Note
§ To replace only the font for the entire document, you can also use the Finding and replacing fonts dialog
box.
§ To replace only the font size for the entire document, you can also use the Finding and replacing font sizes
dialog box

Within a specific area

You can limit the scope of the find or replace search to a specific area on the pages by temporarily cropping
the relevant pages. This is because the program does not search texts that are outside the cropped area. Then
remove this cropping after you have finished finding or replacing.

1. Crop the relevant pages in question using the Crop tool (ribbon tab Pages | group Crop). As a result,
you only hide text and images outside the cropped area rather than deleting them from the PDF.
2. Press the Enter key on your keyboard and set the desired page range in the following dialog box.
3. Choose the command File | Options. On the Advanced tab, make sure that the option Include cropped text
when editing is disabled.
4. Find and replace as described in the previous sections.

5. Use the ribbon command Pages | group Crop | Remove crop to remove the cropping again.

For more information about the Crop tool, see Cropping pages.
Finding and replacing 111

Reflow and alignment

When replacing text, FlexiPDF corrects text reflow and alignment and thus saves you a lot of manual work.

1. Choose the ribbon command Home | group Search | Replace to open the dialog box Replace.
2. Click on the hyperlink reflow paragraph there. The dialog box Replace Format shown here then appears.

3. The part of the dialog box that is responsible for reflow and alignment is located in the After Replacement
section at the bottom. Here, you specify how the new text is to be reflowed and aligned.
4. For Reflow, select one of the following three options:
Containing Paragraph
This option reflows the entire paragraph where the replacement text is located. Select this option only if you
are sure that the paragraphs in your PDF file are clearly structured. For very complex PDFs with text that
can flow around shapes, this could lead to undesirable results if FlexiPDF is unable to determine the correct
structure of the paragraphs.
Containing Line
This option reflows only the line of text in which the replacement text is located. This option poses less risk
of unwanted changes than the previous one. If your replacement text has a similar width to the original text,
this option is very suitable because it only results in minor changes. If the relevant text is longer than the
original text, however, it can overflow at the end of the line.
Finding and replacing 112

New Text Only

This option fits the new text to the area occupied by the old text, but it does no other reflowing. If your
replacement text is the same width as the original text, this option results in the least changes to the page. If
the relevant text is longer than the original text, however, it can overwrite subsequent content.
5. For Alignment, select one of the following options:
The options Left, Right, Center and Automatic are available. If, for example, you replace the text of a
header that is aligned with the right page margin, Right would be the best option. If your text can appear
anywhere in the document, select Automatic.
6. If the check mark is set for Reset letter spacing, FlexiPDF ignores all existing letter spacing and sets both
the word and letter spacing to 0 in the replaced text.
7. If the check mark is set for Fit text, you can make certain settings for automatic text fitting. FlexiPDF will
then, taking these settings into account, automatically try to adjust texts to the text boxes in such a way that
the text remains appealing after the replacements.

Finding and replacing fonts

FlexiPDF can replace the fonts in a document with other fonts using the Find and Replace Font function. This
dialog box is a simplified version of the Replace formatting only function of the dialog box Replace.
1. Before replacing a font, you should create a backup file of the PDF document, as this operation is very far-
reaching.

2. Choose the ribbon command Home | group Search | Replace | Fonts.

Alternatively: On the ribbon tab Document | group Extras | Fonts , choose the command Document
fonts. Here, select a specific font and click on Replace.
In both cases, the program displays the following dialog box:
Finding and replacing 113

3. Now, select one of the current fonts in the document from the dropdown list Replace document font.
You can also work with wildcard characters. For example, Time* finds all fonts whose names begin with
Time, including Times New Roman, Times New Roman Italic, etc.
F? would find all font names with two digits, such as F0, F1, etc.
4. Next, select the replacement font from the dropdown list below it. You can either select a font that was used
in the document or you can select a font that is installed on your computer.
For fonts in the document, it is important that you select a font which has all the characters (glyphs) required
for the replacement. If this is not the case, FlexiPDF will issue a warning during replacement. For more
information, see below.
5. Click on Replace All to start the process.
FlexiPDF now performs the replacement for the entire document. To limit the replacement to specific pages
and areas, use the advanced functions of the normal dialog box Replace. For more information, see
Replacing formatting only.
6. In some cases, a warning appears:
Finding and replacing 114

This indicates that the selected replacement font does not have all the characters (glyphs) that are required
for the text. You can now skip the replacement and continue or stop the process and try to remedy it by
using a different font.
7. Once FlexiPDF is finished, it reports the number of replacements.
8. Save the finished document.

Note
§ For documents with more than 200 pages, FlexiPDF backs up every 200 pages to reduce memory usage.

Finding and replacing font sizes

FlexiPDF can resize the fonts used in a document using the "Find and Replace Font Size" function. This dialog
box is a simplified version of the Replace formatting only function of the dialog box Replace.

1. Choose the ribbon command Home | group Find | Replace | Font sizes.
The program displays the following dialog box:
Finding and replacing 115

2. In the dropdown list Original Font, select one of the fonts currently used in the document. If you want to
resize all fonts, select Any.
You can also work with wildcard characters. For example, Time* finds all fonts whose names begin with
Time, including Times New Roman, Times New Roman Italic, etc.
F? would find all font names with two digits, such as F0, F1, etc.
3. In the dropdown list Original Size, select the font size that you want to change.
If, for example, you want to make every text in Calibri 12pt to be in Calibri 14pt, select 12 here. To change
all sizes of the selected font(s), select Any.
4. In the dropdown list New Size, select the desired new font size. This would be 14 in the aforementioned
example.
5. Click on Replace All to execute the command.
Any text written in the selected original font and size will be converted to the new size, and the paragraph in
which it is located will be reflowed.
Tip: If you want to limit the replacement to specific pages and areas, use the advanced features of the normal
Replace dialog box, see Replace formatting only.
6. As soon as FlexiPDF has completed, it reports the number of replacements.
7. Close the dialog box and save the finished document.

Note
§ For documents with more than 150 pages, FlexiPDF creates a backup copy every 150 pages to reduce
memory consumption.
Finding and replacing 116

Finding and replacing in bookmarks

You thus find the names of bookmarks and can optionally replace them with other names:

1. Choose the ribbon command View | group Window | Sidebars |Bookmarks to display the Bookmarks
sidebar.
2. Click on the magnifying glass icon in the mini toolbar of the Bookmarks sidebar.

3. Enter the search term in the Find input field.

4. Click on Whole words if you want to find complete words and not just parts of words.
5. Click on Match case if you want it to be considered.
6. Click on Use wildcards to take advantage of the practical search with wildcard characters:
? means a single character, for example, ?ouse finds the terms house, mouse, louse, etc.
* means any number of characters, for example, rai* finds rail, railway, railroad, etc.
+ means 1 or more arbitrary characters, for example, rail+ finds rails and railway but not rail.
7. Click on Find Next to jump to the next occurrence of the search term in the bookmarks list.
8. Replace replaces the name of a bookmark and then jumps to the next occurrence of the search term in the
bookmarks list.
9. Replace All performs all further replacements automatically and without prompts.

Note
§ Editing the name of a bookmark does not affect the page to which the bookmark refers.
Finding and replacing 117

Finding and replacing in comments

You thus browse comments in the document and optionally replace the text in the comments:

1. Choose the ribbon command View | group Window | Sidebars | Comments to display the Comments
sidebar.
2. Click on the magnifying glass icon in the mini toolbar of the Comments sidebar.

3. Enter the search term in the Find input field.

4. Click on Whole words if you want to find complete words and not just parts of words.
5. Click on Match case if you want it to be considered.
6. Click on Use wildcards to take advantage of the practical search with wildcard characters:
? means a single character, for example, ?ouse finds the terms house, mouse, louse, etc.
* means any number of characters, for example, rai* finds rail, railway, railroad, etc.
+ means 1 or more arbitrary characters, for example, rail+ finds rails and railway but not rail.
7. Click on Find Next to jump to the next occurrence of the search term in the comments list.
8. Replace replaces the text in a comment and then jumps to the next occurrence of the search term in the
comments list.
9. Replace All performs all further replacements automatically and without prompts.
Finding and replacing 118

Finding and replacing in hyperlinks

You can also search for hyperlinks and replace them with others if necessary. This can be useful for changing
the web addresses of hyperlinks. For example, you can convert http://example.com into an e-mail link:
mailto:[email protected]

Tip: Hyperlinks can also be replaced across multiple files. For more information, see Finding and replacing
across files.

1. Choose the ribbon command Home | group Search | Replace | Hyperlinks.

2. Enter the search term in the Find input field.
If, for example, you enter http:, you will find all web-based hyperlinks if the check mark for Whole words
has been removed.
3. If you want to replace something (and not just search), enter the replacement text in the Replace field.
4. Click on the the hyperlink all pages in current document, which is highlighted in red in the figure below,
to relate the instruction to specific pages and areas. (For more information, see Finding text.)

5. Click on Whole words if you want to find complete words and not just parts of words. If you do not set the
check mark, the search term http:// will return both the result http://softmaker.com and the result
http://freefont.de.
6. Click on Match case if you want capitalisation to be considered.
7. Click on Find Next to highlight the next search result.
8. Click on Find All to list all search results of the hyperlinks.
Finding and replacing 119

Double-click on an entry here to see the hyperlink in the document.

If you search within a Portfolio, the third column in the results list shows you the name of the portfolio
document in which the hyperlink was found.
9. Each time you click on Replace, FlexiPDF displays the hyperlink to be replaced in the document. If you
click on Replace again, the displayed hyperlink will be replaced and you will be taken to the next search
result.
10. Replace All performs all further replacements automatically and without prompts.

Note
§ The Replace function does not affect the PDF pages or the appearance of the hyperlinks. It only affects the
internal data that contains the address of the hyperlink.

Finding and replacing across files

FlexiPDF enables you to find and replace across multiple files. If you replace something, you can make copies
of all edited files in order to keep the original documents unchanged.

1. Choose the ribbon command Home | group Search | Replace | In files.

2. The dialog box is split into two halves:
The top half is similar to the dialog box Replace. For more information, see Finding text and the other
sections. In the bottom half, you can add the files that are to be processed.
Finding and replacing 120

3. The area with the checkboxes in the top half contains roughly the same options as in the dialog box Replace.
It also offers the following options:
Hyperlinks: If the check mark is set here, the hyperlinks of the files are searched.
Ignore errors: If the check mark is set here, the process will continue, even if errors occur while
processing.
4. Adding files in order to process them:
Click on Add to add individual files or a selection of files.
Click on Add Folder to add all files of a file folder and its subfolders.
There is no limit to the number of files that can be added.
Click on Delete or Delete All to remove one or all of the files from the list. This does not delete the files
on your computer.
Click on View to open the selected file in FlexiPDF. This is useful for opening files that were skipped
during processing due to errors.
5. Click on Find All if you only want to search.
The results window opens and displays a list of all search results.

Double-click on the result to open the file and display the search result.
Resize the columns in the list by dragging the individual separators between the header columns with the
mouse.
6. Click on Replace All, and FlexiPDF will prompt you to specify a target folder in each case for saving both
the edited files and files that cannot be processed due to certain errors.

Important: It is highly recommended that you create both folders in order to protect your original
documents.
Finding and replacing 121

7. To stop editing, click on the Stop button in the main dialog box. It may take a while for the program to
respond. Keep Stop held down during this time.

Finding and replacing colors

FlexiPDF can find and replace colors throughout a document. This works with text colors as well as with colors
of drawing objects. You can replace colors with any new color, or you can select existing colors via the
Swatches palette.

Example
We want to replace the green panels throughout the document with a different color.

1. Use the Object tool tool from the Quick access toolbar and click on the green area to select it.

2. Choose the ribbon command Home | group Search | Replace | Colors.

3. The dialog box Find/Replace Colour appears.
Finding and replacing 122

4. For Find, select the color that you want to change – fill color, stroke color or both. Text is usually filled.
Thus, if you're looking for text, make sure that Fill is selected.
5. For Replace, select what type of object you want to include in your search – text, graphics or both.
Note: Graphics does not include images or photos – their colors cannot be changed in this way.
6. You can click on one of the two colored rectangles to make further adjustments to the colors for Find or
Replace.
Tip: If you click on the colored button for Find, a dialog box Swatches opens. It shows you the color of the
currently selected text/object, and you can switch between fill color and outline color here. To exit this
dialog box, press the Esc key on your keyboard.
7. Click on the colored button for Replace so that you can select a replacement color via the dialog box Color
Picker. To use a color that is already present in the document, switch to the Swatches tab.
Finding and replacing 123

For more information on the dialog box Color Picker, see Changing color.
8. If you have selected the replacement color, click on OK in the dialog box Color Picker.
9. Back in the dialog box Find/Replace Colour, specify the range of pages in which you want to search. You
can also select whether you want to include only even or odd pages.
10. Click on Replace All to perform the replacement.

Note
§ If you only want to see the colors of the document that were used for text, enable the checkbox Restrict to
text colours on the Swatches tab. Otherwise, the program displays all colors that were used (for example,
also those of drawings).
Redacting texts and images 124

Redacting texts and images

Finding and redacting text

Only available in FlexiPDF Professional and FlexiPDF NX Universal

FlexiPDF can redact all occurrences of certain words or phrases throughout a document. This redacting occurs
thoroughly and also extends to bookmarks, comments and hidden metadata in the document.
Proceed as follows:
1. Choose the ribbon command Review | group Redact | Find and redact . Alternatively, press
Ctrl+Alt+R on the keyboard.
2. Enter the text that you want to redact:

If text was already selected with the Text edit tool from the Quick access toolbar, this text will be
automatically transferred to the Redact field as soon as you open the dialog box.
3. Click on Whole words if you want to find complete words and not just parts of words. If the checkbox is
not selected and you enter rainbow, you will also find rainbows as well as rainbowPhotos.com.
4. Click on Use wildcards to take advantage of the practical search with wildcard characters:
? means a single character, for example, ?ouse finds the terms house, mouse, louse, etc.
* means any number of characters, for example, rai* finds rail, railway, railroad, etc.
+ means 1 or more arbitrary characters, for example, rail+ finds rails and railway but not rail.
5. Click on Style to change the appearance of the redaction. (For more information, see Redact style).
6. Click on Redact Next to perform one redaction after another. This enables you to check each redaction.
7. Click on Redact All to perform all redactions automatically.
Note: The redaction only becomes permanent when the document is saved.
Redacting texts and images 125

Redacting selected text

Only available in FlexiPDF Professional and FlexiPDF NX Universal

If you want to share a PDF document that contains confidential text passages, you can redact it reliably with
FlexiPDF. When redacting, the confidential text is not simply "covered" but is physically removed from the
PDF file and replaced by a black or colored rectangle.
Redacted text is also removed from the invisible metadata of the PDF file. These include bookmarks, text in
comments and metadata that cannot be accessed by the user.

1. Select the Text edit tool in the Quick access toolbar, and then select the section of text to be redacted.
This may be a single word or an entire article.

2. Choose the ribbon command Review | group Redact | Redact selected text . Alternatively, press
Ctrl+Shift+R on the keyboard.
3. The selected text is covered with a box. This is the way the text will appear when the PDF is opened,
regardless of the PDF program.
4. You can still undo this change during editing, but once you save the document, the redaction becomes
permanent and can no longer be removed.

Note: FlexiPDF remembers the color and label that you applied with the ribbon command Review | group
Redact | Redact style for future redactions. (For more information, see Redact style.) Thus, first use this
command to change the redact style according to your needs.

Redact style
Only available in FlexiPDF Professional and FlexiPDF NX Universal

You can use the dialog box Redact Style to change the appearance of the text redaction.
1. There are two ways to reach the dialog box, and both commands can be found on the ribbon tab Review |
group Redact:

a. Choose the command Find and redact and click on the Style button in the dialog box "Find and
Redact Text" that appears.

b. Select text using the Text edit tool and then choose the command Redact style . This enables you
to redact selected text directly as soon as you click on OK – without the text search.

