Manual

FlexiPDF 2025 and NX

FlexiPDF

© 2017-2025 SoftMaker Software GmbH

Table of Contents 2

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

Application window 12
Title bar .......................................................................................................................................... 12
Ribbon and quick access toolbar .................................................................................................... 13
Context menu ................................................................................................................................. 15
Document tabs ................................................................................................................................ 15
Horizontal ruler .............................................................................................................................. 16
Sidebars .......................................................................................................................................... 16
Status bar ........................................................................................................................................ 17

Basics 19
Basic text editing ............................................................................................................................ 19
Joining PDF files ............................................................................................................................ 23
Converting from a PDF into other formats .................................................................................... 23
Converting documents into PDFs .................................................................................................. 25
Comparing files side by side .......................................................................................................... 26
Creating and filling in forms .......................................................................................................... 28
PDF photo albums .......................................................................................................................... 29
Snapshots ........................................................................................................................................ 30
Starting a new document ................................................................................................................ 30
Opening a document ....................................................................................................................... 31
Working with multiple documents ................................................................................................. 32
Printing a document ....................................................................................................................... 33
Saving a document ......................................................................................................................... 35
Closing a document ........................................................................................................................ 36

Editing text 37
Adding new text ............................................................................................................................. 37
Editing an existing text ................................................................................................................... 38
Editing text across columns and pages ........................................................................................... 40
Text overflow ................................................................................................................................. 41
Check spelling ................................................................................................................................ 42
Counting words .............................................................................................................................. 42
Character palette/Special characters ............................................................................................... 43
Text alignment (vertical) ................................................................................................................ 44
Text alignment (horizontal) ............................................................................................................ 45
Text fitting (automatically) ............................................................................................................ 45
Letting text flow around shapes ..................................................................................................... 47
Rebuilding text boxes ..................................................................................................................... 50
Table of Contents 3

Merging text boxes ......................................................................................................................... 52

Splitting text boxes ......................................................................................................................... 53
Remapping fonts ............................................................................................................................ 54
Converting text into outlines .......................................................................................................... 55
Editing tables .................................................................................................................................. 55

Formatting text 56
Font ................................................................................................................................................ 56
Font size ......................................................................................................................................... 58
Color ............................................................................................................................................... 59
Bold and italics ............................................................................................................................... 60
Underline and strikethrough ........................................................................................................... 61
Superscripts and subscripts ............................................................................................................ 63
Change capitalization ..................................................................................................................... 63
Margins and indents ....................................................................................................................... 63
Ruler units ...................................................................................................................................... 65
Background color ........................................................................................................................... 65
Text highlighting (Text highlight tool) .......................................................................................... 67
Tabs ................................................................................................................................................ 68
Leaders ..................................................................................................................................... 69

Spacing 71
Letter spacing ................................................................................................................................. 71
Line spacing ................................................................................................................................... 73
Paragraph spacing .......................................................................................................................... 74
Horizontal scale .............................................................................................................................. 76
Rise ................................................................................................................................................. 76

Editing objects 77
Selecting objects ............................................................................................................................. 77
Changing color ............................................................................................................................... 79
Swatches .................................................................................................................................. 82
Copying colors between objects ............................................................................................... 83
Opacity ........................................................................................................................................... 84
Line thickness ................................................................................................................................. 84
Line style ........................................................................................................................................ 86
Borders ........................................................................................................................................... 86
Arrowheads .................................................................................................................................... 87
Changing object order .................................................................................................................... 87
Aligning and distributing objects ................................................................................................... 88
Grouping objects ............................................................................................................................ 89
Rotating objects .............................................................................................................................. 89
Distorting objects ........................................................................................................................... 91
Scaling objects ............................................................................................................................... 93
Table of Contents 4

Transforming objects ...................................................................................................................... 93

Scaling ...................................................................................................................................... 94
Rotating .................................................................................................................................... 95
Tilting ....................................................................................................................................... 95
Origin ....................................................................................................................................... 95
Width and height ...................................................................................................................... 96
Locking objects .............................................................................................................................. 96
Hiding objects ................................................................................................................................ 97
Grid ................................................................................................................................................ 99
Guides .......................................................................................................................................... 100
Layers ........................................................................................................................................... 101
Deleting objects across pages ....................................................................................................... 103
Copying objects across pages ....................................................................................................... 104
Clipping objects (clipping mask) ................................................................................................. 105
Adding a clipping mask ......................................................................................................... 105
Removing a clipping mask ..................................................................................................... 106
Images .......................................................................................................................................... 108
Adding images ....................................................................................................................... 108
Replacing images ................................................................................................................... 108
Resampling images ................................................................................................................ 109
Editing images in other applications ...................................................................................... 110
Redacting images ................................................................................................................... 110
Image properties ..................................................................................................................... 111
Extracting images ................................................................................................................... 111

Finding and replacing 113

Finding text .................................................................................................................................. 113
Finding formatted text ............................................................................................................ 115
Finding formatting only ......................................................................................................... 116
Replacing text ............................................................................................................................... 117
Replacing formatted text ........................................................................................................ 118
Replacing formatting only ...................................................................................................... 119
Within a specific area ................................................................................................................... 120
Reflow and alignment .................................................................................................................. 121
Finding and replacing fonts .......................................................................................................... 122
Finding and replacing font sizes ................................................................................................... 124
Finding and replacing in bookmarks ............................................................................................ 126
Finding and replacing in comments ............................................................................................. 127
Finding and replacing in hyperlinks ............................................................................................. 128
Finding and replacing across files ................................................................................................ 129
Finding and replacing colors ........................................................................................................ 131

Redacting texts and images 134

Finding and redacting text ............................................................................................................ 134
Table of Contents 5

Redacting selected text ................................................................................................................. 135

Redact style .................................................................................................................................. 135
Redacting images ......................................................................................................................... 136