2. In the dropdown list Colour, select the shade that you want to use.
Redacting texts and images 126

3. You have the option of selecting a Label that will be applied to the redacted parts of the text. You can enter
any text label that you like. It will then be applied to each redacted part of the text and repeated in order to
fill up the available space.

Example of a colored redaction in combination with a label

Redacting images
Only available in FlexiPDF Professional and FlexiPDF NX Universal

FlexiPDF can permanently redact images and thus obscure areas that should not be seen. The obscured
information cannot be retrieved.

1. Choose the ribbon command Review | group Redact | Redact image .

2. Drag a rectangle around the area that you want to redact.
3. You can move the rectangle like any other object, resize and rotate it.
4. Repeat the redaction in the rest of the document until all confidential areas are covered.
To exit the redaction mode, click on another tool in the Quick access bar.

Change color
To change the color of the redacted area, click on the ribbon tab Format. This appears on the far right when the
redacted area is selected. Here you can customize colors and lines in the Format group.
Redacting texts and images 127

Note
§ The redaction only becomes permanent when the document is saved.
§ FlexiPDF permanently removes all image data covered by redacting rectangles after saving.
Page operations 128

Page operations
Frequently used page operations can be found on the ribbon tab Pages. In addition, more operations are
available on some other ribbon tabs.
You can find out everything you need to know about this topic in the following sections.

Inserting pages
To insert pages into an existing document, FlexiPDF provides the following options:
§ Inserting new, Blank pages
§ Inserting pages From scanner
§ Inserting pages From other PDFs

Blank pages
You can insert any number of blank pages into a PDF document.

1. Choose the ribbon command Pages | group Insert | Blank pages .

Page operations 129

2. In the Create field, enter the number of pages that you want to add.
3. Select whether to insert the pages before or after an existing page and the corresponding page in the
document.
4. Select the size of the page:
Use current size inserts the new pages in the size of the currently displayed page.
Standard size lets you choose from a dropdown list of standard page sizes – A4, US Letter, etc.
Custom size lets you set any page size.

From scanner
Only available in FlexiPDF Professional and FlexiPDF NX Universal

If your computer is connected to a scanner, you can scan new pages and add them directly to the current
document.

1. To do so, choose the ribbon command Pages | group Insert | From scanner .
Page operations 130

2. In the dropdown list Device, select the scanner that you want to use.
3. If your scanner can be automatically fed multiple pages, change the Source to Automatic Document
Feeder.
4. For Placement, now select where you want to insert the pages.
5. If Recognise Text (OCR) is enabled, FlexiPDF will attempt to recognise the text of the scanned pages and
insert it as "real text". If your scan is a photograph, disable the option and skip the remaining steps.
6. Select the text language for the scanned pages. This helps FlexiPDF with text recognition.
7. Select the desired PDF Style:
Editable Text if you want to edit the text of the scanned pages. This creates a document without graphics or
photos, and the text can be edited normally.
Searchable Image if you want to retain the appearance of the scanned pages. The recognized text can be
searched but not edited.
If errors are made during the recognition process and lead to inaccurate search results, you can use OCR
corrections to rectify them.

From other PDFs

Pages from other documents can be inserted into the current PDF as follows.
Page operations 131

§ You can insert a PDF file into an open document by dragging it with your mouse into the document window.

1. The dialog box Drag & Drop appears (only if a document is already open in FlexiPDF).
2. Select the option Insert the PDF into the current document here.

Tip: To place the content of only one page of another PDF on the current page, see section Placing pages
from other PDFs.

§ Alternatively, you can use the following method:

1. Choose the ribbon command Pages | group Insert | From document .
2. In the file dialog, select the PDF that you want to add.

Both methods will take you to the following dialog box:

3. Select the pages that you want to insert: All Pages or a page range.
4. For Placement, you specify where the new pages are to be inserted in the current document.
To then renumber the pages of your document, see Page numbering.
Page operations 132

Rotating pages
To rotate pages, proceed as follows:

1. Choose the ribbon command Pages | group Edit | Rotate .

2. Select the rotation and pages to which the action is to be applied.

3. The dialog box displays the current rotation below the 180° radio button.

Extracting pages
FlexiPDF can create new PDF files from a range of pages of the original document. This is useful, for example,
if you want to e-mail only a few pages of a larger PDF.
The original PDF is not changed, as the new PDF files are created from copies of the original pages.
1. Choose the ribbon command Pages | group Edit | Extract .
Page operations 133

2. Select the page range that you want to extract.

3. Enable Save each page as a separate PDF if you want each extracted page to be saved to its own file.
Otherwise, a single PDF will be saved with the specified pages.
4. Click on OK, and select a storage location for the extracted PDF files.
5. If you have decided to extract a single file, it will open in a new window once the operation is complete.

Deleting pages
To delete pages, proceed as follows:
1. Choose the ribbon command Pages | group Edit | Delete .

2. Select the pages that you want to delete.

3. The option Even and Odd Pages deletes all pages in the range that is entered. You can also restrict the
deletion process to Even pages only or Odd pages only.
4. The Delete Pages operation cannot be undone. Make sure that there is a backup file before continuing.
To then renumber the pages of your document, see Page numbering.
Page operations 134

Replacing pages
FlexiPDFcan replace a page of the current PDF with a page from another PDF document.
1. Open the document in which you want to replace a page.

2. Choose the ribbon command Pages | group Edit | Replace .

3. Select the document that is going to supply the new page.

4. For Insert, select the desired page of the source document. The source document will be unaffected by this
operation because a copy of the page will be created and inserted.
5. For Replace, select the page that you want to replace in the current document.

Important: Make sure that there is a backup file before continuing. The selected page will be deleted
immediately and permanently if you click on OK to finish.

Changing page order

You can move one or more pages from one position in the PDF to another.

Moving a single page

1. Choose the ribbon command View | group Window | Sidebars | Thumbnails to show the Thumbnails
sidebar.
Page operations 135

2. Click on a thumbnail and drag it with the mouse to its new position in the Thumbnails sidebar.

Moving multiple pages

1. Choose the ribbon command Pages | group Edit | Re-order .

2. Select the pages that you want to move by entering the first page and last page in the Current Location
fields.
3. For New Location, specify where you want to move the pages.
To then renumber the pages of your document, see Page numbering.

Resizing page
You can resize one or more pages. This (optionally) scales all objects on the page and adjusts the media box
(paper size). As the largest box, the media box always includes all other boxes and elements of a page.

1. Choose the ribbon command Pages | group Edit | Resize .

Page operations 136

2. In the Page Range section, select the pages that you want to resize.
3. In the New Size section, select the desired new formats for the pages:
Standard: Select from a list of standard page sizes, for example, A4, US Letter, etc.
Custom: This option lets you set any page size.
The dropdown list Units can be set to percent to achieve relative scaling relative to the original size, or to
a unit of length to set an absolute size.

Set Width and Height independently, or click on to maintain the aspect ratio.
4. Remove the check mark for Apply to page contents to resize the page only. Objects on the page will not be
changed as a result.

Cropping pages
Cropping restricts the visible part of a page to a specific area.
You can crop a PDF in two ways:
§ Cropping manually by drawing a box to which the PDF is to be cropped
Page operations 137

§ Cropping automatically with FlexiPDF removing empty parts of the selected pages

Note
§ Everything outside the cropping is hidden but still present in the PDF. Another user could undo the crop to
reveal information previously hidden.

Cropping manually
You can crop one or more pages manually using the Crop tool.

1. Select the Crop tool on the ribbon tab Pages | group Crop.
2. Use the mouse to drag a rectangle around the area that is to remain after cropping. You do not need to drag
out the exact desired shape, since you can resize the box after the initial drag.
When you are satisfied with the size and position of the rectangle, press the Enter key on your keyboard.
3. In the bottom part of the dialog box that appears, specify which pages that you want to crop.
In the top part, you will see the position of the cropped area. Here, you should not change anything in the
dialog box.
4. Click on OK to perform the cropping.

5. You can undo a cropping by choosing the ribbon command Pages | group Crop | Remove crop .

Note
§ When cropping, nothing is removed from the PDF, as it only restricts what PDF viewers and printers
display.

Cropping automatically
Only available in FlexiPDF Professional and FlexiPDF NX Universal

Automatic cropping reduces the visible area of the page and leaves only the remaining area with the content. If,
for example, a page contains only a photo with a short caption and only a large empty border otherwise, then
the empty space is removed by cropping, thus leaving only the photo and its caption.

1. Choose the ribbon command Pages | group Crop | Auto crop .

2. Select the pages to which you want to apply the cropping.
3. Click on OK.
Page operations 138

4. You can undo the cropping by choosing the ribbon command Pages | group Crop | Remove crop .

Note
§ When cropping, nothing is removed from the PDF, as it only restricts what PDF viewers and printers
display.

Placing pages from other PDFs

Only available in FlexiPDF Professional and FlexiPDF NX Universal

You can place the entire content of a page of another PDF on the current page of the PDF that is open.

1. Choose the ribbon command Insert | group Objects | PDF object .

Alternatively: Drag a PDF file with the mouse into the current document window, and select the option
Place a page from the PDF onto the current page in the dialog box that appears:

2. If the newly placed document consists of only one page, it is placed immediately. Otherwise, select a page
that you want to place from the PDF.
3. When the page is placed, its contents are grouped, which makes it easier to select and move.
For this purpose, use the Object tool from the Quick access toolbar.

Tip: You can ungroup if you want to access individual objects. For more information, see Grouping
objects.
Page operations 139

Page margins
Only available in FlexiPDF Professional and FlexiPDF NX Universal

You can add page margins to one or more pages to make editing easier. Apart from the optical benefit, you can
also align objects to the page margins, for example, and the margins then act like Guides.

1. Choose the ribbon command Pages | group Edit | Page margins .

2. In the upper part of the dialog box, enter the desired margins in the input fields.
3. If the check mark is set for Tie values together and you enter a value in one field, all other input fields in
this dialog box are set to the same value.
4. In the lower part of the dialog box, select the Page range for the new margins. You can set different page
margins for even and odd pages by using the ribbon command Pages | group Edit | Page margins once for
all even pages and once for all odd pages.

Notes
§ To change the unit used (cm in this case), close the dialog box. Then choose the command File | Options,
and switch to the Editing tab. Select the desired Unit of measurement. For more information, see Options:
Editing tab.
Page operations 140

§ After you add the margins, they will be visible on all specified pages. Choose the ribbon command View |
group View | Grid and guides | Hide Guides to hide them.
§ Margins and other guides remain in the PDF, even if you close the document and open it again with
FlexiPDF the next time. They have no effect in other PDF viewers and are not displayed in them.

Watermarks
Only available in FlexiPDF Professional and FlexiPDF NX Universal

FlexiPDF allows you to add a watermark to pages, either in the foreground or in the background. The
watermark is loaded from a separate PDF file and can contain all PDF objects. They are usually graphics or
text.
1. Open the PDF to which you want to add a watermark.

2. Choose the ribbon command Insert | group Objects | Watermark | Add.

3. Select your watermark:

Click on Built in to select from supplied watermarks.
Click on Browse to select a PDF that contains a suitable watermark. If the selected PDF consists of several
pages, FlexiPDF will only use the first one as a watermark.
Page operations 141

4. Select whether the watermark should be located in the Background or in the Foreground.
5. Set a check mark for Scale to fit to ensure that FlexiPDF scales the watermark to resize it so that it fits the
target page.
6. Choose the Opacity of the watermark: from 25% for almost transparent to 100% for completely opaque.
7. Select the pages on which you want to place the watermark. Select only a section of the document if you
want different watermarks on different pages.
8. Click on Apply.

9. You can remove watermarks by choosing the ribbon command Insert | group Objects | Watermark |
Remove.

Notes
§ Watermarks behave like locked objects. If you unlock them, they can be edited like normal objects.
§ A page can only have one watermark at a time. If you add another, FlexiPDF removes the previous
watermark.

Page labels
Only available in FlexiPDF Professional and FlexiPDF NX Universal

A page label is an optional number or phrase that is displayed by FlexiPDF and other PDF viewers along with
each page. It is independent of the page number, but it is often used for this purpose.

Creating & editing page labels

1. Choose the ribbon command Document | group Extras | Page labels .
Page operations 142

2. The program opens the dialog box Page Labels, which is divided into two parts:
- The top part shows a list of the current page labels in the document.
- The bottom part is used to edit or add page labels.
3. To edit an existing page label, click on the respective list item. The details of this page label are now
displayed in the bottom part of the dialog box.
Skip this step if you want to create a new page label.
4. The Start Page is the first page to which the page label is applied.
A page label remains in effect until the start page of another page label is reached.
5. An optional Prefix is added to each page label, for example, Appendix.
6. The Start Number is the starting point for the numbering of the page label. This number is always a
decimal number, regardless of which numbering format is selected in the next step.
Example:
To label the first page of an Appendix as A, even though it starts, for example, on page 200 of the PDF, set
the following: Start Page = 200, Start Number = 1, numbering format = uppercase letters.
7. Use the dropdown list to select a numbering format for the labeled pages.
8. Click on Add to save any new page labels to the list.
If the Start Number overlaps with existing page labels, the old details are overwritten by the new ones.
Otherwise, a new page label will be created.
Page operations 143

Page numbering
Pages can be numbered in two different ways:
§ Copy a page number field to each page. (For more information, see Copy across pages).
This option enables you to copy a selection of objects at the same time as the page number (for example,
graphics, images, text).

§ Add a header and footer to each page. (For more information, see Bates numbering).
You can specify the text style, but you cannot add graphics or objects.

Using "Copy across pages"

Only available in FlexiPDF Professional and FlexiPDF NX Universal

This page numbering method uses the copy objects across pages function.
1. Remove existing page numbers (leave a single page number as a pattern for the new numbers if necessary).
For more information, see Deleting objects across pages.

2. Select the Text edit tool , and click on an existing text box with a page number.
Alternatively, create a new text box. (For more information, see Adding new text).

3. Choose the ribbon command Insert | group Text | Page number .

4. Select the Numbering Style.

Page operations 144

Note that the font used must contain all the characters required for numbering. Look in the character palette
of the font to ensure that this is the case. For more information, see Character Palette/Special characters.
5. Specify the Numbering Offset.
If, for example, you are on page 1 and want the numbering to start at 1, set this value to 0. If you are on page
5 and want the numbering to start at 1, the offset would be -4.
6. Click on OK.
7. Copy the text box containing the page number across all pages that you want to renumber. For more
information, see Copying objects across pages.

Note
§ Page number fields are not updated when pages are added or removed from the PDF. Thus, you should
repeat the numbering process on the affected pages.

Bates numbering
Only available in FlexiPDF Professional and FlexiPDF NX Universal

Bates numbering (also known as Bates labeling or Bates stamping) is used in particular in the legal and
medical fields in order to place consecutive page numbers, unique identification numbers or date and time
stamps on documents.

Numbering documents
1. First, you need to choose PDFs for which you want to perform Bates numbering.
2. Configure the formatting, layout and target area of the numbering.

Layout
FlexiPDF provides six areas to which Bates numbering can be applied – three in the header and three in the
footer of each page. You can still adjust the exact positions of the header and footer by adjusting the margins.
Page operations 145

Bates numbering inserts headers and footers with the specified content on each page.

Choosing PDFs

Only available in FlexiPDF Professional and FlexiPDF NX Universal

First, select the PDF files for which you want to perform Bates numbering.
To do so, proceed as follows:
1. Choose the ribbon command Insert | group Text | Bates numbering .

2. Click on Add Files or Add Folder to select the PDFs that you want to number.
Page operations 146

There is no limit to the number of PDFs that can be numbered.

3. Once you have added the desired files, click on OK.
4. Select the folder in which you want to save the numbered PDFs.

Note: Choose a folder other than the one in which the original files are located to ensure that your original
files are not overwritten by the numbered versions.

5. The program now displays another dialog box in which you can configure the format of the numbering. For
more information, see the next section Formatting.

Formatting

Only available in FlexiPDF Professional and FlexiPDF NX Universal

After you select the files for Bates numbering as described in the previous section, the dialog box Add Header
and Footer appears.

1. In the Header section, enter text in one or more of the three text boxes. This text is placed on the left, in the
center or on the top right of each page.
Page operations 147

You can enter any static text in the boxes, or you can use the Bates Number, Page Number and Date
buttons to insert corresponding fields.
2. Repeat this process for the Footer.
The example below shows how the fields in the header and footer can be used:

3. If you place the text cursor in an inserted field – as in the figure above – you can click on the Options
button. Depending on the field, a dialog box opens for:
Bates Number in order to change the number of digits and the start value
Page Number in order to change the numbering format and the start value
Date in order to change the date format used
4. Click on the hyperlink next to Page Range to select the pages on which you want to insert headers and
footers. This is useful when filling even and odd pages with different content.

5. Use the hyperlink next to Font and Colour to change the text style for the header and footer.
6. Check the position of the header and footer by clicking on the hyperlink next to Page Margin:
Page operations 148

If the check mark is set for Tie values together and you enter a value in one field, all other input fields in
this dialog box are set to the same value. To change the unit of measurement, see Options: Editing tab.
7. Click on OK to begin processing. This process can take a while depending on the number and size of PDFs
in the list.

Cloning across pages

FlexiPDF can replicate one or more objects across a number of pages.
For more information, see Copying objects across pages.

Deleting across pages

FlexiPDF can delete objects from multiple pages at the same time, provided they are in the same location on the
pages.
For more information, see Deleting objects across pages.
Scanning and OCR 149

Scanning and OCR

OCR (optical character recognition)

Only available in FlexiPDF Professional and FlexiPDF NX Universal

To edit text that exists only as a scanned image or as a vector graphic, you must first apply optical character
recognition (OCR) to the relevant pages.
1. Choose the ribbon command Pages | group OCR | Recognize text .

2. Select the pages that you want to process.

3. Select the Language in which the scanned text is written.
4. Select the desired PDF Style:
Editable Text if you want to both view and edit the text after the OCR process. This creates a document
without graphics or photos, but the text can be edited as usual.
Searchable Image if you want to maintain the layout of the scanned pages. The recognized text is then
hidden, but it is available for the search. If errors occur in the recognition process, they can be rectified with
the OCR corrections.

Notes
§ The OCR process will not run on pages that already contain editable text, as this text does not need to be
recognized. This is because the result could never be better, and it would lead to loss of text instead.
Scanning and OCR 150

§ If you want to apply the OCR process to only part of the page, copy that part into a new document or a new
page and apply OCR on it. Then copy the result back to its original location.

Creating PDF from scanner

Only available in FlexiPDF Professional and FlexiPDF NX Universal

If your computer has access to a scanner, you can use it to create a new PDF from a paper document.
1. Choose the command File | New, and select Import from scanner.
The program displays the following dialog box:

2. Select your scanner from the dropdown list Device.

This dropdown list is created based on the devices installed on your system.
3. If your device has an automatic document feeder for automatic scanning of multiple pages, you can use this
by selecting the entry Automatic Document Feeder for Source.
4. To convert words from the scanned document into editable or searchable text instead of just creating a
"photo", make sure that Recognise Text (OCR) is selected. If you are scanning a photo without text, do not
enable this option and skip the next steps.
5. Select the Language of the text of the scanned document. This helps FlexiPDF to recognize the words
correctly.
6. Select the desired PDF Style:
Editable Text if you want to both view and edit the text after the OCR process. This creates a document
without graphics or photos, but the text can be edited as usual.
Scanning and OCR 151

Searchable Image if you want to maintain the layout of the scanned pages. The recognized text is then
hidden, but it is available for the search. If errors occur in the recognition process, they can be rectified with
the OCR corrections.

OCR corrections
Some scan programs place scans as images in PDF files, but they also add their textual content invisibly behind
the images. This allows the scanned pages to retain their original layout, but the program can still search for
text in them.
FlexiPDF also does this on request if you select the option "Searchable Image" for PDF Style when performing
OCR.
In order to correct errors in this hidden text, you can make the text visible in FlexiPDF:
1. Open the PDF that you want to correct.

2. Choose the ribbon command Pages | group OCR | OCR corrections | Start.
You must confirm your selection because OCR mode can change a document substantially.

Important: Always make sure that you have a backup file of the PDF before you start this mode.

3. Select Start OCR mode to begin.

The hidden text becomes visible, and the scanned image fades to make editing easier.
4. You can now edit the text while making reference to the original content in the image.

5. After all corrections have been made, choose Pages | group OCR | OCR corrections | Finish.
The OCR text including any edits you made will become invisible and the scanned image will be displayed
in its normal colors.
Scanning and OCR 152

If the OCR text remains visible

If you find unwanted text fragments in your document, choose the ribbon command Pages | group OCR | OCR
corrections | Hide all text. As a result, the text will become invisible, even if it was not originally hidden.

Important: This operation cannot be undone – ensure that you first save a backup file of your document.

Notes
§ If your document also contained non-OCR text after scanning, it will also become invisible at the end of the
correction process.
§ If the Text edit tool is enabled, you can use the command Text box boundaries (on the ribbon tab
View | group View) to view the boundaries between the different text blocks.
§ You can change the Color of the OCR text to make it easier to distinguish it from the background image.
This will not affect the finished PDF file.
§ Some OCR programs create a large number of small text blocks that are difficult to edit. In the Rebuilding
text boxes section, see how to link them into a single, easily editable text block in FlexiPDF.
Document operations 153

Document operations

Creating a document
FlexiPDF can create the following files:
§ A new blank PDF, see below
§ A new PDF from scanner
§ A new PDF portfolio

To create a new blank PDF:

1. Choose the command File | New and select Blank.
The program displays the following dialog box:

2. Select the Number of pages in the new document.

3. Set the Page Size of the new document.
Document operations 154

Select a standard size from the dropdown list Built in or set a custom size for Custom.
4. If you want to keep the current document open, enable Open in new window. This is practical if you want
to copy objects from the current document to a new one.

Joining documents
FlexiPDF can join multiple PDF files into a single document.
To do so, choose the ribbon command Document | group Edit | Join .
For more information, see Joining PDF files.

Splitting a file into multiple documents

FlexiPDF can split PDFs into new documents, each with a given page number.

1. Choose the ribbon command Document | group Edit | Split .

2. Enter the number of pages in each new document.

3. Select a folder for the new PDFs.
Document operations 155

Drag and drop

FlexiPDF enables you to insert files into a PDF document via drag and drop.

Dragging a single PDF into the document window

By dragging and dropping a single PDF file into an open PDF document, you can
§ open the file and close the current document
§ open the file in a new window while the current document remains open
§ insert the pages of the PDF into the current document
§ place one page of the PDF onto a page of the current document
§ compare both PDFs side by side and scroll synchronously, but only if they have the same number of pages

Dragging multiple files into the document window

By dragging and dropping multiple files into FlexiPDF's program window, you can:
§ join multiple PDFs into a single PDF (only possible if all files are PDFs)
§ create a new portfolio document (single PDF that contains other files)
§ add images to the current page (only possible if all files are images)
§ create a new PDF photo album with one image per page (only possible if all files are images and no
document is currently open in FlexiPDF)
§ compare PDFs side by side and scroll synchronously (only possible if two PDF files with the same number
of pages are stored and no document is currently open in FlexiPDF)

Document properties
A summary of all settings, dates, authors, and other information about the current PDF file can be displayed.

For that purpose, choose the command File | Properties to open the following dialog box:
Document operations 156

This data is saved in a machine-readable format in the PDF file.

§ Click on the hyperlink next to Modified to open the change log of the PDF.
§ Click on the hyperlink next to Security to open the dialog box Document Security.
§ Resource Page indicates whether the PDF has an embedded resource page.
§ The Creator and Producer fields contain read-only values that cannot be changed by the user. If a
document was edited with FlexiPDF, "FlexiPDF" is entered for the Creator.
§ You can enter your own information in the white fields (Title, Author, etc.).

Notes
§ If the current document is part of a portfolio, the dialog box displays the properties of the PDF in which the
document is located.
To see the properties of individual documents within the portfolio: Select an item in the Portfolio sidebar,
on the top of the sidebar click on Properties .

§ If the selected item within a portfolio is not a PDF, Properties shows only the basic properties of the
file.
Document operations 157

Track changes
Text that was edited in the PDF file can be highlighted in color by FlexiPDF. (For more information, see the
next section Highlighting changes.) This also includes edits from previous sessions.
It also notes the author, the page number and the date of all changes in a change log.

Note: If you finish your work with the command File | Save as | Save as final, the colored highlights and the
data in the change log will no longer be displayed the next time you open the file. If you want this data to
remain visible in the document, finish your work with the command File | Save as | Save as or by simply
closing the file.

Highlighting changes
Text that was edited in the PDF file can be highlighted in color.
Proceed as follows:
1. Choose the command File | Options.
2. Switch to the Editing tab.
3. Make sure that Show changed text in is selected and select a color from the dropdown list.
Document operations 158

Tip: You can also enable or disable the option Show changed text directly on the ribbon tab Review | group
Track changes.

Change log
The change log records the date, user name and modified pages. Modifications made by other PDF editors are
not recorded.

Choose the ribbon command Document | group Extras | Change Log to display this information.
Document operations 159

Font list
FlexiPDF can display all fonts in a PDF and additional information about their properties.

1. Choose the ribbon command Document | group Extras | Fonts | Document fonts.
The following dialog box appears with the font list:

Fonts that were first used during the current session will only appear after the PDF document has been
saved.
Information is displayed in the following columns:
§ Font name
Names with the prefix XXXXXX+ represent subsets of fonts (embedded only with a subset of their full
character set).
§ Type
This is the format of the font. There are many formats that may be used within a PDF: TrueType, Type1,
Type3, OpenType, etc.
§ Actual Font
Embedded indicates that the characters required by the PDF are included in the PDF.
To save disk space, fonts are not always included directly in the PDF. If not embedded, FlexiPDF uses
one of your computer's system fonts to display the text. This can result in a loss of fidelity. The list then
displays the name of the replacement font that was used.
§ Unicode
This is the character encoding of the font. Most fonts are encoded in Unicode.
§ No. of Glyphs
This is the number of glyphs (shape description of characters) which are defined by the font. To save disk
space, sometimes only definitions of the glyphs actually used are included in the PDF.
Document operations 160

2. Select a font and click on Replace to open the dialog box Find and Replace Font.
3. Select Remap to reassign the glyphs to the font. For more information, see Remapping fonts.

Note
§ While you are editing text, you can use the ribbon command Insert | group Text | Symbol to display all
glyphs of the current font. For more information, see Character Palette/Special characters.

Problem report
FlexiPDF can check for two types of errors in your edited PDFs:
A. Overset text: If there is too much text in a text box (Text overflow) and the overflowing text is no longer
displayed.
B. Auto-fit Size Change: If automatic text fitting has been applied to a text box (Text fitting automatically)
and the text has been resized by more than 10%.
FlexiPDF always checks for problem A when you save the PDF. Otherwise, you can use the ribbon command
Document | group Extras | Problem report at any time to perform checks.

Problem report when saving

You may see a warning when you save a PDF:

Click on Save anyway to ignore the problems and save the PDF, or use View the problems to view the results
as shown in the window below.
Document operations 161

Problem Report Results

§ Double-click on a problem to view it in the PDF.

§ Click on the Filter checkboxes to show or hide different types of errors:
Overset text: If there is too much text to fit in a text box
Auto-fit Size Change >10%: If the text size was automatically adjusted by more than 10 percent to enable
the text to fit in the box.
§ If you are making a change to the PDF (to resolve a problem), press Refresh to update the list of problems.

Solving problems that were identified in the problem report

To resolve problems, double-click on the relevant item (or click on View) and then do the following:
1. Resize the relevant text box to create more space for the text.
2. Edit the text to change its length.
3. Click on Auto Fix to automatically fit the text. This slightly adjusts its size to fit it in the text box. If this
function is not available, it means that the automatic fitting has already been performed. In this case, click
on Text fitting.
4. The Text fitting button enables you to change certain automatic Text fitting settings so that they match the
text better.
Document operations 162

Reducing file size

You can reduce the size of PDF files by reducing the quality of the images they contain. For more information,
see Resampling images.
Protecting documents 163

Protecting documents
FlexiPDF has a number of different security features for your documents.
For example, you can insert a copy of your handwritten signature as described in Signatures. This looks nice,
but it provides no real protection.
The following methods are more suitable and will be explained in the next sections:
§ Document security
You can use these security settings to restrict what other users can do with your PDF. For example, you can
prevent editing or printing of your PDF with a simple password.
However, people may still manage to bypass this type of protection if they know how to do it.
§ Digital signatures
You can digitally sign your PDF file. Anyone who receives a signed PDF can easily recognize if it has been
modified since it was originally signed. This form of guarantee is difficult to outwit and is normally used for
legal documents.
§ User restrictions
You can set up user restrictions for your PDF file and thus limit any editing of the document to the actions
that you specify.

Document security
PDF security settings enable you to specify what other users can do with your PDF file. For example, you can
prevent editing or printing. Depending on the level of security that you set for the PDF file, it can be very
difficult to circumvent it without the correct password.

Choose the ribbon command Document | group Protection | Security to display the current security
settings of the document.
Protecting documents 164

If the document is protected, most of the options in the dialog box will be grayed out. However, they still
indicate the active protection status, for example, whether editing is allowed or not.
§ If you select Unlock, you can change the security settings. If the PDF is protected with a Master password,
you must enter it now. If you don't know it, you can't change the security settings.

Passwords
§ User (Required to open a document)
If this option is enabled, a password must be entered before the PDF can be viewed or printed. The PDF
cannot be viewed in any PDF viewer without entering a password.
§ Master (Required to change security settings)
If this option is enabled, a password must be entered to adjust the security settings of the PDF. The PDF can
still be viewed without a password, and it is possible to perform actions that were declared permissible by
means of the settings. Please note that some PDF viewers ignore these restrictions, which means that the
PDF could be changed against the author's will.
Protecting documents 165

Digital signatures
Only available in FlexiPDF Professional and FlexiPDF NX Universal

By signing your PDF file with a digital signature, others can see whether the PDF was changed by a third party
after it left your computer.
To avail of this option, you need a security certificate contained in a PFX file. These certificates can be
purchased in many different places.

Signing a PDF file

1. Select the Add tool on the ribbon tab Document | group Digital signature.
2. Use your mouse to drag a box around the area in which your signature is to be displayed.
First, switch to the desired page or zoom into the text to find the perfect spot before dragging the box.
3. After drawing the box, the dialog box "Sign Document" is displayed.

4. In the dropdown list Certificate, select the certificate that you want to use to sign the PDF file.
If you do not have a certificate (a PFX file), you can purchase one in various places on the Internet. You can
buy a certificate from third-party providers or create your own free certificate (useful for test purposes). A
search for "buy digital signing certificate" should return suitable results.
5. Click on the Browse button to add a new certificate to the list.
6. In the dropdown list Appearance, select how your signature should appear on the page.
Protecting documents 166

More types of appearances will be added in future versions of the software.

7. Select an entry in the dropdown list Signature image. This is a scanned image of your handwritten
signature. If the dropdown list is empty, you can now specify an image file by clicking on Define. For more
information, see also Creating signatures.
8. Click on the Sign button and your signature will be almost complete. The final step is saving your PDF file.
Anyone viewing your signed PDF can then see if anyone other than you has subsequently edited the PDF file.

How to trust a signed PDF

When you open a PDF that has been digitally signed, FlexiPDF will show you some information about it. This
will help you to decide if you can trust the integrity of the PDF content.
Green signal: This indicates that the PDF is signed, the certificate used has been verified, and the PDF has not been
edited since it was signed.
Red signal: If you see this signal, you should proceed with caution – the content of the PDF file may no longer be the
same as it was with the original signature. Alternatively, it could have been signed with an invalid certificate.

Signature details
For a detailed overview of the digital signature that was applied to a PDF, open the Digital signatures sidebar.

To do so, choose the ribbon command View | group Window | Sidebars | Digital signatures.