Page operations 138

Inserting pages .............................................................................................................................. 138
Blank pages ............................................................................................................................ 138
From scanner .......................................................................................................................... 139
From other PDFs .................................................................................................................... 140
Rotating pages .............................................................................................................................. 142
Extracting pages ........................................................................................................................... 142
Deleting pages .............................................................................................................................. 143
Replacing pages ............................................................................................................................ 144
Changing page order .................................................................................................................... 144
Resizing page ............................................................................................................................... 145
Cropping pages ............................................................................................................................. 146
Cropping manually ................................................................................................................. 147
Cropping automatically .......................................................................................................... 147
Placing pages from other PDFs .................................................................................................... 148
Page margins ................................................................................................................................ 149
Watermarks .................................................................................................................................. 150
Page labels .................................................................................................................................... 151
Page numbering ............................................................................................................................ 153
Using "Copy across pages" .................................................................................................... 153
Bates numbering .................................................................................................................... 154
Choosing PDFs ............................................................................................................... 155
Formatting ...................................................................................................................... 155
Cloning across pages .................................................................................................................... 157
Deleting across pages ................................................................................................................... 158

Scanning and OCR 159

OCR (optical character recognition) ............................................................................................ 159
Creating PDF from scanner .......................................................................................................... 160
OCR corrections ........................................................................................................................... 161

Document operations 163

Creating a document ..................................................................................................................... 163
Joining documents ........................................................................................................................ 164
Splitting a file into multiple documents ....................................................................................... 164
Drag and drop ............................................................................................................................... 165
Document properties .................................................................................................................... 165
Track changes ............................................................................................................................... 167
Highlighting changes ............................................................................................................. 167
Change log ............................................................................................................................. 168
Table of Contents 6

Font list ......................................................................................................................................... 169

Problem report .............................................................................................................................. 170
Reducing file size ......................................................................................................................... 172

Protecting documents 173

Document security ........................................................................................................................ 173
Digital signatures .......................................................................................................................... 175
How to trust a signed PDF ..................................................................................................... 176
Managing trusted certificates ................................................................................................. 177
User restrictions ........................................................................................................................... 178

Portfolios 179
Creating a portfolio ...................................................................................................................... 179
Adding items to a portfolio .......................................................................................................... 179
Deleting items from a portfolio .................................................................................................... 180
Extracting items from a portfolio ................................................................................................. 180
Properties of items in portfolios ................................................................................................... 180

Comments 182
List of comments .......................................................................................................................... 182
Sticky notes .................................................................................................................................. 183
Adding sticky notes ................................................................................................................ 183
Deleting sticky notes .............................................................................................................. 184
Properties of sticky notes ....................................................................................................... 185
Graphic notes ............................................................................................................................... 185
Adding graphic notes ............................................................................................................. 185
Deleting graphic notes ........................................................................................................... 186
Properties of graphic notes ..................................................................................................... 187
Stamps .......................................................................................................................................... 187
Adding a stamp ...................................................................................................................... 188
Deleting a stamp .................................................................................................................... 188
Properties of stamps ............................................................................................................... 189
User-defined stamps ............................................................................................................... 189
Text highlighting .......................................................................................................................... 190

Bates numbering (Bates stamping) 192

Signatures 193
Creating signatures ....................................................................................................................... 193
Inserting signatures ....................................................................................................................... 193
Deleting signatures ....................................................................................................................... 194
Table of Contents 7

Hyperlinks 195
Links to web pages ....................................................................................................................... 195
Links within a document .............................................................................................................. 196
Links to other documents ............................................................................................................. 197
Deleting links ............................................................................................................................... 198

Bookmarks 199
Creating bookmarks manually ...................................................................................................... 199
Creating bookmarks automatically ............................................................................................... 200
Font filters .............................................................................................................................. 200
Renaming bookmarks ................................................................................................................... 201
Deleting bookmarks ..................................................................................................................... 202
Reordering bookmarks ................................................................................................................. 202
Searching in bookmarks ............................................................................................................... 202

Article threads 203

Creating article threads ................................................................................................................. 203
Extending article threads .............................................................................................................. 204
Deleting article threads ................................................................................................................. 205
Properties of article threads .......................................................................................................... 205
Exporting article threads .............................................................................................................. 206

Interactive forms 207

Available form fields .................................................................................................................... 208
Adding form fields ....................................................................................................................... 209
Properties of form fields ............................................................................................................... 209
Exporting/importing form values ................................................................................................. 210

Converting into other formats 211

Exporting pages ............................................................................................................................ 211
Exporting images ......................................................................................................................... 212
Marking illustrations for export ................................................................................................... 213
Export options .............................................................................................................................. 216
General tab ............................................................................................................................. 216
Text output ..................................................................................................................... 217
Image output ................................................................................................................... 219
Text tab .................................................................................................................................. 220
Image tab ................................................................................................................................ 222
HTML tab .............................................................................................................................. 224
Exporting tables ........................................................................................................................... 225
Marking a table for export ..................................................................................................... 225
Exporting as part of a page .................................................................................................... 226
Table of Contents 8

Exporting individual tables .................................................................................................... 226

Excluding unwanted objects ........................................................................................................ 226

Language tools 227

Setting the language ..................................................................................................................... 227
Spell check ................................................................................................................................... 228
User dictionaries .................................................................................................................... 229
Auto translation ............................................................................................................................ 230
Summarise text via AI .................................................................................................................. 232

Changing the program settings 233

Options: Appearance tab .............................................................................................................. 233
Options: Spelling tab .................................................................................................................... 233
Options: Editing tab ..................................................................................................................... 234
Options: Saving tab ...................................................................................................................... 235
Options: Loading tab .................................................................................................................... 236
Options: Advanced tab ................................................................................................................. 236

Customizing the program 238

Customizing the document display .............................................................................................. 238
Zoom level ............................................................................................................................. 238
Full screen view ..................................................................................................................... 239
Showing and hiding the ribbon .................................................................................................... 240
Customizing the Quick access toolbar ......................................................................................... 241
Customizing shortcut keys ........................................................................................................... 243

Index 245
Welcome! 9

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
§ Optical character recognition (OCR) converts pages from a scanner into editable PDF files
§ 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
§ Side-by-side comparison – compare two PDFs side by side and scroll through them synchronously
§ 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 and hyphenation
§ Track changes shows you all your edits highlighted in color
§ Redact confidential content
§ Create interactive forms
§ Page numbering, headers and footers, watermarks
§ Bates numbering for documents and portfolios
§ Snapshot tool which you can use to photograph and save a section of a PDF page
§ Scan pictures and pages and save them as a PDF
§ Pictures can be edited directly from FlexiPDF in an external graphics program. FlexiPDF then
automatically reloads the edited picture.
... and much more!