A PDF can have multiple signatures and each signature can have its own certificate. In the "Signatures" sidebar
shown here, you can view the details and the validity of each link in the chain.
Protecting documents 167

Adding new trusted certificates

You may receive a signed PDF that includes a certificate which you have never seen before. If you are
convinced of the authenticity of the certificate (for example, if it comes from a trusted friend or colleague), you
can add it to a list of trusted certificates. This means that the next time you receive a similarly signed PDF,
FlexiPDF will assume that this certificate can be trusted.
In the example shown above, the bottom three entries in the signature tree are individual certificates:

If any of these three certificates are currently untrusted, you can click on them individually and then click on
the Add button. Make sure that the certificates you are adding are truly trustworthy before you do so.
For more information, see Managing trusted certificates.

Managing trusted certificates

You can add trusted certificates to a list so that FlexiPDF knows about them in future. You should only do so if
you are sure of the origin of a certificate.
To mark a certificate as "trusted", proceed as follows:
§ Click on the certificate in the Signatures toolbar and then on Add.
If the sidebar is not shown, open it with the ribbon command View | group Window | Sidebars | Digital
signatures.

§ Alternatively, use the ribbon command Document | group Digital signature | Manage certificates to
open the dialog box "Manage Trusted Certificates", and click on Add there.
Protecting documents 168

Lists of trusted certificates

FlexiPDF uses publicly available lists of trusted certificates to identify when a signed PDF might be a cause for
concern. To ensure that you have the latest information about which certificates can be trusted, you should
update your copy of the lists occasionally.
To update the public list of trusted certificates, proceed as follows:
1. Use the ribbon command Document | group Digital signature | Manage certificates to open the dialog
box "Manage Trusted Certificates".
2. Click on the Update now button.

User restrictions
Only available in FlexiPDF Professional and FlexiPDF NX Universal

You can set up user restrictions for your PDF file and thus limit any editing of the document to the actions that
you specify.

To do so, choose the ribbon command Document | group Protection | User restrictions , and set a check
mark in front of the desired option in the following dialog box.
Portfolios 169

Portfolios
A portfolio (in PDF terms) is a convenient way of bundling a collection of related documents into a single
container document. These documents don't necessarily have to be PDFs; a portfolio can also contain images,
videos, audio files, Office documents and text files.
Portfolios are a relatively new addition to the PDF specification and are generally only supported by the latest
PDF viewers.

Creating a portfolio
Only available in FlexiPDF Professional and FlexiPDF NX Universal

To create a new portfolio, proceed as follows:

1. Choose the command File | New and select New portfolio.
2. Create a list of the files which you want to add to the new portfolio. This dialog box is used in a similar
manner to the dialog box Join Files.
3. Click on Create and then enter a document name for the new portfolio.

Note
§ You can change the order of items in an existing portfolio by moving the thumbnails in the Portfolio sidebar
with the mouse.

Tip: Use the ribbon command View | group Window | Sidebars | Portfolio to show the Portfolio
sidebar.

Adding items to a portfolio

Only available in FlexiPDF Professional and FlexiPDF NX Universal

You can add documents to existing portfolios.

1. Open an existing portfolio document in FlexiPDF.
Portfolios 170

2. If the Portfolio sidebar is not shown, enable it with the command View | group Window | Sidebars |
Portfolio.

3. You can then proceed as follows:

§ Click on the Add items icon at the top of the Portfolio sidebar.
or
§ Drag and drop one or more files in the Portfolio sidebar. Once added, you can change the order of the
documents by moving the thumbnails in the Portfolio sidebar with the mouse.

Deleting items from a portfolio

Only available in FlexiPDF Professional and FlexiPDF NX Universal

You can delete items from an existing portfolio:

1. Open the portfolio with FlexiPDF.

2. If the Portfolio sidebar is not shown, enable it with the command View | group Window | Sidebars |
Portfolio.
3. Click on the item that you want to delete.
4. Press Del on your keyboard or click on the Remove items icon at the top of the Portfolio sidebar.

Extracting items from a portfolio

Only available in FlexiPDF Professional and FlexiPDF NX Universal

You can extract documents from the portfolio into separate files.
1. Open the portfolio document in FlexiPDF.

2. If the Portfolio sidebar is not shown, enable it with the command View | group Window | Sidebars |
Portfolio.
3. Click on the item that you want to extract.
4. Click on the Export items from Portfolio icon at the top of the Portfolio sidebar.
5. In the dialog box, set a check mark for the documents that you want to export.
6. Specify a file name for the copy of the extracted file. The original file will not be removed from the
portfolio.
Portfolios 171

Properties of items in portfolios

For more information on an item in a portfolio, proceed as follows:

1. If the Portfolio sidebar is not shown, enable it with the command View | group Window | Sidebars |
Portfolio.
2. Click on an item of the current portfolio in the Portfolio sidebar.
3. Click on Item properties at the top of the Portfolio sidebar.
4. If the document is a PDF, the dialog box Document Properties will be displayed. If it is not a PDF, the
program will display a small information dialog box with basic information about the file.

5. To view the item itself (if it is not a PDF), click on Open media in the document window.

Note
§ To view the document properties of the parent portfolio PDF (i.e. the properties of the "container"), choose
the command File | Properties.
Comments 172

Comments
FlexiPDF enables you to insert comments (notes, stamps, text highlights) anywhere in your document, for
example, to make remarks, such as approvals or editorial comments. The existing comments of the document
can be clearly displayed in the Comments sidebar.
For more information on the different methods available, see the following pages.

List of comments
FlexiPDF provides an overview of all comments (notes, stamps, text highlights) in the PDF.

§ Choose the ribbon command View | group Window | Sidebars | Comments to show the Comments
sidebar. The displayed list is divided into three sections, each containing the same information sorted by:
- Page
- Comment Type
- Author
Click on the names of the groups to the right of the gray squares to expand them as shown below. Click on
them again to collapse them.
Comments 173

Here, you can perform the following actions:

§ Click on a comment in the list to go to the page where it was inserted.
§ Click on a comment in the list, and then click on the Delete comment icon at the top to remove it from
the document.
§ Click on the Find icon at the top to open the dialog box Find and Replace in Comments.
§ When you edit a comment in the document, the display in the Comments sidebar will be updated
accordingly.
§ You can grab the comment bar with your mouse and dock it on to any side of the FlexiPDF program
window. Alternatively, you can convert the Comments toolbar into a floating window by dragging it away
from the edge of the program window.

Note
§ To change the user name for comments, choose the command File | Options, switch to the Saving tab, and
enter the new name in the User name field.

Sticky notes
You can add comments in the form of "sticky notes" to your PDFs and edit them later. These are small windows
in which you can include notes, such as corrections.
A sticky note consists of the following:

1. A standard icon , although there are also some alternative symbols available. (For more information, see
Properties of sticky notes.) Double-click on the icon to open its associated note window for the comment
text.
2. An entry in the Comments sidebar.

Notes
§ Sticky notes are not printed, even if the check mark is set for "Print annotations" in the dialog box of the
command File | Print.

Adding sticky notes

Insert a sticky note as follows:
1. Choose the ribbon command Insert | group Annotations | Note | Sticky note .
Comments 174

2. Place the sticky note in the document using the left mouse button.
Note: If, under File | Options, you have not yet entered a user name on the Saving tab, FlexiPDF now
prompts you to do so:

This user name is mentioned in each new comment that you insert.

3. After you have placed the sticky note in the document, the associated note window will open. Enter your
comment text here.
4. To exit note mode, press Esc on the keyboard or select another tool in the Quick access toolbar.

Subsequently editing comment

If you want to edit your comment again later, proceed as follows:

1. Select the Hand tool in the Quick access toolbar.

2. Double-click on the sticky note icon.
Alternatively: Right-click on the icon to open the context menu and select Open Note.
3. In the note window, enter the desired comment text and confirm with OK.

Deleting sticky notes

Sticky notes can be deleted by means of the Comments sidebar. This removes them from the document.

However, you can also proceed as follows:

1. Select the Hand tool in the Quick access toolbar.
2. In the document, click on the sticky note that you want to delete.
3. Press the Backspace key or the Del key on your keyboard.
Alternatively: Right-click on the sticky note icon, and select Delete in the context menu.
Comments 175

Properties of sticky notes

You can change the properties of a sticky note using the dialog box Note Properties:

1. Select the Hand tool in the Quick access toolbar.

2. In the document, right-click on the sticky note icon and select Properties in the context menu.
3. In the top area of the dialog box, you can change the motif and the color of the sticky note icon in the
Appearance section. In the lower area, you can change the author and assign a title.

Graphic notes
In addition to simple sticky notes, there are also graphic notes. These combine a drawing with a comment
window and are used to draw attention to certain elements on the page.
A graphic note consists of:
1. A bordered triangle, circle, polygon, freehand shape or line. Double-click on the shape to open the
associated window and enter a comment.
2. An entry in the Comments sidebar.

Note
§ Graphic notes are printed with the PDF if the check mark is set for "Print annotations" in the dialog box of
the command File | Print. However, the contents of the comment window are not printed.

Adding graphic notes

Insert a graphic note as follows:
1. Choose the ribbon command Insert | group Annotations | Note .
2. In the menu that appears, select one of the tools for notes and place the graphic note in
the document using the left mouse button.
Note: If, under File | Options, you have not yet entered a user name on the Saving tab, FlexiPDF now
prompts you to do so:
Comments 176

This user name is mentioned in each new comment that you insert.

3. The different drawing shapes for graphic notes can be placed in the document as follows:

Drag out a box depicting the final size of the shape. Hold down the Shift key as you drag in order to draw a
square or a circle.

Click on the page and drag the first line. Clicking again will result in the next line segment, which is connected
to the previous one. Double-click to complete the polygon.

Hold down the left mouse button and draw a freehand shape on the page as if you were using a pencil.

Click on the page and drag out a straight line. While dragging, hold down the Shift key to align the line in 45-
degree increments.

4. Double-click on the shape you created in order to enter your comment text in the note window.
Alternatively: Right-click on the shape for the context menu, and select Open Note.
5. To exit note mode, press Esc on the keyboard or select another tool in the Quick access toolbar.

Deleting graphic notes

Graphic notes can be deleted by means of the Comments sidebar. This removes them from the document.

However, you can also proceed as follows:

1. Select the Hand tool in the Quick access toolbar.
2. In the document, click on the graphic note that you want to delete.
3. Press the Backspace key or the Del key on your keyboard.
Alternatively: Right-click on the graphic note, and select Delete in the context menu.
Comments 177

Properties of graphic notes

You can change the properties of a graphic note as follows:

1. Select the Hand tool in the Quick access toolbar.

2. In the document, right-click on the graphic note and select Properties in the context menu.
3. In the top area of the dialog box that opens, you can apply a fill color as well as adjust the line color and line
width in the Appearance section. You can also specify the opacity of the graphic note – which is practical if
you want the content underneath to show through it. In the lower area, you can change the author and assign
a title.

Stamps
FlexiPDF offers you a number of predefined stamps (graphic labels) that you can insert, enlarge and combine
with a comment window. You also have the option of creating user-defined stamps.

An example of the SIGN HERE stamp with the associated comment window
Comments 178

Note
§ Stamps are printed with the PDF if the check mark is set for "Print annotations" in the dialog box of the
command File | Print. However, the contents of the comment window are not printed.

Adding a stamp
Add a stamp as follows:
1. Choose the ribbon command Insert | group Annotations | Stamp . Click directly on the icon itself to
reuse the last stamp that was used in the document.
To select a different stamp, click on the black arrow of the Stamp icon:
- In the menu that appears, select Built-in to use one of the predefined stamps.
- Alternatively, select User-defined to create a User-defined stamp.
2. Click on any position on the page to set a standard-sized stamp or click and drag to create a stamp of any
size.
Note: If, under File | Options, you have not yet entered a user name on the Saving tab, FlexiPDF now
prompts you to do so:

This user name is mentioned in each new comment that you add.

3. Optional: After you have placed the stamp on the document, you can also add a comment to it. Double-click
on the stamp and enter your comment text in the note window.
Alternatively: Right-click on the stamp to open the context menu and select Open Note.
4. To exit stamp mode, press Esc on the keyboard or select another tool in the Quick access toolbar.
Comments 179

Deleting a stamp
Stamp notes can be deleted by means of the Comments sidebar. This removes them from the document.
However, you can also proceed as follows:
1. Select the Hand tool in the Quick access toolbar.
2. In the document, click on the stamp that you want to delete.
3. Press the Backspace key or the Del key on your keyboard.
Alternatively: Right-click on the stamp, and select Delete in the context menu.

Properties of stamps
You can change the properties of a stamp via the dialog box Stamp Properties:

1. Select the Hand tool in the Quick access toolbar.

2. In the document, right-click on the stamp and select Properties in the context menu.
3. In the dialog box that opens, you can change the stamp motif in the Appearance section. You can also
specify the opacity of the stamp – which is practical if you want the content underneath to show through it.
In the lower area, you can change the author and assign a title.

User-defined stamps
FlexiPDF allows you to load any number of user-defined stamps from your specified folder. Your stamps
should be single-page PDFs. They can be created with any application that can generate PDFs, including
FlexiPDF.

Proceed as follows:
1. Create a folder for all of your user-defined stamps. FlexiPDF considers all PDFs in this folder as stamps.
2. Choose the command File | Options and switch to the Editing tab.
Comments 180

3. Enter the storage location of your stamp folder in the edit field User-defined stamps folder, or click on the
Browse button to select a location.
4. As soon as you click on OK, FlexiPDF searches the folder for PDFs.
They are then listed in the User-defined submenu of the command Stamp (see Adding a stamp) with
the file names of the stamp PDFs you created.

Notes
§ To design the motif in the template for a stamp, it is preferable if you use the tools of the command group
Drawings (on the ribbon tab Insert) rather than the commenting tools.
§ Each time you start FlexiPDF, it searches the user-defined stamps folder for new stamp files.

Text highlighting
Use the Text highlight tool to put a colorful, semi-transparent highlighting around the selected text. Like
all other comment functions described above, highlighting also has a note window.

1. Select the Text edit tool in the Quick access toolbar.

2. Select the text that you would like to highlight.
3. Select the Text highlight tool on the ribbon tab Home | group Character to highlight the selected text
or press Ctrl+G.
Comments 181

4. To add a comment to the highlighting, enable either the Text edit tool or the Hand tool and double-
click on the text.

5. If necessary, the fill color and opacity can be adjusted to the highlighting:
After you have used the Text highlight tool, you can click on the arrow of the icon to select More. In the
dialog box that appears, set the desired options. For more information, see Text highlighting (Text highlight
tool).

Removing highlighting
Click on the highlighted text and use the arrow of the icon to select Remove Highlight.

Notes
§ The text highlighting, like other comments, is located at its own level "hovering" above the page. The
highlighting does not automatically follow the text if you edit it later.
§ If only optical highlighting is involved, you can also use the underline function that can also highlight the
relevant text in color and which "accompanies" text changes. For more information, Underline and
strikethrough.
Bates numbering (Bates stamping) 182

Bates numbering (Bates stamping)

Bates numbering (also known as Bates labeling or Bates stamping) is used to place consecutive page numbers,
unique identification numbers or date and time stamps on documents.
For more information, see Bates numbering.
Signatures 183

Signatures
If you have scanned your signature as an image file, you can easily insert it into a document to "sign" it.
You can also manage multiple signatures in parallel, for example, if several people work on your computer.
A signature can be created from an image file, a PDF file or from an element of your currently open document.

Creating signatures
To define a signature, proceed as follows:

1. Choose the ribbon command Insert | group Annotations | Signature , and select Define in the menu that
appears.
2. Select an image file as the source for your signature. JPEG, PNG and TIFF image files are supported.
FlexiPDF then makes a copy of this file, and you can use it from now on.
Alternatively, you can also use an element from your currently open FlexiPDF document, which you must
have already selected.
3. Assign a name to the signature. This is the name that will appear in the Signature menu.

4. Your signature is now available in the menu of the Signature icon with the name you assigned.

Inserting signatures
To insert a signature into a PDF document, proceed as follows:

1. Choose the ribbon command Insert | group Annotations | Signature , and select your created signature
from the menu that appears.
2. FlexiPDF automatically sets the white part of the signature (thus its background) to transparent.
3. Immediately after insertion, you can resize your signature in the same manner as any other object. If you
hold down the Shift key button while resizing, the signature will be scaled evenly in height and width.
4. The final size of the signature will then be saved so that you do not have to fit it manually the next time you
insert it.
Signatures 184

Note
§ Signatures created in this manner are not comments like, for example, sticky notes. They do not have a note
window, nor do they appear in the Comments sidebar. However, they are always printed. They are an
integral part of the page – as opposed to comments that "hover" at a level above the page.

Deleting signatures
To delete a signature that was previously inserted into a PDF document, proceed as follows:

1. Select the Object tool in the Quick access toolbar.

2. Click on the signature that you want to delete.
3. Press the Backspace key or the Del key on your keyboard. Alternatively, you can also right-click on the
signature and select Delete Selection in the context menu.

Note
§ The process described above merely removes the signature object that was inserted into the PDF.
To remove entries from the menu of the Signature icon, choose the ribbon command Insert | group
Annotations | Signature | Delete. If you do so, the source file underlying the signature will not be deleted
from your computer.
Hyperlinks 185

Hyperlinks
Hyperlinks allow you to specify interactive boxes that you can click on to jump to another area of the same or a
different PDF file or to open a web page in the browser.

§ To follow an existing hyperlink, click on it with the Hand tool .

§ After clicking on a hyperlink that points to a specific location in the currently open document (see Links
within a document), you can do the following:

You can use the button in the status bar to return to the previous view – similar to the "Back" button of a
web browser.

§ To see where hyperlinks are placed on a page, select the Hyperlink tool on the ribbon tab Insert | group
Links, and all hyperlinks on the page will be highlighted. You can then double-click on the hyperlink to edit
its properties again.

Note
§ Hyperlinks, like other comments, are located on a separate level "hovering" above the page. They do not
automatically follow the text when you edit it later.

Links to web pages

To create a hyperlink to a web page, proceed as follows:

1. Choose the ribbon command Insert | group Links | Hyperlink .

2. Use the mouse to drag a box around the area that you want to define as a hyperlink. You can still resize this
box after its creation if it was initially set incorrectly.
3. After drawing the hyperlink box, the dialog box Link Properties will be displayed.
Hyperlinks 186

4. Change the Link Type to World Wide Web Link.

5. Select Link is always visible if you want the link to always be displayed as an outlined rectangle.
6. Enter the destination URL in the URL field.
For a website, use the prefix http://
For an e-mail link, use the prefix mailto:

If you then select the Hand tool in the Quick access toolbar, you can follow the link.

Links within a document

A link within a document leads the user to another part of the document and changes the zoom level (optional).
To do so, proceed as follows:
1. Choose the ribbon command Insert | group Links | Hyperlink .
2. Use the mouse to drag a box around the area that you want to define as a hyperlink. You can still resize this
box after its creation if it was initially set incorrectly.
3. After drawing the hyperlink box, the dialog box Link Properties will be displayed.
Hyperlinks 187

4. Change the Link Type to Go To View.

5. Select Link is always visible if you want the link to always be displayed as an outlined rectangle.
6. Move the dialog box aside (do not close it) so that you can see the document.
7. Navigate to the destination in the document by scrolling, zooming and switching pages.
8. Once at your desired location, click again in the dialog box. For Zoom, select the document's zoom level
which should be set after clicking on the hyperlink.
9. Click on OK.

If you then select the Hand tool in the Quick access toolbar, you can follow the link.

Links to other documents

To create a link to another document, proceed as follows:
1. Choose the ribbon command Insert | group Links | Hyperlink .
2. Use the mouse to drag a box around the area that you want to define as a hyperlink. You can still resize this
box after its creation if it was initially set incorrectly.
3. After drawing the hyperlink box, the dialog box Link Properties will be displayed.
Hyperlinks 188

4. Change the Link Type to Open File.

5. Select Link is always visible if you want the link to always be displayed as an outlined rectangle.
6. Enter the name of the File or click on Browse.
7. If you want, you can set in Open in how the PDF will open. This property is not used by FlexiPDF, although
it is supported by other PDF viewers.

Deleting links
To delete a hyperlink, proceed as follows:

1. Choose the ribbon command Insert | group Links | Hyperlink to display the hyperlinks.
2. Click on the hyperlink that you would like to delete.
3. Press the Backspace key or the Del key on your keyboard.
Bookmarks 189

Bookmarks
Bookmarks allow users to quickly access special places in the PDF file. This is especially useful for long PDFs.
FlexiPDF allows you to automatically add bookmarks and edit and delete existing bookmarks.

Display on the screen

Use the ribbon command View | group Window | Sidebars | Bookmarks or the function key F9 to show the
Bookmarks sidebar.

Click on a bookmark to jump to the associated page of the PDF file.

Notes
§ Drag a bookmark in the Bookmarks sidebar to the icon of another bookmark to place it behind it.
§ Drag a bookmark in the Bookmarks sidebar to the title of another bookmark to place it in it as an item of a
lower level.

Creating bookmarks manually

A bookmark stores the page number, screen position and zoom level of the creation date.
Bookmarks 190

To manually create a new bookmark, proceed as follows:

1. Use the ribbon command View | group Window | Sidebars | Bookmarks to show the Bookmarks
sidebar.
2. Navigate through your PDF to the page where you want to set the bookmark. Zoom and scroll to the exact
position that you want to record.
3. Click on New Bookmark at the top of the Bookmarks sidebar.
Alternatively: Right-click in the Bookmarks sidebar and select Insert Bookmark.
4. The new bookmark will be created and called New Bookmark by FlexiPDF.
5. If you want to rename the new bookmark immediately, click on the new bookmark. After a brief moment,
you can enter another title for the bookmark.
6. If necessary, move the new bookmark to the desired location in the Bookmarks sidebar to achieve a useful
structure. For more information, see Reordering bookmarks.

Creating bookmarks automatically

FlexiPDF can create bookmarks automatically. This is practical for long PDF documents without bookmarks.
Proceed as follows:

1. Use the ribbon command View | group Window | Sidebars | Bookmarks to show the Bookmarks
sidebar.
2. Navigate to the page from which bookmarks are to be created automatically. If, for example, you want to
omit the table of contents at the start of a book, go to the first page after the table of contents.
3. Click on Automatic Bookmarks at the top of the Bookmarks sidebar.
4. If the PDF file already contains bookmarks, FlexiPDF asks if you are really sure about removing the existing
bookmarks. If you click on Yes, the bookmarks will be created.
5. Creating the bookmarks may take some time. You can cancel the process at any time by clicking on Stop.
The bookmarks that were created up to this point are retained.
If necessary, you can influence the creation of automatically generated bookmarks in such a manner that only
text written in a specific font is considered. For more information, see the next section.

Font filters
Only available in FlexiPDF Professional and FlexiPDF NX Universal
Bookmarks 191

To avoid adding unwanted items when automatically creating bookmarks, you can instruct FlexiPDF to only
consider text that is formatted in a particular font.
1. Select the Text edit tool in the Quick access toolbar.
2. Set the text cursor in a place in the text with the formatting that you want to include for bookmarks.
3. Click on Add font filter at the top of the Bookmarks sidebar.
4. The dialog box Bookmark Font Filters appears and shows a list of all fonts that FlexiPDF will consider
when automatically creating bookmarks. FlexiPDF ignores fonts that are not listed.
5. The font of the currently selected text is displayed at the top of the dialog box.

6. Click on Add To Filters to add the font of the selected text to the list. Fonts that are not in the list are
ignored during automatic bookmark creation.
7. Repeat steps 2 to 6 for all fonts that you want to be considered for automatic bookmark creation.
8. To remove a font from the list, select it and click on Delete.
9. Create the automatic bookmarks with the filters you just created, as described in Creating bookmarks
automatically.

Note
§ The list of fonts is not stored by FlexiPDF and must be created again if you close the document.
Bookmarks 192

Renaming bookmarks
To rename a bookmark, proceed as follows:
1. Click on an existing bookmark in the Bookmarks sidebar to select it.
2. Wait a moment, and then click on the bookmark again. You can enter a different name for the bookmark.

Deleting bookmarks
To delete a bookmark, proceed as follows:
1. Select the bookmark that you want to delete in the Bookmarks sidebar.
2. Press the Backspace key or the Del key on your keyboard.
Alternatively: Click on Delete Bookmark at the top of the Bookmarks sidebar.

Note
§ If you delete a bookmark that contains lower-level bookmarks, they will also be deleted.

Reordering bookmarks
You can move bookmarks in the Bookmarks sidebar as follows:
§ Drag a bookmark with the mouse on to the icon of another bookmark in order to place it behind that
bookmark.
§ Drag a bookmark with the mouse on to the title of another bookmark in order to place it in the bookmark (as
a lower-level element). This allows you to create a nested bookmark hierarchy.

Searching in bookmarks
To search in bookmarks, use the Magnifying glass icon at the top of the Bookmarks sidebar.
Bookmarks 193

For more information, see Finding and replacing in bookmarks.

Article threads 194

Article threads
Only available in FlexiPDF Professional and FlexiPDF NX Universal

Article threads are logically summarized parts which enable, for example, a better arrangement of a newspaper
article that spans several pages and columns. This is done in the form of (invisible) grouped article boxes for an
article thread.
Adobe Reader and other PDF viewers can then recognize this article thread and present the article in an easier-
to-read sequence.
Some programs can also use information about articles for reflowing and for exporting whole articles to formats
such as HTML.

Creating article threads

Only available in FlexiPDF Professional and FlexiPDF NX Universal

To create an article thread, proceed as follows:

1. Navigate to the page that contains the start of the article.
2. Choose the ribbon command Insert | group Articles | Thread . (Click directly on the icon itself.)
3. Use the mouse to drag a rectangle around the first column of text in the article, which will result in an article
box. These article boxes can be moved or resized after drawing as long as the Article tool remains enabled.
Tip: When moving, make sure that you click with the mouse in the center of an article box and not on its title at the top. To resize an
article box, drag its corners.

4. Continue dragging boxes around subsequent columns, changing pages as needed to follow the logical order
of the article.
5. Once you have selected the last column of the article in this manner, press the Esc key to complete the
article thread.
The Article tool will still be enabled and you can now edit the Properties. For more information, see
below. Alternatively, you can also start another article thread if necessary.
To finally exit the Article tool mode, press the Esc key again.

Editing article properties

Make sure that the Article tool is enabled on the ribbon tab Insert (recognizable by the dark color of the
button) and proceed as follows:
Article threads 195

6. Click on one of the created article boxes.

7. Use the arrow of the Thread icon to open its menu, and select Properties to display the article
properties in the dialog box.
Tip: You can also open this dialog box by double-clicking on the article box.

8. The information you enter here will be used by some PDF viewers to display a list of articles in the PDF
file so that users can select an article to read.
9. FlexiPDF uses the Title field when exporting article threads (to formats such as HTML).
10. Set a check mark for Duplicate to copy the currently selected article box (which has a segment ID ("bead")
within the article thread) to several pages. This is handy for documents with a uniform layout, where the
text is always in the same place across a contiguous range of pages.

Extending article threads

Only available in FlexiPDF Professional and FlexiPDF NX Universal

You can add new article boxes to an existing article thread as follows:
1. Open the page containing the article box to which you want to assign a new follow-up box.
2. Enable the Article tool on the ribbon tab Insert | group Articles.
3. Click on the article box (let's call this box A) that is to precede the new article box.
Tip: The article box is only selected correctly if the blue handles appear at the corners.
4. Click on the + icon at the bottom right of box A.
Article threads 196

5. Drag your new article box with the mouse. This will now be inserted in the article thread as the follow-up
box of box A.

Deleting article threads

Only available in FlexiPDF Professional and FlexiPDF NX Universal

You can delete an article box, a range of boxes or an entire article thread. The text in the PDF itself will remain
unaffected.

1. Select the Article tool on the ribbon tab Insert | group Articles.
2. In the document, select the article box to be deleted by clicking on its center with the mouse.
Tip: The article box is only selected correctly if the blue handles appear at the corners.

3. Use the arrow of the Thread icon to open its menu, and select Delete here. Alternatively: Press the
Backspace key or the Del key on your keyboard.

4. The displayed dialog box Delete Article Thread lets you delete the entire article thread or only the
currently selected article box (bead ID 3 here) from this article thread. Other options: Delete the article
boxes in a specific bead ID range or all article boxes in a specific page range.
Explanation of bead IDs: When creating an article thread, FlexiPDF assigned a sequential number (bead ID)
to each article box that was added within the article thread. This bead ID is displayed at the back of the
article box header:

Article thread 1 with article box 3 (bead ID = 3)

Article threads 197

Properties of article threads

Only available in FlexiPDF Professional and FlexiPDF NX Universal

To change the properties of an article thread, proceed as follows:

1. Select the Article tool on the ribbon tab Insert | group Articles.
2. Double-click on an article box of the article thread if you want to adjust its properties.
The dialog box Article Properties opens. For more information, see Creating article threads.

Exporting article threads

Only available in FlexiPDF Professional and FlexiPDF NX Universal

You can convert the text of article threads into other formats such as HTML. This procedure has the advantage
that only the text of a particular article is exported. The text flow of the relevant article will also be preserved,
as FlexiPDF knows that the boxes contain consecutive paragraphs.
1. Create articles for the content that you want to export.
To do so, proceed as described in Creating article threads.
2. Assign a meaningful title to each article using the dialog box Article Properties. These titles are used as
headings when exporting.
3. Choose the ribbon command File | Export | Articles as.
4. The displayed dialog box provides the option to export all articles in the document or only those articles that
start on the current page.
5. Click on the Format button to specify the export format of the text in the following dialog box. The options
correspond to those described in Export options.
Interactive forms 198

Interactive forms
FlexiPDF not only enables you to complete forms, but it also allows you to create new forms with interactive
buttons, checkboxes and other form elements (only in FlexiPDF Professional and FlexiPDF NX Universal).
These new forms can then be completed with FlexiPDF or another PDF viewer. The form values can be
exported to XML format for further processing.

Completing existing interactive forms

To complete an existing interactive form, enable the Hand tool and then click on the fields in the form.
You can let FlexiPDF highlight all interactive form fields in order to see them better. To do so, choose the
ribbon command View | Shade form objects (in the group View). If there are no interactive form elements on
the current page, this option will be grayed out.

Creating your own interactive forms (available in FlexiPDF Professional and NX Universal)
You will learn how to create interactive forms in the following sections:
§ Available form fields
Interactive forms 199

§ Adding form fields

§ Properties of form fields
§ Exporting/importing form values

Available form fields

Only available in FlexiPDF Professional and FlexiPDF NX Universal

Choose the ribbon command Insert | group Objects | Form field to create or edit interactive forms. The
command's menu contains the following form field types.
A detailed description of how to insert form fields is contained in the next section Adding form fields.

Available form field types

Type Description

Text field: This option is used to insert one or more lines of text. If the box contains a password, the entered
characters can be hidden when entering.

Button field: This option is a button with a label. The button can perform various actions, including sending the
form values to a website or resetting other form fields.
If the form values are transferred to a website, the HTTP POST method is always used. Parameter pairs are created
from the form fields in the process. The key of a parameter is always the name of the respective form field, and the
value of a parameter corresponds to the current content of the form field. If, for example, the word "softmaker" is
entered in a text box named "company", the corresponding parameter "company=softmaker" will be created during
the transmission.

Checkbox: They are appropriate for Yes/No entries. If the user clicks on a checkbox, it will be set with a check
mark. If he clicks on it again, the check mark will be removed again.

Combo box: This option represents a list of choices. You can allow users to enter their own value that is not
included in the list.

Radio button: These buttons can be used in forms to select one of several options. Radio buttons are automatically
grouped. Only one radio button can be enabled for each group. To assign a radio button to another group, double-
click on it and select a different group from the General tab.