Additional features in FlexiPDF NX

§ Automatic translation of entire PDF pages into numerous languages
Welcome! 10

§ Summarise text using AI – use the artificial intelligence of ChatGPT in FlexiPDF to summarise texts in an
AI-based manner

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.

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:
Welcome! 11

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.
Application window 12

Application window
The following pages contain an introduction to the individual components of the FlexiPDF user interface.

The FlexiPDF user interface

Title bar
In the top line of the program, you will find the title bar.

This displays the program name and the name of the document that you are currently editing.
If the document contains changes that have not yet been saved, an asterisk is displayed after its name.
Application window 13

Ribbon and quick access toolbar

The upper area of the program window looks as follows:

The "Ribbon" (section) and the Quick access toolbar (below)

The ribbon
The ribbon is a modern type of user interface that combines menus and toolbarst o simplify the use of the
software.
As you can see, the ribbon has several tabs whose tab headers are displayed at the top: File, Home, Insert, etc.
Each of these "ribbon tabs" contains logically combined groups (for example, on the ribbon tab Home: Edit,
Pages, Character, etc.) with related commands for a certain task area.
To switch to another ribbon tab, click on its tab header.

Tip: You can also switch between the ribbon tabs by scrolling with the middle mouse wheel while pointing
to the top bar with the tabs.

Each icon represents a specific command. If you click on it, the corresponding command is chosen. In the group
Character on the ribbon tab Home, for example, you will find commands for formatting texts, such as font,
bold, italics, etc., which you can both read and change.
If you select a section of text beforehand, formatting changes will affect only the selected text. Otherwise, the
text that you subsequently type will be affected.
To select a different font, for example, click on the button with the font (Calibri in the above image) to open the
dropdown menu and then select a font.
Other icons are switches that you can enable or disable by clicking on them – for example, the B for bold.
There are also split buttons, where you can either click on the icon to directly apply the displayed command or
use the corresponding small arrow to the right of the icon to open its dropdown menu. This is the case, for
example, when choosing the font color.

Tip: If you hover the mouse cursor over an icon (without clicking), the program will display a tooltip that
describes the icon's function.
Application window 14

The Quick access toolbar

The Quick access toolbar is displayed below the ribbon. It provides a selection of frequently used commands.

§ Touch mode
If you enable this button, all icons in the ribbon will be slightly enlarged.
§ Open a file
This button opens an existing document. For more information, see Opening a document.
§ Save file
This button saves the document that is open in the current window. For more information, see Saving a
document.
§ Undo
This button undoes the last change made to the current document. You can also choose this command
several times in succession to undo the last x changes.
§ Object tool
You can use the Object tool to select, resize, move or delete objects. This applies to images and text boxes.
§ Hand tool
Use the Hand tool to navigate on the page by pressing and dragging. You can also use this tool to open
existing links or to open the properties of notes, stamps, forms, etc., by right-clicking on them.
§ Text tool
Click on existing text with the Text tool to edit it. You can also create new text boxes with the enabled Text
tool by clicking in the PDF document and drawing a rectangle.
§ Text Plus tool
The Text Plus tool is mainly used to fill in text fields and checkboxes in forms. It can also be used to create
new single-line text boxes in which you can enter and edit text.

Note: In contrast to the Text tool, 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.

To the right of the Quick access toolbar, there is a small arrow . Clicking on it will open a dropdown menu in
which you can remove or add buttons to the quick access toolbar. You will also find the following functions
here:
More Commands: You can add additional command icons to the quick access toolbar. For more information,
see Customizing the Quick access toolbar.
Show Above the Ribbon: You can change the position of the quick access toolbar by displaying it above the
ribbon instead of below it.
Application window 15

Minimize the Ribbon: Normally, the ribbon is always 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. For more information on faster methods of minimizing, see Show and hiding the ribbon.

Context menu
There is also another way to choose commands: via the context menu.
This menu contains different commands depending on the current situation. If, for example, you select some
text and then right-click to open the context menu, it offers commands for cutting, copying or formatting that
text.

Depending on what you have previously selected (text, images), you will be offered a variable – contextual –
selection of commands when opening the context menu. This makes it much easier for you to quickly navigate
to situational commands without a long search.

Document tabs
Above the document, you will find a bar with document tabs. It displays one tab for each open document.

The document tabs bar

The tabs can be used to perform the following actions:

§ To make a document become the active document, left-click its tab. This enables you to rapidly switch
between the open documents.
§ To close a document, click on its tab with the middle mouse button.
Alternatively, left-click on the x icon displayed on the far right of each tab.
Application window 16

§ You can change the order of the tabs by dragging a tab to the desired position on the tab bar while holding
down the left mouse button.

Tip: Documents can also be started in a new program window. To do so, choose the command File | Open
in new window.

For more information on working with multiple documents, see Working with multiple documents.

Horizontal ruler
Above the document itself, you will find the horizontal ruler. This bar displays the tabs for the current
paragraph (or any paragraphs currently selected).

The tabs are not only displayed there, they can also be changed via the mouse. For information on how to do
this, see the Tabs section.

Tip: You can enable or disable the ruler via the command View | Rulers .

Sidebars
The bar to the left of the document is called the sidebar.
You can use the sidebar to display, for example, small preview images (thumbnails) of your current document.
This gives you a better overview of multi-page documents and enables you to easily navigate between the pages
of a document.

Using the sidebar

You can enable or disable a sidebar at any time:
To open a sidebar, choose the command View | group Window | Sidebars and select the desired sidebar.
To close a sidebar, click on the enabled option there again. Alternatively, close the sidebar by clicking on the x
icon at the top right of the sidebar.
The small function bar directly above the sidebar provides you with additional functions of the sidebar.

Available sidebars
The following sidebars are available:
Application window 17

Sidebar Function

Thumbnails This displays all pages of the current document with small preview images. See also example below.

Bookmarks If bookmarks are set in the document, you can quickly get to the relevant parts in the PDF file. For
more information, see Bookmarks.

Comments This sidebar provides an overview of all comments (notes, stamps, text highlighting) in the PDF. For
more information, see List of comments.

Layers If the document contains layers, you can use this sidebar to show and hide individual layers. For
more information, see Layers.

Portfolio Portfolios, as a collection of related documents, can be displayed and edited with this sidebar. For
more information, see Portfolios.