List box: This option is similar to the combo box, but it allows you to select multiple entries. However, users cannot
enter their own values here.

Furthermore, this menu also contains two other entries: Export form values and Import form values. For more
information, see Exporting/importing form values.
Interactive forms 200

Adding form fields

Only available in FlexiPDF Professional and FlexiPDF NX Universal

To work with forms, choose the ribbon command Insert | group Objects | Form field .

Adding a form field

To add a new form field, select a form field type in the menu of the command Form field (see Available form
fields), and drag a rectangle in the document with the mouse.

Moving and scaling form fields

To move a form field or to resize it, first click on any form field type in the menu of the command Form field
to enable form field mode. In the document, select the form field that you want to change by clicking on it with
the mouse. Use the handles in the corners of the field to resize it, or move the form field with the mouse.

Changing properties of form fields

To configure a form field, make sure that a form field type is enabled in the menu of the command Form field,
and then double-click on the form field that you want to configure in the document.
For more information, see the next section Properties of form fields.

Tip: Aligning form fields to the grid

To create a uniform layout for form fields, use the function "Align to the grid":
On the ribbon tab View | group View | Grid and guides , enable the commands Show Grid and Snap to
grid. You can then let the form field objects "snap" to the lines of the grid when moving them.

Note: Grids only appear in FlexiPDF and are not visible in other PDF viewers.

Properties of form fields

Only available in FlexiPDF Professional and FlexiPDF NX Universal

Most of the settings for form fields are easy to understand. For this purpose, open the dialog box Properties of
the form field, as described below in step 1..
Interactive forms 201

The list items for the form fields Combo box and List box are slightly more complex and are thus described in
more detail here.

Adding items to combo boxes and list boxes

To configure the properties of the form fields, proceed as follows:
1. Make sure that a form field type is enabled in the menu of the ribbon command Insert | group Objects |
Form field, and then double-click on the form field that you want to configure in the document.
Alternatively, you can use the Hand tool or the Object tool to right-click on a form object and
select Properties.
2. In the dialog box, select the Options tab.
3. In the Label input field, enter the desired text for a new item. This text is displayed to the user as the new
item when the combo box or list box is expanded.
4. Enter any text – or a number – in the Export Value input field. This is not displayed in the document but is
stored in a concealed manner within the form in order to record the value chosen when the user selected this
item.
5. Select Add and the new item will be added to the list. Create as many additional items as you like by
repeating step 3 to step 5.

Setting a default item

Click on an item in the Items list, and select Set. This item then appears as already preset in the combo box/list
box, and the user must expand the list in order to change it.

Moving items within the list

To change the order of items within the list, select an item in the list, and then click on Up or Down to change
its position.
If you want the entire list to be sorted alphabetically when displayed, set a check mark in the Sort items box.
The list is then displayed in a sorted manner for the user.

Exporting/importing form values

Only available in FlexiPDF Professional and FlexiPDF NX Universal

You can export the form values used in FlexiPDF for further use or import existing form values.

Choose the ribbon command Insert | group Objects | Form field , and the displayed menu will contain the
following two entries:
Interactive forms 202

Export form values: This option creates a file either in XML or FDF format from the current contents of the form
fields. These files can be read by third-party programs in order to further process the form values.

Import form values: This option reads form values from an FDF file.
Converting into other formats 203

Converting into other formats

FlexiPDF enables you to convert PDF documents or parts of them (pages or articles) into other formats such as
HTML and EPUB. You can also create XML files for translation.

Exporting pages
You can export a document either page by page or article by article. (For information on the latter, see
Exporting article threads).
To export a document page by page, proceed as follows:
1. Open the document that you would like to export.
2. Choose the command File | Export | Pages as, and the dialog box Export Pages will appear.

3. In the Page Range, specify the pages that you want to export.
4. At the bottom of the dialog box, you will find a summary of the output format and the selected options.
5. Click on the Format button to change the output format or to select whether you want to export text, images
or both.
For information on the Format settings, see Export options.

Notes
§ FlexiPDF analyzes the pages to be exported and ranks fonts by size to find out which fonts match the
available heading levels of the output format (H1, H2, etc.). For export formats that are based on this
Converting into other formats 204

ranking, the results may vary depending on whether you are exporting only a few pages or the entire
document.
§ Use the Crop tool before exporting to exclude certain parts of the page (for example, headings or
footers) from the export. For more information, see Cropping pages.

Exporting images
FlexiPDF can export images contained in a PDF file to various common image formats.

1. Select the Object tool in the Quick access toolbar.

2. Select the image that you want to export.
At the top right, an additional ribbon tab Format appears with the heading Image.
3. Here, choose the ribbon command Format | group Image | Extract to file .
4. Select the output format from the dropdown list of file types:
PNG – ideal for flat graphics and charts with clear contour lines
JPEG – ideal for photos
TIFF – ideal for retaining complex color ranges
BMP – ideal for fast processing
5. Images are exported in the resolution in which they are stored in the PDF file. This can result in an
unexpectedly large image, as images in the PDF may be displayed in a scaled manner.

Notes
§ To export part of a page as an image, use the Snapshot tool .
§ To export all images across a specified range of pages, choose the command File | Export | Pages as. Then
proceed as described in Image output.
Converting into other formats 205

Marking illustrations for export

FlexiPDF provides the option of summarizing groups of objects (drawings and images) as an image box and
considering them as an illustration when Exporting pages.
To do so, you must tell FlexiPDF which parts of the page are an illustration. This is because it is impossible to
distinguish relevant drawings from normal page content. For example: Is the rectangle in the header of a page a
drawing or just part of the page layout?

Distinguishing drawings from images

1. Choose the ribbon command View | group View | Placeholders .

All images are displayed in a crossed manner, while drawings are displayed in outline only. This allows
images to be more easily distinguished from vector-based drawings.
2. Choose the ribbon command View | Placeholders again to return to normal (preview) mode.

View in placeholder mode through the ribbon command View | Placeholders

Converting into other formats 206

Marking an illustration for export

1. Select the Hyperlink tool on the ribbon tab Insert | group Links.
2. Now drag a rectangle with the mouse around the area to be exported. Everything in this area will be
rendered (thus calculated) by FlexiPDF and included in the export.
3. After marking the area, the dialog box Link Properties will appear automatically.

4. Change the Type to FlexiPDF Image Box.

5. Enter a title for Label. This will be written to the HTML file during the HTML export.
6. Next, you can choose whether to apply this marking over a range of multiple pages. This is useful if you
have several similarly structured pages whose illustrations you want to export.
7. Finally, click on OK.
8. The marked area is displayed along with the chosen label.
Converting into other formats 207

Example of an illustration marked with an image box.

9. The next time you export the document or pages of it (see Image output), the illustration will be converted
into an image and appropriately inserted into the page.
Converting into other formats 208

Export options
On the four tabs of the dialog box Export Format, you can make settings for the PDF export.
You get to this dialog box as follows:
1. Choose the command File | Export | Pages as or Articles as.
2. In the dialog box "Export Pages" or "Export Articles" that appears, click on the Format button.
For the sake of simplicity, the descriptions on the following pages refer to the selected option "Export Pages",
but they also apply in the same manner to "Export Articles".

General tab
To go to the general export settings, click on the Format button of the dialog box "Export Pages" (File |
Export | Pages as).

Choose the General tab.

Converting into other formats 209

Use this tab to set basic settings for Text output and Image output when exporting.

Text output
In the dialog box Export Format, the General tab contains the options Text Output and Image Output.
Set a check mark for the option Text Output to export the text of the PDF file. Note: Either Text output or
Image output (or both) must always be selected.

The dropdown list "Format" for the text output

FlexiPDF supports exports to a variety of text formats, including a set of HTML-based formats and RTF (Rich
Text Format) for exports to word processors.
FlexiPDF can also export table data to SYLK format. However, this option is only available for the export of
individual tables that are marked as FlexiPDF Table Box. (For more information, see Exporting individual
tables.)

Available text formats:

§ Plain Text
This is unformatted text that can be edited with any text editor or word processor. If you have selected the
option Try to preserve layout (Text tab), the program tries to approximate the layout by inserting multiple
spaces.
Converting into other formats 210

§ Simple HTML
This is HTML only with basic tags. This format is compatible with all browsers and all programs that can
handle HTML even minimally, but not all formatting is preserved. Images are linked as external files. A list
of the document's bookmarks is inserted at the start of the first page. If you have selected the option Create
file for every page/article (Text tab), a cover page, a bookmarks page and the individual document pages
will be created, with each linked to each other via hyperlinks.
If the option Try to preserve layout is enabled, HTML is generated with the <PRE> tag and with multiple
spaces.

§ HTML 3
This option creates more complex HTML code that renders the appearance of the page more faithfully.
Images are saved in the document. Meta tags are generated, which note the program used for creation, the
author and the title of the PDF document in the HTML file. Font sizes are reproduced with the tags <H1>,
<H2>, etc.
If the option Create file for every page/article is selected, individual files will be output for the content
and, if selected, a page with the bookmarks. If, on the HTML tab, the option Frames is selected, HTML
frames will be used to display the bookmarks on the left side of the page and the content on the right.
If the option Try to preserve layout is selected, this format will use HTML tables to reproduce the layout.
Font sizes are reproduced with the HTML tag <FONT SIZE>.

§ HTML 4
Similar to HTML 3; however, fonts and font sizes are defined via CSS (Cascading Style Sheet). This export
variant is compatible with all modern browsers.
If the option Create file for every page/article was selected, all CSS style elements are saved in a separate
CSS file that is included as a reference by the HTML pages. You can quickly change the formatting of the
HTML pages by editing the CSS file.
If the option Try to preserve layout is selected, this format will use HTML tables to reproduce the layout.
However, fonts and font sizes will still be saved as CSS1 styles.

§ HTML 4 CSS
The HTML export with Cascading Style Sheets (v2) provides the most faithful depiction of PDF documents
in HTML. If the option Try to preserve layout is selected, all fonts and positioning will be closely
replicated.
If the option Create file for every page/article was selected, all CSS style elements are saved in a separate
CSS file that is included as a reference by the HTML pages. You can quickly change the formatting of the
HTML pages by editing the CSS file.

§ EPUB
This option exports the PDF document as a single EPUB file with basic formatting. You can choose whether
or not images are included.

§ EPUB CSS
This option is similar to the previous export format, except that the formatting is stored in a separate CSS
file in the EPUB archive.
Converting into other formats 211

§ RTF
Microsoft's Rich Text Format which can be read by virtually any word processor. FlexiPDF can also embed
images in RTF files.
Note: If you have enabled the option Try to preserve layout, some versions of Microsoft Word may
experience problems if the height or width of the page is greater than 55 cm.

§ Microsoft Word
The word processor from Microsoft Office ("Word")

§ TextMaker
The word processor from SoftMaker Office ("TextMaker")

The option "Right-to-left reading order"

If this option is selected, FlexiPDF assumes that the contents of the PDF file are read from right to left (for
example, Arabic). When exporting, the program tries to reproduce the reading order.

Image output
In the dialog box Export Format, the General tab contains the options Text Output and Image Output.
Set a check mark for the option Image Output to export the images of the PDF file. Note: Either Text output
or Image output (or both) must always be selected.

The dropdown list "Format" for the image output

FlexiPDF supports exports to different image formats: JPEG, TIFF and PNG. Each of these formats has certain
properties and is suitable for a specific purpose.
Available image formats:
§ JPEG
This format is the best option for photos.
§ JPEG (progressive)
When loading a page, the images appear faster with the progressive JPEG format than with the normal JPEG
format.

§ TIFF
Supports CMYK, which may provide improved color fidelity when exporting magazine or newspaper
pictures, for example.

§ TIFF (multipage)
Creates a single, multi-page TIFF file for all images together. To view such a file, you need a TIFF viewer
that can handle multi-page TIFF files.
Converting into other formats 212

§ PNG
This format is best suited for flat graphics and charts with clean lines.

The option "Convert each page into an image"

If the option is enabled, the entire pages, including text, will be rendered into image files.

The option "Place images in sub-folders"

When this option is enabled, FlexiPDF will automatically create a sub-folder named images in which the
images will be saved. This will also affect the path that is used in the IMG tag for the HTML output.

Text tab
When exporting your PDF file (File | Export | Pages as), click on the Format button and switch to the Text
tab.
If, on the General tab, you have selected the option Text Output, you can now specify here the way in which
text will be exported to all formats.
Note: Those additional options that only concern HTML exports are on the HTML tab.

For a better overview, the options of this tab are divided into two sections: Text Flow and Text Appearance.

Text Flow section

§ Identify image captions
This option will cause FlexiPDF to identify image captions and output them together with the images instead
of in the body text. If you have enabled image output, the captions for TIFF, JPEG, and PNG files will also
be embedded in the image files themselves.

§ Try to preserve layout

In all text formats (see Text output) except EPUB, this option causes FlexiPDF to position words as close as
possible to the original layout. The way in which this is done depends on the selected output format.
In the "Plain Text" format, the layout is approximated by inserting spaces. For this purpose, you should
view the output document without automatic line wrapping in a monospaced font (for example, Courier
New). Even with the "Simple HTML" format, the layout is simulated by inserting spaces.
The "HTML 3" and "HTML 4" formats use HTML tables for positioning. "HTML 4 CSS" uses the exact
text positioning that was introduced with CSS2.
Certain deviations from the original layout are inevitable. You may still need to edit the output files a bit.

§ Render text in vector artwork

If this option is enabled, the letters will not be output directly but will be broken down into graphic curves.
Converting into other formats 213

§ Recognise "speech marks"

If the option Preserve line breaks is disabled, FlexiPDF will try to reflow the text into paragraphs. This
works very well in most cases.
If you are exporting a document that contains reported speech (for example, a novel), however, it is
important to preserve the line breaks as in the original document. This is because the line break indicates to
the reader that the speaker of the direct speech has changed.
If you have enabled the option Recognize "speech marks", FlexiPDF will pay special attention to quotes at
the start of a line and at the start of a paragraph and will thus be able to preserve these necessary line breaks.
The option should remain disabled for other documents that do not contain such reported speech.

§ Preserve line breaks

This option enables you to ensure that FlexiPDF retains all line breaks of the original document.
Furthermore, it will stop FlexiPDF from removing hyphenation.
This option makes it more difficult to subsequently edit the output document because lines of text will not
reflow after insertions and deletions. The advantage of the option is that the layout is closer to the original
layout.

§ De-hyphenate words
With this option, FlexiPDF removes hyphens at the end of a line and rejoins the parts of words separated by
hyphenation into one word. Words with normal hyphens such as "lower-level" are not changed.
FlexiPDF removes the hyphens using the spell check dictionary that is currently active. (For more
information, see Spell check options.) It is thus important that the document language corresponds to the
enabled language of the spell check.
If this option is disabled, FlexiPDF will leave hyphens as they appear in the original document.
If the above options Try to preserve layout or Preserve line breaks are enabled, the De-hyphenate words
function is not available.

Text Appearance section

§ Create file for every page/article
This option will cause FlexiPDF to output each page to a separate file. When you export to HTML, the
pages are linked via hyperlinks. This option is ignored by EPUB, as it is only ever output as a complete file.
If you export article threads, the separate files will be created per article and not page by page.

§ Hyperlinks
If FlexiPDF finds hyperlinks in the PDF document, they will also be written to the output file. This option
has no effect on output in "Plain Text" format (see Text output) because plain text cannot contain
hyperlinks.

§ Bookmarks
If this option is enabled, the bookmarks of the PDF file will be stored as hypertext destinations in the output
file. This option has no effect on output in "Plain Text" format.
Converting into other formats 214

§ Page breaks
If this option is enabled, FlexiPDF will insert a page break at the end of each page. For HTML, the HTML
tag <HR> inserts a horizontal separator.

The option "Use UTF-8 encoding"

This is the Unicode character set: a format that also supports complex character sets (for example, Asian
scripts).