Differences If you compare documents with each other (see section Comparing files side by side), this bar
displays information on them.

Digital For PDFs that have been digitally signed, this bar provides a detailed overview of the digital
signatures signature. For more information, see Digital signatures.

Example: The "Thumbnails" function

The "Thumbnails" function displays a page overview of the current document with small preview images
(thumbnails) in the sidebar. This gives you a better overview of multi-page documents and enables you to easily
navigate between the pages of a document.
Choose the command View | group Window | Sidebars and select Thumbnails from the menu. The sidebar
opens on the left-hand side of the document. You can now perform the following actions there:
§ To jump to a specific page in the document, simply click on the respective thumbnail in the sidebar.
§ You can also move one or more pages from one position in the PDF to another.
§ In the small function bar above the sidebar, you will find other common page operations for quick access.

Status bar
The Status bar is at the bottom of the program window.

Tip: You can enable/disable the status bar by choosing the command View | group Window | Status bar.
Application window 18

Elements of the status bar

§ Buttons for scrolling through the document
On the left in the status bar, you will find buttons that can be used to scroll through the document:

In the middle, the current page number is displayed. If you click on it, the program will open a dialog box
via which you can jump directly to a specific page.

§ Screen display
On the right side of the status bar, there are also some buttons for displaying the document on the screen:

These buttons enable you to quickly switch between different page views, which you can also also
customize on the ribbon tab View. For more information, see Customizing the document display.

§ Zoom level
The status bar also contains a zoom slider that allows you to change the zoom level for the document:

To do so, either drag the slider with your mouse or click on the plus or minus icon (see Zoom level).
Basics 19

Basics
This chapter provides a brief description of FlexiPDF.

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.
Basics 20

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.
Alternatively, you have the option of reducing the size of the text in the text box. For more information, see
Text overflow.
You can also use the Text fitting function to automatically adjust text to the text box.
Basics 21

The newly added "r" is displayed in red (if the option Show changed text in: red is enabled). For more
information, 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:

Basics 22

a. Save with watermark

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

Note
§ If you have completed the final version of your document and you do not want your changes to be visible,
then save your work with the command File | Save as | Save as final.
The aforementioned Highlight changes function as well as all the Change log 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 be retained.
Basics 23

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 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.
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 into the
word processing programs TextMaker and Word.
If the PDF file contains images, you can include them for conversion and export them with the text or
separately.
FlexiPDF can export a document either on a page by page basis or an article by article basis.
Basics 24

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.

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.
Basics 25

§ 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.

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.
Basics 26

Comparing files side by side

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:

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.
Basics 27

§ 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 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 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 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):
Simply choose the 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 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.
Basics 28

Selecting horizontal/vertical layout

Choose the 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 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 command Review | group
Comparison | Compare horizontally again.

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.
Basics 29

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.

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 PNG, JPEG, TIFF or BMP 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.
Basics 30

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.
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. Optional: You can copy the snapshot to the clipboard using the Copy button and then paste it into FlexiPDF
or into another program.
8. Finally, press OK and enter a file name for the saved picture.

Starting a new document

To start a new document, choose the command File | New . This will open a dialog box in which you can
click on Blank to create a new empty document.
Basics 31

You will find two more options in this dialog box: Import from scanner and New portfolio. For more
information, see the descriptions in Creating PDF from scanner and Portfolios.

Opening a document
To open an existing document, choose the command File | Open .
Tip: This command can also be found by default in the Quick access toolbar below the ribbon.
The program will display a dialog box, which may look as follows:

The dialog box of the command File | Open

This dialog box may look slightly different depending on the operating system, but its function always remains
the same. Use this dialog box to tell FlexiPDF which document to open.
To do so, you could simply type in the name of the file you want to open manually. However, the dropdown list
with the files is more convenient because all files are listed here in the current folder and can be easily selected.

Tip: Documents can also be started in a new program window. To do so, choose the command File | Open
in new window.
Basics 32

Opening other file formats

FlexiPDF can open PDF documents as well as PDF templates and the image formats JPEG, TIFF, BMP and
PNG. All you have to do is select the desired format from the list of file types.

Open files via drag & drop

You can also open single or multiple PDF files at the same time by dragging them into the document window.
For more information, see Drag & Drop.

List of recently opened files

If you click on the ribbon tab File in the program window, you will see a list of recently opened files at the top
right in the expanded menu. Simply click on one of these files to open it again.
Tip: You can hide this file list if required or delete all existing entries. The relevant options can be found in the
Options, Advanced tab.

You can also do the following in this file list: If you click on the pin icon of a file, it will appear in the list
as a pinned file and will be permanently displayed at the top of the list.

Working with multiple documents

You can have multiple documents open at any time – to compare them, edit them at the same time, exchange
data between them, etc.
You work with multiple documents as follows:
§ Opening multiple documents in the same program window
You can open any number of documents at the same time in the current program window.
There are many ways to switch between these documents, including a bar that contains tabs for each
currently open document (displayed above the current document):

§ Opening files in a new program window

You can also open documents in a new program window.
To do so, choose the command File | Open in new window.

The methods can be combined as desired. You can open as many program windows as you like and open any
number of documents as tabs in each of these windows. You can also open all documents in just one program
window. Alternatively, you can ensure that each document appears in its own program window. It is entirely
your choice.
Basics 33

Switching between open documents

Note: The following functions only apply to documents that are opened in the same program window with
multiple tabs.

If you have multiple documents open at the same time, you can switch to a specific document and thus make it
the active document:
§ Ribbon command: "Windows" icon
In the ribbon, you will find an icon called Windows on the ribbon tab View. If you click on it, a list of all
open documents appears. Click on the desired document.

§ Mouse: Clicking on a document tab

Above the document, you will find a bar with document tabs for all currently open documents. Click on the
tab for the document to which you want to switch.

§ Keyboard: Ctrl+F6
You can also use the keyboard to switch between the currently open documents: Ctrl+F6 switches to the
next document and Ctrl+Shift+F6 switches to the previous one.

Alternative 1: Ctrl+Tab key and Ctrl+Shift+Tab key

Alternative 2: Ctrl+Shift+Arrow key to the right and to the left

Arranging documents on the screen

If you have multiple documents open, you can arrange them as follows:
§ The document tabs (the tabs in the bar above the document) can be moved within the bar and thus arranged
in any order.
§ If you choose the command Review | group Comparison | Compare files, you can display the current
document next to another open document on the screen.
After you have enabled the Compare files function, you can scroll synchronously through both documents.
For more information, see Comparing files side by side.

Printing a document
To print the current document, choose the command File | Print.
Basics 34

In the dialog box, you can make the following settings:

Printer
Here, select which of the installed printers should print the printout.
The Properties button opens a window for setting up and configuring the printer. For more information, see
your printer manual.

Print range
§ All: Print all pages of the document.
§ Current page: Print only the page that is currently selected.
§ Pages: Print only the specified pages. To do so, enter the desired page numbers.

Printing options
§ Fit to page
This option adjusts the size of the pages to the paper format selected in the printer properties (page
orientation, page size).
This is useful if the dimensions of the PDF content differ from the selected paper format. The PDF content
is automatically scaled to fill the entire printable area of the selected paper format.

§ Print to file
This option redirects the print output to a file instead of a physical printer.
Basics 35

§ Greyscale
This option prints a color document in shades of gray (black and white).

§ Print annotations
Comments (sticky notes, graphic notes or stamps) are also printed if this option is enabled.
For detailed information on which parts of these comments are actually printed, please see the relevant
sections of the Comments chapter.

§ Copies
Here, you can specify the number of copies of the document to be printed.

Saving a document
When you have completed a document, you should save it to retain it permanently. To do so, click on the
command File | Save.
Tip: This command can also be found by default in the Quick access toolbar below the ribbon.
If the document does not yet have a name, FlexiPDF automatically prompts you to assign a file name to it
before saving it.

Saving under a different name or in a different location

FlexiPDF also has a command called File | Save as. This also saves your document, but you can first assign it
another name or select another folder in which to save it.

Saving all open documents

If you have multiple documents open at the same time, you can choose the command View | group Documents |
Close all to save them all at once. FlexiPDF checks whether the documents have been changed since they were
last saved and saves only those that have been changed.

Further options for Save as

To the right of the command File | Save as, a submenu opens with a few more options for saving:
§ Save as final
Changes to the file will no longer be displayed the next time you open it. For more information, see Track
changes.

§ Save as (reduced size)

This option reduces the size of the document by resampling all images in the document. For more
information, see Resampling images.

§ Save as (convert text to outlines)

Basics 36

This option converts the text into vector outlines (contours of letters) if you have trouble printing certain
PDFs because of incorrect fonts or glyphs. For more information, see Converting text into outlines.

§ Save as PDF/A
You can use this command to create a standard-compliant PDF file in the PDF/A standard. This
standardized format allows the long-term archiving of documents and is considered a prerequisite when
documents must be stored in a non-editable manner and in an identical format to the original documents.

Closing a document
If you want to stop working on a document, you can close it at any time. If the document has been modified
since it was last saved, the program automatically asks you if you want to save the document first.

To close a file, you have the following options:

Ribbon commands
Choose the command File | Close to close the current document.
Choose the command File | Close all to close all currently open documents at once.
Tip: You will also find both commands on the ribbon tab View | group Documents.

Document tabs
Above the document, you will find a bar with document tabs for all currently open documents. If you click on
one of these tabs with the middle mouse button, the corresponding document is closed.

Alternatively, left-click on the x icon displayed on the far right of each tab to close it.

Via the keyboard

You can also use the shortcut key Ctrl+F4 to close the current document and Ctrl+Shift+Alt+C to close all
open documents.

Exiting the application

To exit FlexiPDF, choose the command File | Exit (the button is located at the bottom right of the open File
menu) or use the keyboard shortcut Ctrl+Q.
Alternatively: Simply click on the x icon on the far right of the title bar at the top.
Editing text 37

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:
§ The spell check only works if the correct language has been set on the Spelling tab after choosing the
command File | Options.
§ Hyphenation also requires the correct language to be specified on the Spelling tab after choosing the
command File | Options. If the desired language is unavailable, we recommend that you disable
hyphenation.
Editing text 38

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

§ 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 39

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 40

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 41

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 42

Check spelling
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 command Review | group Text | Spell check or pressing the F7 key, the dialog box
Spelling will appear.
For more information on this dialog box, see Spell check.

Notes
§ It is important that the set language matches the language of the document. In the dialog box Spelling, click
on the Language hyperlink to select the correct language.
§ You can edit the content of the user dictionary. For more information, see User dictionaries.
§ 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.
§ 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.
§ 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.
§ Words that include numbers cannot be added to the user dictionary. However, you can skip them with the
Ignore All button.

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.
Editing text 43

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.

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

Editing text 44

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.
Tip: However, FlexiPDF is also capable of Text fitting (automatically) by changing different aspects of the text
formatting.
Editing text 45

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. You can tailor the degree of adjustment 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 46

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 design.

Note: Automatic text fitting is only used if the text does not fit properly in the text box. The specified degree
of adjustment will only be implemented by FlexiPDF for the selected text box if necessary.

If there is too little text...

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

Editing text 47

2. Click in the text box that you want to edit.

3. Choose the ribbon command Format | group Inner text | Fitting.

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 48

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.
Choose Format | group Inner text | Line width | Apply manual text flow.

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 49

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
§ If you want to reset the manual adjustment of the line width to the normal line width, select the affected
lines and choose the command Format | group Inner text | Line width | Use normal text flow. This will
take you back to the original ("automatic") line adjustment, as it was applied by default before the manual
adjustment.
§ 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.
Editing text 50

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.

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 51

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.
Editing text 52

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.

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 53

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.
Editing text 54

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.

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.
Editing text 55

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.
§ 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 56

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 57

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 58

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 59

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 60

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 61

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 62

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 63

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 64

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 65

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 66

§ 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 67

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 (ribbon tab Insert | group Drawings) 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 68

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 69

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 70

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 71

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 72

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 73

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 74

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 75

§ 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 76

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 77

Editing objects
In this chapter, you will learn how to select, add, delete or edit objects in FlexiPDF.

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 78

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.
Editing objects 79

§ 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 within the PDF document.

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.
Editing objects 80

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

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.
Editing objects 81

§ 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.

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.
Editing objects 82

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.

Resetting changes
The Reset button can be used to undo any changes you have made in the currently open dialog box.

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".
§ 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.
Editing objects 83

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.

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 .
Editing objects 84

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).