Image tab
When exporting your PDF file (File | Export | Pages as), click on the Format button and switch to the Image
tab.
If, on the General tab, you have selected the option Image Output, FlexiPDF will export all images of the PDF
file.
The settings on the Image tab mainly refer to the scaling and size of the output image files.
FlexiPDF can export two types of images: pictures (photographs consisting of many color pixels) and drawings
(consisting of vector graphics with lines, curves and filled areas). FlexiPDF cannot output the vectors of
drawings as such, thus it rasterizes such illustrations for export.

The option "Auto-identify vector artwork"

Many PDF files contain vector graphics. Due to the internal structure of PDF files, however, FlexiPDF cannot
always recognize them automatically, as each page is a mixture of text, images and vector drawings.
FlexiPDF can automatically find vector graphics on the page to some extent. If you enable the option Auto-
identify vector artwork, FlexiPDF will export them to the image format that was set.
If you are unsure whether a document contains vector graphics or images, enlarge the view of the pages. If the
display now becomes grainy or "pixelated", the objects are images. If the display remains sharp and detailed,
they are vector graphics.
If you notice that certain vector graphics are not being correctly identified when exporting, you should use the
Hyperlink tool to mark them as FlexiPDF Image Box. (For more information, see Marking illustrations for
export).
Vector graphics are always exported by FlexiPDF as pixel graphics (raster graphics).

The option "Use original OPI name if available"

If your PDF file has OPI placement information for the images it contains, FlexiPDF uses the original file
names of the images when exporting them.
You can check whether an image has OPI placement information by selecting it with the Object tool, right-
clicking on it to open the context menu and selecting Image Properties there.
Converting into other formats 215

Image Scaling section

Here, you can specify the scaling of the exported images.
If no check mark is set for Image Scaling, the images will be output in the size in which they are in the PDF
file. This can lead to very large files, as many PDF documents contain high-resolution images that are scaled
down by the PDF viewer only for the screen display.
§ Fix image resolution at
This option scales the output images so that they all have the same resolution in dpi (dots per inch).
Available resolutions include 72, 100, 150, 300, 400, 600, 720, 800 and 1200 dpi.
This setting is particularly important when exporting vector graphics. The higher the image resolution, the
sharper the output image will be.
§ Advanced scaling options
You can select three types of (advanced) image scaling from a dropdown list. The following applies for each
type: If you set the height or width to 0, the aspect ratio of height and width of the images will be
maintained.
Set image size: This option sets the exact image size in the specified pixels.
Max. image size: This option sets the maximum image size in the specified pixels. If an image is smaller
than the specified height and width, it is output in its original size. Otherwise, it is resized accordingly to the
selected maximum values, while maintaining the aspect ratio of height to width. For example, an image with
a size of 800 x 400 pixels and a specified maximum image size of 200 x 200 pixels will be rendered in a
resolution of 200 x 100 to preserve the aspect ratio of the image.
Scale image: This option resizes the images to the specified percentages.

The option "Colour depth when rendering"

This dropdown list enables you to specify the color system in which FlexiPDF renders the areas identified as
FlexiPDF Image Box when exporting vector graphics (see above: inserted drawings). This option also
specifies the color system in which pages are exported as image files if the option Convert each page into an
image is enabled on the General tab.
The option has no effect on non-rendered images (such as photos). They are exported with the color depth in
which they are stored in the PDF file.
You can view the color depth of images saved in the PDF by using the Object tool to click on an image. Then
choose the ribbon command Format | group Image | Properties.

HTML tab
When exporting your PDF file (File | Export | Pages as), click on the Format button and switch to the HTML
tab.
On this tab, you specify the options for how HTML formats will be exported by FlexiPDF.
Converting into other formats 216

"Background" section
In this section, you can set a background color or image for the exported HTML files.
§ Color
Your input in the Color field is transferred to the <COLOR> attribute of the HTML tag <BODY> on each page
that is output. You can specify HTML color names such as yellow or hexadecimal color values such as
#FFFFFF.

§ Image
The Image input field expects the file name of an image. This name is transferred to the BACKGROUND
attribute of the HTML tag <BODY> on each page.
The link to the image file does not have to refer to an existing file on your hard disk. It only needs to work in
the context of the HTML file. If, for example, you subsequently upload the HTML file to a web server, the
link to the image file must work there.

"Header and Footer Files" section

The input fields for headers and footers expect file names with their path. The text and HTML "snippets"
contained in these files are inserted in the page directly after the HTML tag <BODY> (header) or directly before
the HTML tag </BODY> (footer).
You cannot enter the file names directly in the input fields. Use the buttons to select the files.

"Page / Article Navigation" section

If FlexiPDF is set to Create file for every page/article on the Text tab, you can add a navigation mechanism
here. The texts entered here are placed on each page and serve as convenient navigation links to the previous,
first and next page.
You should enter captions in the language that your readers will understand. You can also enter HTML code
that references images instead of the texts.

The option "Image borders"

If this option is enabled, images will be given a border. This is generated with the border attribute of the
HTML tag <IMG>.

The option "Frames"

This option has an effect only if you have enabled the output of Bookmarks on the Text tab.
With the option Frames, FlexiPDF generates a frameset in which the list of bookmarks appears on the left and
the exported content on the right. If you click on a bookmark, the view will switch to the corresponding page.
Converting into other formats 217

Exporting tables
To export tables well, you need to tell FlexiPDF the areas of a page which display a table. You do this by
dragging a special box around the areas that should be considered tabular.
Proceed as follows:
1. Draw a box around the table to "mark" it. (For more information, see Marking a table.)
2. After marking, the following processes are possible:
a. The table can be exported as part of a page. (For more information, see Exporting as part of a page.)
b. You can export the table individually. (For more information, see Exporting individual tables.)

Marking a table for export

To export tables well, you need to tell FlexiPDF the areas of a page which display a table. Otherwise, FlexiPDF
will consider these areas as normal text. Thus, the division into rows and columns would be lost when
exporting.
To mark a table, proceed as follows:
1. Move the image section to ensure that the table to be marked is visible.
2. Select the Hyperlink tool on the ribbon tab Insert | group Links.
3. Use the mouse to drag a rectangle around the table. Do not select areas that do not belong to the table.
The dialog box Link Properties will appear.
4. Here, change the Type to FlexiPDF Table Box.
5. Enter a title for Label. Depending on the output format you choose, this will be written to the output file.
6. Next, you can specify whether to apply this marking over a range of pages. This is useful if your document
contains similar tables in the same place across multiple pages.
7. FlexiPDF analyzes the table area, including all border lines used to delineate rows and columns. For some
tables, you obtain better results if FlexiPDF ignores these lines and only pays attention to the content. In
such cases, set a check mark in front of Ignore borders when calculating table.
8. Confirm with OK.
FlexiPDF now displays a table box with your assigned title (if there is enough space).
When you export the document, this table marking improves the exporting of the table.

The blue table boxes are only visible in FlexiPDF if the Hyperlink tool is enabled.
Converting into other formats 218

Exporting as part of a page

Tables that you marked as a table (as described in the previous section) are handled in such a manner that the
layout is preserved for most export output formats.
For all further information on exporting, see Exporting pages.

Exporting individual tables

To export a table, it must first be marked as such. (For more information, see Marking a table.) Once this step is
completed, it can be exported separately from the document:

1. Select the Hand tool in the Quick access toolbar.

2. Click on the table to be exported.
3. The dialog box Copy table to file opens.
4. Enter a file name for the export of the table, and select an export format from the list of file types.

Excluding unwanted objects

To exclude parts of a page when exporting, you can use the Crop tool to temporarily crop one or more
pages. (For information on working with the Crop tool, see Cropping pages.)
As a result, everything outside the cropping area will be omitted when exporting.

Proceed as follows:
1. Select Crop on the ribbon tab Pages | group Crop, and drag an area with the mouse.
2. After the export has been performed, you can remove the cropping again with Remove crop .
Changing program options 219

Changing program options

General settings can be changed with the command File | Options . These settings are global, thus they
apply to all FlexiPDF documents.

Options: Appearance tab

Choose File | Options and switch to the Appearance tab.
§ User interface language
The FlexiPDF user interface is available in several languages. Here, you switch between English and
another installed language. If you would like to use the software in another language that is not included in
this list, reinstall the software in this language.
If you no longer have the installation file, download the latest version of FlexiPDF from the SoftMaker
website.

§ Theme
Here, you can choose between different color themes for the appearance of the FlexiPDF user interface.

Options: Spelling tab

Choose File | Options and switch to the Spelling tab.
§ Spelling
Set the language for the spell check and hyphenation. It is important that the set language matches the
language of the document. If you omit this step, a correct spell check will be impossible, and the removal of
hyphens will fail.
FlexiPDF is supplied with spell check dictionaries in the common languages (see also note below). If you
select a less widely spoken language, FlexiPDF will prompt you to download the dictionary for the spell
check from the SoftMaker website. The dictionaries for hyphenation are always available in all supported
languages.
The spell check dictionaries are not from SoftMaker but from the open source project Aspell.

§ Skip UPPERCASE words during spell check

This option lets the spell check skip all words that only consist of uppercase letters.
Changing program options 220

§ Skip words with numbers during spell check

This option lets the spell check skip all words that contain numbers.

§ Skip words with non-Latin characters

The spell check skips all words that do not contain Latin characters, such as Arabic or Cyrillic characters.

§ Hyphenate words when editing

In order for text to fit better into the available space, FlexiPDF performs hyphenation at suitable points. If
you don't want this to occur, disable automatic hyphenation here for the entire document.
To disable hyphenation for one paragraph only: With the Text edit tool , click in the paragraph and
choose the ribbon command Review | Disable hyphenation .

Note: Hyphenation only works if you have formatted text as justified.

Note: Pre-installed dictionaries

Spell check dictionaries in common languages (such as German, English, etc.) are always included directly
when FlexiPDF is installed.
If you cannot select these common languages directly, however, and FlexiPDF prompts you to download the
corresponding dictionary each time, you will have to reinstall FlexiPDF. To do so, download and install the
latest version of FlexiPDF from the SoftMaker website.

Options: Editing tab

Choose File | Options and switch to the Editing tab.
§ Unit of measurement
Select the unit of measurement (inch, cm, mm, point, pica) in which FlexiPDF displays sizes in the ruler and
in dialog boxes.

§ Default editing tool

Here, you select the tool that will be automatically enabled when a document is opened.

§ Show changed text in:

If this option is enabled, FlexiPDF will highlight edited text in the selected color. This highlighting will only
be displayed and printed in FlexiPDF but not in other PDF viewers.

§ Insert Smart Quotes when editing

If this option is enabled, FlexiPDF will automatically replace neutral quotes with smart quotes when typing.
This assumes that the font used has smart quotes.
Changing program options 221

§ Paste text with formatting

If this option is enabled, FlexiPDF will paste text with formatting (font, color, size) from the clipboard.
Otherwise, the text will be pasted with the formatting currently enabled in the document.

§ User-defined stamps folder

Here, you specify the folder that contains the stamp files which you defined yourself. By default, the input
field is empty. For more information, see User-defined stamps.

Options: Saving tab

Choose File | Options and switch to the Saving tab.
§ User name
The name chosen here is saved for Sticky notes and other notes as well as Stamps and is also saved in the
Change log.

§ Always make a backup on save

If this option is enabled, and you choose File | Save, a backup file Backup of myfile.pdf will be
created.

§ Auto-save every X minutes

If this option is enabled, FlexiPDF will regularly create a backup file. A value of 10 minutes is
recommended.
If you need to restore a document after a system crash, simply open the document on which you were
working. FlexiPDF will then automatically offer to open the backup file.

§ Check for overset text on save

By default, FlexiPDF checks whether any of the text boxes contain too much text, i.e. whether they
overflow, when saving. If FlexiPDF finds overflowing text, the program asks if the overset text should be
corrected before saving. If a correction is desired, a list of overset text locations is then displayed.
If no correction is made, this text is invisible when the PDF is opened by other PDF viewers.
This check can be time-consuming for long documents. In this case, it may be better to temporarily disable
the function.

§ Save documents as PDF version 1.4 when possible

Normally, FlexiPDF saves files as PDF version 1.5 and higher. If this option is selected, the program tries to
save the edited file as PDF version 1.4 – an older format that is used by some older PDF viewers. However,
this is not always possible – for example, if you use newer PDF features that cannot be saved in the old
format.

§ Batch save number of pages

When finding and replacing in large documents, FlexiPDF saves the document every 150 pages by default
during the process in order to require less memory capacity. Increase the value to speed up the process at the
expense of memory usage. Decrease the value to reduce speed and memory usage.
Changing program options 222

§ Store layout info in PDF

When you save an edited PDF file, FlexiPDF stores additional information (tab stop positions, paragraph
alignments, indents and margins, etc.) in the PDF file so that it can be edited more easily by FlexiPDF. This
information slightly increases the file size.
Select Never if you want to save PDF files as compactly as possible and do not need the additional
information.
Select Always whenever the size of the file is less important than the easy editability of the PDF file.
Select Sometimes to let FlexiPDF decide. This is the default setting.

Options: Loading tab

Choose File | Options and switch to the Loading tab.
§ Default Zoom
This is the zoom level at which a document is displayed when it is opened. This does not change the PDF in
any way, as this setting is global and and is not saved in the individual PDF file.

§ Override initial zoom

If this option is enabled, FlexiPDF will ignore the initial zoom stored in the PDF file and use the default
zoom selected above.

§ Initial View / Initial Zoom / Initial Page

These options determine how FlexiPDF and other PDF viewers will display the current PDF file. You must
save the PDF file to permanently store these options in the file.

Options: Advanced tab

Choose File | Options and switch to the Advanced tab.
§ Detect bold / overprinted text
In some documents, bold text is simulated by displaying the text multiple times in the normal font with a
slight offset (overprinting). FlexiPDF detects this and converts it into "real" bold. You can disable this
function here to increase the speed of FlexiPDF for complex pages.

§ Detect tabs and leader dots

Before editing, FlexiPDF searches for sequences of dots used as spacers in tabular layouts (for example, in
the table of contents of a book). FlexiPDF then converts these into real tab stops with leaders.
FlexiPDF also searches for large spacing between words and replaces them with tab stops. This makes it
easier to edit tabular data and bulleted lists.
Changing program options 223

As this detection sometimes fails and also costs CPU time, you can disable it here.

§ Detect underlined / strike-through text

Before editing, FlexiPDF searches the text for graphic lines that are similar in length to the text near them.
FlexiPDF removes these lines and enables an underline or strikethrough, depending on the vertical position
of the lines.
As this detection sometimes fails and also costs CPU time, you can disable it here.

§ Include cropped text when editing

Before editing, FlexiPDF usually determines all visible text on the page and offers it for editing. If this
option is enabled, FlexiPDF also includes the text that is invisible due to page cropping. This is useful for
finding text that would otherwise be overlooked.
If this option is disabled, you can crop the page to limit it to the text excerpt that FlexiPDF "sees". This can
be useful if you want to limit find and replace to part of the text, or if you want to avoid unwanted layout
changes when you start editing.
Thus, for example, finding and replacing in a document's header is difficult if the header uses the same font
and font size as the rest of the document. How do you tell FlexiPDF to only search the header but not the
rest of the document?
The solution is to disable this option, use the Crop tool (ribbon tab Pages | group Crop) to set a
cropping around the header, and then perform the search. FlexiPDF will then limit the text search to the text
within the cropping and leave the rest of the text unchanged.
After completing the search process, remove the cropping again with Remove crop , and the complete
page text will be visible again.

§ Diagnostic editing mode

This option is for test purposes only. When enabled, it prevents FlexiPDF from providing the text on the
pages in an editable form. Objects can still be edited but texts cannot. This option is disabled each time
FlexiPDF is started.
Customizing program 224

Customizing program
In addition to the FlexiPDF options, you have some other options for customizing FlexiPDF and thus adapting
the program completely to your personal work style.
For more information, see the following sections.

Customizing the Quick access toolbar

The Quick access toolbar is displayed below the ribbon. It contains a selection of frequently required default
commands.