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.
Editing objects 85

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.)

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.
Editing objects 86

§ To add a border to a picture or text box, select the Object tool , select the picture, and choose the ribbon
command Format | group Format | Borders. Borders can be selected in different line thicknesses, but 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 .

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 menu of the command.
Editing objects 87

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.

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.).
Editing objects 88

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.

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.
Editing objects 89

§ 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.

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:
Editing objects 90

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.

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 91

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 92

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 93

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 objects with the Object tool in the Quick access toolbar.

2. Choose the ribbon command Format | group Size and position | Transform .
Editing objects 94

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 95

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 96

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 97

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 98

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 99

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 100

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 101

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 the PDF.
§ 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:

§ Choose the ribbon command View | group Window | Sidebars | Layers to open the Layers sidebar.
Editing objects 102

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.
§ If you make layers visible or invisible, this only affects the display in FlexiPDF and is not permanently
saved in the PDF file.
Editing objects 103

Deleting objects across pages

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.

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.
Editing objects 104

Copying objects across pages

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.
7. Click on Clone.

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.
Editing objects 105

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.

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.
Editing objects 106

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.

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 .
Editing objects 107

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 108

Images

Adding images
You add images (JPEG, TIFF, BMP or PNG) 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, BMP 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 109

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 110

§ 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 111

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. Select the desired image format (PNG, JPEG, TIFF or BMP).

For more information, see Export images.

Editing objects 112

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 113

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 114

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. For more information, 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 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 115

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 dialog box "Replace". 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 116

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.
Choose the ribbon command Home| group Search | Find to open the dialog box and remove the checkmark
from Find.
Finding and replacing 117

Then click on the hyperlink Character formatting and select the formatting you are looking for in the
following dialog box Find Format. The options in 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 ranges by clicking on the hyperlink all pages in current document.
3. In the Replace field, enter the new text that is to be appear.

4. Finally, select Replace or Replace All.

Finding and replacing 118

Note
§ To find and replace the entered search text in a specific font, color or size, click on Character formatting
and reflow paragraph. For more information, see the next section Replacing formatted text.
§ If you only want to find formatting such as a font, color or size, and the content is irrelevant, remove the
check marks for Find and Replace. To do so, see 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 119

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. The
options in this part of the dialog box are described in detail in the Reflow and alignment section.
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 reach the dialog box Replace Format as follows:

1. Choose the ribbon command Home| group Search | Replace and remove the checkmarks for Find and
Replace.
2. Define the desired Character formatting as described in the Finding formatted text section.
3. Click on the hyperlink reflow paragraph to open the dialog box Replace Format. The options in this
dialog box are described in detail in the previous section.
Finding and replacing 120

4. If necessary, limit the replacement to specific pages and ranges by clicking on the hyperlink all pages in
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 in terms of the Replace and Replace All buttons.

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

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 121

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 122

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. Taking these
settings into account, FlexiPDF will then try to automatically adjust texts to the text boxes so that the text
continues to fit appropriately into the text box 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 123

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.
Any text in the entire document that was written in the desired font will now be converted to the new font
and the relevant paragraphs will be reflowed if necessary.
Tip: 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 124

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. Close the dialog box and save the finished document.

Note
§ For documents with more than 150 pages, FlexiPDF backs up every 150 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 125

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 (14 in the aforementioned example).
5. Click on Replace All to start the process.
Any text in the entire document that was written in the selected original font and font size will now be
converted to the new size, and the relevant paragraphs will be reflowed if necessary.
Tip: 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. Once FlexiPDF is finished, 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 backs up every 150 pages to reduce memory usage.
Finding and replacing 126

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 127

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 128

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 129

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 130

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 131

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 132

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 pictures 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 133

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 134

Redacting texts and images

Finding and redacting text

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 135

Redacting selected text

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 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
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 136

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
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 toolbar.

Changing color
To change the color of the redacted area, click on the ribbon tab Format. This will appear on the far right when
the redacted area is selected. Here, you can customize colors and lines in the group Format.

Note
§ The redaction only becomes permanent when the document is saved.
Redacting texts and images 137

§ FlexiPDF permanently removes all image data covered by redacting rectangles after saving.
Page operations 138

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 139

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
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 .
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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.
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§ 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.
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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 .
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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.
Page operations 144

To then renumber the pages of your document, see Page numbering.

Replacing pages
FlexiPDF can 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.
Page operations 145

Moving a single page

1. Choose the ribbon command View | group Window | Sidebars | Thumbnails to show the sidebar for
displaying thumbnails of the document.
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 .

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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
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§ 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
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.

4. You can undo the cropping by choosing the ribbon command Pages | group Crop | Remove crop .
Page operations 148

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

Placing pages from other PDFs

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 149

Page margins
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.
§ 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.
Page operations 150

§ 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
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.
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.
Page operations 151

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
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.
FlexiPDF displays the page labels in the status bar:

Creating & editing page labels

1. Choose the ribbon command Document | group Extras | Page labels .
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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 to the right of it 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 153

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"

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.

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.
Page operations 154

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
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.

Bates numbering inserts headers and footers with the specified content on each page.
Page operations 155

Choosing PDFs
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.
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
After you select the files for Bates numbering as described in the previous section, the dialog box Add Header
and Footer appears.
Page operations 156

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.
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:
Page operations 157

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:

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.
Page operations 158

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 159

Scanning and OCR

OCR (optical character recognition)

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.
§ 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.
Scanning and OCR 160

Creating PDF from scanner

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.
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.
Scanning and OCR 161

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 162

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 163

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 164

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 165

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 in a separate new tab of the current program window
§ open the file in a separate new program window
§ 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:
§ open the files in separate new tabs
§ 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
You can display a summary of all settings, dates, authors and other information about the current PDF file.

To do so, choose the command File | Properties , and the following dialog box will appear:
Document operations 166

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 will display the properties of the superordinate
portfolio PDF in which the document is located.
§ To see the properties of individual documents within the portfolio, however, select an item in the Portfolio
sidebar and click on Properties at the top of the bar.
If the selected item within a portfolio is not a PDF, Properties shows only the basic properties of this file.
Document operations 167

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 highlighting in color 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 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 168

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 169

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 170

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 171

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 (see Text fitting automatically).
§ 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 in the list (or click on the View button). This selects the
item in the PDF. You can now proceed as follows:
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 apply the automatic text fitting. This slightly corrects the size of the text so that it fits
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 settings for automatic text fitting in order to achieve
better text resizing.
Note: The specified automatic text fitting only applies to the selected text box.
Document operations 172

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 173

Protecting documents
FlexiPDF has a number of different security functions 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 174

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 175

Digital signatures
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.
More types of appearances will be added in future versions of the software.
Protecting documents 176

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 177

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.

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.
Protecting documents 178

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
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 179

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
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

You can add documents to existing portfolios.
1. Open an existing portfolio document in FlexiPDF.

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:

Portfolios 180

§ 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

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

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.

Properties of items in portfolios

For more information on an item in a portfolio, proceed as follows:
Portfolios 181

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 display the document properties of the superordinate portfolio PDF (i.e. the properties of the
"container"), choose the command File | Properties.
Comments 182

Comments
FlexiPDF enables you to insert comments (notes, stamps, text highlights) anywhere in your document, for
example, to make annotations 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 highlighting) 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 183

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 short 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 184

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 185

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 186

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 187

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

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.
Comments 188

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.

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.
Comments 189

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 190

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 191

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) 192

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 193

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, TIFF, BMP, PNG and PDF 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 194

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 195

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 196

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 197

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 198

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 199

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 200

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
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.
Bookmarks 201

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.

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.
Bookmarks 202

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.
For more information, see Finding and replacing in bookmarks.
Article threads 203

Article threads
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

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:
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.
Article threads 204

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

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.
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.
Article threads 205

Deleting article threads

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)

Properties of article threads

To change the properties of an article thread, proceed as follows:
Article threads 206

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

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 207

Interactive forms
FlexiPDF not only enables you to complete forms, but it also allows you to create your own forms with
interactive buttons, checkboxes and other form objects.
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

You will learn how to create interactive forms in the following sections:
§ Available form fields
Interactive forms 208

§ Adding form fields

§ Properties of form fields
§ Exporting/importing form values

Available form fields

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 209

Adding form fields

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

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 in step 1. below.
The list items for the form fields Combo box and List box are slightly more complex and are thus described in
more detail here.
Interactive forms 210

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

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:

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 211

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 212

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 one or more images 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 desired image format from the dropdown list "Save as type":
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.
§ 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.
Converting into other formats 213

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 214

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 215

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 216

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).
Note: You will also find this button in the dialog box "Export article" (File | Export | Articles as) if you want to export articles.
Converting into other formats 217

Choose the General tab.

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:

Converting into other formats 218

§ 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.
§ 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.
Converting into other formats 219

§ 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.

§ 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 the option Try to preserve layout is selected, 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.
Converting into other formats 220

§ 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.

§ 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.
Converting into other formats 221

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.

§ 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.
Converting into other formats 222

§ 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.

§ 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).
Converting into other formats 223

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.

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.
Converting into other formats 224

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.

"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>.
Converting into other formats 225

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.

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.
Converting into other formats 226

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.

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 .
Language tools 227

Language tools
This chapter provides an introduction to the language tools available in FlexiPDF. See the following pages for
more information.
§ Setting the language
The language for spell check and hyphenation can be selected via the command File | Options.

§ Spell check
The spell check checks a document's text for typos and suggests corrections in the event of errors.

§ Auto translation
Only included in FlexiPDF NX: FlexiPDF can automatically translate the current page of the document into
another language for you.

§ Summarise text via AI

Only included in FlexiPDF NX : Create an AI-based summary of your text in FlexiPDF.

Setting the language

The language for spell check and hyphenation can be set in the options.
Proceed as follows:
1. Choose the ribbon command File | Options.

Alternatively: Review | group Text | Language .

2. The program opens a dialog box in which you switch to the Language tab.
3. Select the desired language from the list "Spelling".

It is important that the set language matches the language of the document. If necessary, install the required
dictionaries. For more information on this and the other language options on the Spelling tab, see Options,
Spelling tab.

Notes
§ In the list for selecting the language, FlexiPDF offers two entries for German: "German (Germany)"
stands for the new spelling (according to the 1996 German spelling reform in its last revision in 2006) and
"German (Germany, old)" for the old spelling.
Language tools 228

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 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.
It is important that the set language matches the language of the document. 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.
Language tools 229

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.
§ 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.
§ 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.
§ You can edit the content of the user dictionary. For more information, see User dictionaries.
§ 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 press Add during the spell check, FlexiPDF "learns" the word by adding it to a user dictionary file on the
hard disk. 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 7, 8, 10 and 11:
C:\Users\<username>\AppData\Local\FlexiPDF\4\hunspell\fp-userdicts

User dictionary format

The *.txt dictionary files are simple word lists, with each word on its own line. Example:
Technology
SoftMaker
Ltd
FlexiPDF

Changes to the user dictionary will only take effect when you restart FlexiPDF.
Language tools 230

Auto translation
This feature is only available in FlexiPDF NX.

The Auto-translation function can translate one page of the current PDF file in each case.
Note: The translation is done by the online translation service DeepL rather than done locally on your computer. You must thus be
connected to the Internet to use the translation feature.

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.
Language tools 231

6. Finally, click on OK in the main dialog box to start the translation process.
Important: Make sure if you want to save the previous changes to the PDF document before you start the
translation. See note below.
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.

Note: The translation cannot be undone. If you want to keep your original text instead of the translation, you
can close the document without saving it. This will discard the translation (but also all changes made
previously).
Language tools 232

Summarise text via AI

This feature is only available in FlexiPDF NX.

The command Summarise allows you to summarise texts. FlexiPDF uses the capabilities of artificial
intelligence (AI).
Note: The processing is performed by the online service ChatGPT rather than performed locally on your computer. You must thus be
connected to the Internet to use this feature.

1. Choose the command Review | group Text | Summarise .

The following dialog box opens:

2. In the dialog box, select whether you only want to summarize the text section (which you must have selected
beforehand) or your entire document.
3. Specify the appropriate Text length and the desired language for the output of the summary, and then click
on the Summarise button. If you don’t like the summary, press this button again to obtain another result.
The previous text will be overwritten.
Use the Copy button to copy the result to the clipboard and then paste it into FlexiPDF or another program.
Changing the program settings 233

Changing the program settings

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. Choose your desired language here.