You can remove default commands from the Quick access toolbar by clicking on the black arrow to the right of
the Quick access toolbar. The program will open a menu that lists the default commands. Here, you can remove
the check mark in front of a command by simply clicking on it with the mouse. It will then no longer be
displayed in the Quick access toolbar.
If you want the command to reappear in the Quick access toolbar, click on it again in this menu.

You will find three more items in this menu:

§ More Commands
Use this item to open a dialog box with all commands available in FlexiPDF that you can add to the Quick
access toolbar (see below).

§ Show Above the Ribbon

This allows you to change the position of the Quick access toolbar, which is then displayed above the ribbon
rather than below it.

§ Minimize the Ribbon

If you enable this option, the ribbon will be minimized. Only the ribbon tabs and the Quick access toolbar
will then be seen. For more information, see Showing and hiding the ribbon.

Tip: You can also open these three commands by right-clicking on anywhere in the ribbon.

Adding/removing commands from the Quick access toolbar

Not only can you customize the default commands for the Quick access toolbar, but you can also choose from
all other commands that are available in FlexiPDF. They can be added to the Quick access toolbar or removed
again. To do so, proceed as follows:
1. Click on the black arrow to the right of the Quick access toolbar.
Customizing program 225

2. Select More Commands in the menu that appears.

3. The program will open a dialog box in which you can customize the commands for the Quick access toolbar.

4. In the dropdown list at the top left, first select the ribbon tab on which the command is located. The list
below shows all commands of the selected ribbon tab.
5. In this list below, select the desired command and click on the Add button. The command will then be
moved to the list on the right, where the existing commands of the Quick access toolbar are located.
You can use the Remove button, in turn, to remove a command from the Quick access toolbar after selecting
it in the list on the right.
6. Use the buttons and if you want to change the position of the command within the Quick access
toolbar. With <Separator> from the left list you can insert a separator line between commands and thus
group the commands in the Quick access toolbar more clearly.
7. Finally, click on OK.

Tip: You can also add commands to the Quick access toolbar without this dialog box by right-clicking on a
command icon directly on a ribbon tab. The program displays a menu in which you select Add to Quick
Access Toolbar.
To remove: Right-click directly on the command icon in the Quick access toolbar and select Remove from
Quick Access Toolbar.
Customizing program 226

Resetting commands of the Quick access toolbar

The Reset button in the above dialog box resets the Quick access toolbar to its original state.

Customizing shortcut keys

The very frequently required commands in a program can also be opened via shortcut keys. For example, the
command for saving the current document can be chosen very quickly by pressing the shortcut key Ctrl+S.
The predefined shortcut keys can be edited at any time. You can add a shortcut key to any command and change
or delete existing shortcut keys.

Adding shortcut keys

To assign a shortcut key to a command, perform the following steps:
1. Click on the black arrow to the right of the Quick access toolbar. The program will open a menu in which
you select More Commands.
Alternatively: Right click on anywhere in the ribbon, and select the item Customize Quick Access Toolbar.

2. This will open the dialog box Customize Quick access toolbar, where you can click on the Customize
button at the bottom.

Another dialog box appears in which you can customize the keyboard:
3. In the dropdown list Categories at the top left, choose the ribbon tab on which the command is located.
4. In the dropdown list at the top right, select the command to which you want to assign a shortcut key.
Note: Some commands already have predefined shortcut keys. However, they can also be changed if
necessary (see below).
5. Click in the Press new shortcut key input field on the right, and press the shortcut key with which you want
to open this command in future.
If the shortcut key is already assigned to another command, an info Assigned to and the relevant command
now appear below the input field. Otherwise, Unassigned appears.
6. Click on the Assign button to now assign the shortcut key to the command.
7. The new shortcut key is displayed in the Current Keys field on the left.
8. Exit the dialog box with Close.
From now on, you can execute the selected command with the specified shortcut key.

Changing shortcut keys

You can also change the existing shortcut keys for commands at any time.
Customizing program 227

To do so, perform steps 1. to 7. described above to assign the desired shortcut key to the command. Then
remove the existing shortcut key in the Current Keys field by selecting it and clicking on the Remove button.

Deleting shortcut keys

If you just want to delete a shortcut key, perform steps 1. to 4. described above. Then remove the existing
shortcut key in the Current Keys field by selecting it and clicking on the Remove button.

Showing and hiding the ribbon

The ribbon is usually fully visible.
However, you can hide the ribbon at any time by minimizing it. This is useful if you want to have as much
screen space as possible to display the document.

Proceed as follows:
1. Click on the black arrow to the right of the Quick access toolbar.
Alternatively: Right-click on anywhere in the ribbon.
2. A menu opens. It contains the option Minimize the Ribbon, which can be enabled or disabled via a mouse
click. (A check mark appears in front of the option if it is currently enabled.)
After you enable this option, the ribbon will be minimized. Only the ribbon tabs and the Quick access toolbar
will then be seen.

Tip: Alternatively, you can click on the icon in the lower right corner of the ribbon to minimize the
ribbon. Alternatively, simply use the shortcut key Ctrl+F1.

Working with a minimized ribbon

You work with a minimized ribbon as follows:
§ When you click on one of the ribbon tabs of the minimized ribbon, the ribbon becomes completely visible
again temporarily and displays the corresponding ribbon tab. As soon as you trigger a command (for
example, click on the icon for a command), however, the ribbon will be automatically minimized again.
§ If you double-click on one of the ribbon tabs, the ribbon will be will be permanently visible again, thus
removing the minimization.
Customizing program 228
Index 229

Change source 98
Changes
A change log 158
Activation key for the software 10 highlight 12, 157
Add track 157
file 17 Character Palette/Special characters 33
folder 17 Character recognition (OCR) 149
Add watermarks 140 Characters, remap 43
Align and distribute objects 78 Clipping mask for objects 95
Align to grid (objects) 89 Color design for the user interface 219
Article threads 194 Color for objects
change properties 194, 197 fill color 69
create 194 outline color 69
delete 196 transfer 73
export 18, 197
Color for text
extend 195
fill color 49
Auto Correct for font mapping 43 outline color 49
Auto Fix 160 Color Picker 69
Auto translation 16 line style 75
Automatic bookmarks 190 line thickness 73
Automatic hyphenation Color when redacting
disable for a paragraph 219 images 126
Autosave 221 text 125
Colors, find and replace 121
Comments 172
B display in the Comments sidebar 172
Background color 55 find and replace 117
graphic notes 175
Backup file 221
stamp 177
Basics 12 sticky notes 173
Bates numbering 144 text highlight tool 180
BMP (bitmap), extract to file 101 Compare files (view) 20
Bold 50 horizontally 20
Bookmark sidebar 189 vertically 20
Bookmarks 189 Copy
create automatically 190 objects 67
create manually 189 Crop 136
delete 192 automatically 137
find and replace 116, 192 cropping tool 137
rename 192 Include cropped text when editing 222
re-order 192 manually 137
with font filter 190 remove cropping 137
Borders of objects 76 Crop objects (clipping mask) 95
Bring forward one level (object) 77 Customer center 10
Bring to front (object) 77 Customize
customize Quick access toolbar 224
customize shortcut keys 226
C Cut
Certificates 165 objects 67
add 166
manage 167
Change font with the font browser 46
Index 230

D F
Default zoom 222 File
Delete add 17
objects 67 create 153
pages 133 export 203
Detect bold 222 insert by dragging and dropping 155
join 17
Detect tabs and leader dots 222
properties 155
Detect text reduce size 99
bold 222 save 12
strike-through 222
Fill color
underlined 222
for text 49
Dictionaries 32
Fill color (change for objects) 69
Digital signatures 165
Find and redact 124
Distribute
Find and replace 103, 119
objects 78
across files 119
Document bookmarks 116, 192
add 17 colors 121
create 153 comments 117
digitally sign 165 find text 103
export 203 font sizes 114
properties 155 fonts 112
protect 163 hyperlinks 118
save 12 replace formatting 109
split into multiple parts 154 replace text 107
Document fonts 159 with text alignment 111
Document security 163 with text reflow 111
within a crop 110
First Character Uppercase 53
E First-line indent 53
Encrypted files 17 Folders, add 17
Encryption 165 Font filter for bookmarks 190
EPUB export 209 Font list of the document, display 159
Export 18 Font size
article threads 197 change 48
exclude unwanted objects 218 find and replace 114
illustrations 205 Fonts
images 204 find and replace 112
of article threads 18 remap 43
of pages 18
Form fields
pages 203
edit properties 200
parts of a page 204
export form values 199, 201
tables 217
import form values 199, 201
to other formats 203
insert 200
Export format 208
Formatted text, find 105
image output 211
text output 209 Formatted text, paste 220
Extract Formatted text, replace 108
image files 101 Forms
pages 132 fill in 23
interactive 23
non-interactive 23
Index 231

Insert Smart Quotes when editing 220

Install printer driver 19
G Interactive forms 23, 198
Graphic notes 175
Introduction 9
delete 176
edit properties 177 Italics 50
insert 175
Grid spacing 89 J
Group
Join
objects 79
files 17
Guides, show/hide 90
JPEG
add images 98
H captions 212
create signature 183
Height of objects 86 drag and drop for PDF photo album 24
Hide export images 204, 211
objects 87 extract to file 101
Highlighting text 57 replace images 98
Horizontal scale 66 snapshot 24
HTML export 18, 209, 215 Justified 35
Hyperlinks 185
delete 188 L
find and replace 118
to other documents 187 Language
to web pages 185 for automatic hyphenation 219
within a document 186 for hyphenation 26
Hyphenation 26 for the spell check 26, 219
disable for a paragraph 219 for the user interface 219
Layers 91
Leaders for tabs 59
I Letter space 61
Illustrations Line space 63
export 205 Line style for objects 75
Image properties, show 101 Line thickness for objects 73
Images Line width (adjust manually) 37
editing in other applications 100
Lines and arrowheads 76
export 204
extract to file 101 Links 185, 186, 187, 188
insert 98 delete 188
properties 101 find and replace 118
redact 100, 126 to other documents 187
replace existing 98 to web pages 185
resample 99 within a document 186
Import from scanner (text) 150 Lock selection (objects) 86
Indents 27, 53 Locking objects 86
Initial page 222 Lowercase letters 53
Initial view 222
Initial zoom 222 M
Insert Margins 53
by dragging and dropping 155
Microsoft Word export 209
form fields 200
images 98 Minimize the Ribbon 227
Index 232

N P
New document 153 Page labels 141
Non-interactive forms 23 Page margins, add 139
Notes Page numbering 143
graphic notes 175 Page numbers, add 143
stamp 177 Page order, change 134
sticky notes 173
Pages
text highlight tool 180
copying objects across pages 148
delete 133
O deleting objects across pages 148
export 18, 203
Objects extract 132
align and distribute 78 insert 128
align to grid 89 number 143
border 76 re-order 134
change fill color/outline color 69 replace 134
change order 77 resize 135
change origin 85 rotate 132
clip (clipping mask) 95
Pages, crop 136
copy across pages 94
automatically 137
copy, paste, delete 67
manually 137
delete across pages 93
distort 81 Pages, insert
group 79 from document (other PDFs) 130
hide 87 from scanner 129
line style 75 new (blank) pages 128
line thickness 73 place page from other PDFs 138
lock 86 Paper size 19
opacity 73 Paragraph space 64
rotate 79, 85 Paste
scale 83, 84 objects 67
select 67 PDF
show in layers 91 create 153
tilt 85 export 203
transformation 83 import from scanner 150
transparency 73 insert by dragging and dropping 155
unlock 86 properties 155
width and height 86 reduce size 99
OCR (optical character recognition) 149 translate 16
OCR corrections 151 PDF object (place page) 138
Opacity PDF security settings 163
of graphic notes 177 Photo album
of objects 73 by drag and drop 24
of stamps 179
Pictures
of Text highlight tool 57
insert 98
of watermarks 140
insert by drag and drop 24
Optical character recognition (OCR) 149 insert by dragging and dropping 155
Order (of objects) 77 redact 100, 126
Origin for objects, change 85 Pipette tool 73
Outline color PNG
change for objects 69 add images 98
change for text 49 captions 212
Index 233

PNG Rise 66
create signature 183 Rotate
drag and drop for PDF photo album 24 objects 85
export images 204, 211 pages 132
extract to file 101 RTF export 18, 209
replace images 98
Ruler 27
snapshot 24
tabs 58
Portfolios 169 unit of measurement 55
add items 169
create 169
delete items 170 S
display properties 171
extract items 170 Save 221
automatically 221
Problem report 160
batch save 221
Product key, activate 10 check for overset text 221
Program convert text into outlines 44
activate 10 reduced size 99
customize 224 save as final 12, 157
install printer driver 19 save layout 221
options 219 Scale
Properties objects 83, 84
show image properties 101 Scan 149
show PDF properties 155
Security settings 163
show portfolio properties 155
Selected text, redact 125
Protect
documents 163 Send backward one level (object) 77
Send to back (object) 77
Shortcut keys
Q customize 226
Quick access toolbar Show changed text 55, 157, 220
customize 224 Show grid 89
display above the ribbon 224 Show hidden objects 87
Quotes, smart 220 Show placeholders for objects (outlines) 205
Show text box borders 27
R Show/hide non-printable characters 27
Sidebar
Redact images 100, 126
bookmarks 189
change color 126
comments 172
Redact text digital signatures 166
color (redact style) 125 layers 91
found text 124 portfolio 169
selected text 125 thumbnails 134
Reduced size (saving files) 99 Signature 183
Remap fonts 43 create 183
Re-order (pages) 134 delete 184
Replace 103 insert 183
pages 134 Skip UPPERCASE words during spell check 219
Resample images 99 Skip words with numbers during spell check 219
Resize page 135 Snapshot
Restrict to text colors (swatches) 72 create 24
Ribbon save 24
show/hide 227 Software, activate 10
theme for the user interface 219 Spell check 26, 31
Index 234

Spell check 26, 31 strikethrough 51

options 219 subscripts 53
set language 219 superscripts 53
Splitting documents 154 underline 51
Stamps 177 Text alignment
add 178 horizontal 35
Bates stamping (Bates numbering) 182 vertical 34
delete 179 Text box
edit properties 179 background color 55
user-defined 179 boundaries 39
Sticky notes 173 rebuild 39
delete 174 rebuild with selected text 43
edit properties 175 split paragraphs 43
insert 173 text overflow 12, 30
user name 221 Text boxes
Store layout info in PDF 29, 221 link 29, 41
merge vertically 41
Striking through text 51
Text fitting 35
Stroke color
change for objects 69 Text format 26
change for text 49 Text highlight tool 57, 180
Subscripts 53 Text overflow 26, 30
Superscripts 53 Text spacing 61
Support 10 horizontal scale 66
letter space 61
Swatches (objects)
line space 63
restrict to text colors 72
paragraph space 64
Symbols 33 rise 66
System requirements 10 word space 61
Text, find and redact 124
Text, find and replace 103, 107
T
TextMaker export 209
Tables
Theme for the user interface 219
edit text 45
export 217 TIFF
export as part of a page 218 add images 98
export individually 218 captions 212
mark 45, 217 create signature 183
drag and drop for PDF photo album 24
Tabs 58
export images 204, 211
can be part of text field 59
extract to file 101
leaders 59
replace images 98
trailing leaders 59
snapshot 24
Tabs and leader dots, detect 222
Tilt (objects) 85
Text
Transformation of objects 83
change color 49
convert into outlines 44 Translate (automatically) 16
fit (automatically) 35 Transparency
flow around shapes 37 of objects 73
format 46
highlight (Text highlight tool) 57, 180
highlight changed text 55, 157, 220 U
import from scanner 150 Underlining text 51
optical character recognition (OCR) 149 Ungroup (objects) 79
paste with formatting 220
Unicode support 26
redact 125
Index 235

Unit of measurement 220

ruler 55
Unlock software 10
Unlocking objects 86
Uppercase letters 53
User dictionaries 32
User interface
language 219
ribbon theme 219
User name 221
User restrictions 168

W
Watermarks 12
Width of objects 86
Word count 33
Word space 61

Z
Zoom level 222