§ 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 for several common languages. If you select a less widely
spoken language, FlexiPDF will prompt you to download the dictionary for the spell check. The dictionaries
for hyphenation are always available in all supported languages.
Note: The spell check dictionaries are not from SoftMaker, but are Hunspell dictionaries. Most of them were
created by private users or non-profit organizations and are available as free downloads.

§ Skip UPPERCASE words during spell check

This option lets the spell check skip all words that only consist of uppercase letters.

§ 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.
Changing the program settings 234

§ 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.

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.

§ 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.

§ Show translation pop-ups

When you have used the Auto translation function, the original text can be displayed via pop-ups if this
option is enabled. Hover the mouse over a translated text section and a yellow pop-up window appears after
a short time, displaying the text in the original language.

§ 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.

§ 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.
Changing the program settings 235

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 copy File name backup.pdf will be
created. The storage location of the backup copy is the folder of the original document.

§ 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.

§ 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.
Changing the program settings 236

Select Auto to let FlexiPDF decide automatically.

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. This setting is also global.

§ 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. This setting is thus not global.

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.
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.
Changing the program settings 237

§ 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.

§ Do not show (and add) recent documents

If you click on the ribbon tab File, FlexiPDF displays a list of the most recently opened files. Simply click
on one of these files to open it again. If you enable this option, the list of recently used files will no longer
be displayed.
The Delete existing recent documents history button removes all existing entries from this list.
Customizing the program 238

Customizing the program

In addition to the FlexiPDF settings, 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 document display
This section describes how to customize the appearance of the document on the screen. Most of the required
commands can be found on the ribbon tab View.
§ Showing and hiding the ribbon
If you want to have more screen space to display the document, you can minimize the ribbon.
§ Customizing the Quick access toolbar
You can customize the quick access bar below the ribbon by adding or removing commands.
§ Customizing shortcut keys
You can also customize the shortcut keys for choosing frequently used commands.

Customizing the document display

On the following pages, you will learn how to customize the display of the document on the screen. Most of the
required commands can be found on the ribbon tab View.

Zoom level
FlexiPDF offers you many options for determining the zoom level at which a document should be displayed on
the screen.

The command group "Zoom" on the ribbon tab View

Use the following commands of the ribbon tab View | group Zoom for this purpose:
Customizing the program 239

Command Function

Zoom tool This command enables the magnifying glass. Use the mouse to drag a frame around any section
of the document to enlarge it.
If you do not drag a frame, you can enlarge the view by clicking in the document. If you press
the Ctrl key at the same time, the view will be reduced in size. To exit the Zoom tool, use the
Esc key.

Actual size This command sets the zoom level to 100%.

Fit width This command automatically sets the zoom level so that the page width fits exactly in the
document window.

Two pages This command displays two full pages next to each other.

Full page This command automatically sets the zoom level so that the page fits exactly into the document
window in terms of height and width. This is the default setting.

Page content This command automatically sets the zoom level so that the entire page content fits into the
document window without the outer empty frame being displayed.

Zoom level This option allows you to select the zoom level from a list.

Using the zoom slider

You can also use the zoom slider located in the status bar in the bottom right corner of the screen to change the
zoom level:

To change the zoom level, either drag the slider with your mouse or click on the plus or minus icon.

Tip: Also note the key combination Ctrl+middle mouse wheel for continuous zooming.

Full screen view

With the command View | group Window | Full Screen , you can switch to the full screen view in which the
program uses the entire screen to display the document. FlexiPDF enlarges its program window to the full
screen size.
To exit this view mode, press the Esc key. Alternatively, use the key combination Ctrl+F10 to switch between
full screen view and normal view at any time.
Customizing the program 240

Switching between open documents

Switching between document tabs is also possible in full-screen mode if multiple tabs are open in the same
program window (see also Working with multiple documents). Use the following key combinations, for
example:
Ctrl+F6 switches to the next tab
Ctrl+Shift+F6 switches to the previous tab

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. You can also 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 permanently visible again, thus removing
the minimization.
Customizing the program 241

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.
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.
Customizing the program 242

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. Select the desired command in the list on the left and click on the Add button (or double-click on the
command). 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. You can use a <Separator> from the list on the left to insert a separator line between commands
and to 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 the program 243

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 upper left list Categories, select 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 key combination 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 the program 244

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 Rem
Index 245

A C
Activation key for the software 10 Certificates 175
Actual size (view) 238 add 176
Add manage 177
file 23 Change font with the font browser 56
folder 23 Change source (for images) 108
Align and distribute objects 88 Changes
Align to grid (objects) 99 change log 168
Article threads 203 highlight 19, 167
create 203 track 167
delete 205 Character Palette/Special characters 43
edit properties 203, 205 Character recognition (OCR) 159
export 23, 206 Characters, remap 54
extend 204 ChatGPT 232
Auto Correct for font mapping 54 Clipping mask for objects 105
Auto Fix 170 Close (File) 36
Auto translation 230 Color design for the user interface 233
Automatic bookmarks 200 Color for objects
Automatic hyphenation fill color 79
disable for a paragraph 233 outline color 79
Autosave 235 transfer 83
Color for text
fill color 59
B outline color 59
Background color 65 Color Picker 79
Backup file 235 line style 86
Basics 19 line thickness 84
Bates numbering 154 Color when redacting
images 136
BMP (bitmap)
text 135
add images 108
create signature 193 Colors, find and replace 131
drag and drop for PDF photo album 29 Comments 182
export images 212 display in the Comments sidebar 182
extract to file 111 find and replace 127
replace images 108 graphic notes 185
Bold 60 stamp 187
sticky notes 183
Bookmark sidebar 199
text highlight tool 190
Bookmarks 199
Compare files (view) 26, 32
create automatically 200
horizontally 26
create manually 199
vertically 26, 32
delete 202
find and replace 126, 202 Context menu 15
rename 201 Copy objects 77
re-order 202 Crop 146
with font filter 200 automatically 147
Borders of objects 86 crop tool 147
Bring forward one level (object) 87 Include cropped text when editing 236
manually 147
Bring to front (object) 87
remove cropping 147
Crop objects (clipping mask) 105
Index 246

Customer center 10 illustrations 213

Customize images 212
customize Quick access toolbar 241 of article threads 23
customize shortcut keys 243 of pages 23
pages 211
Cut objects 77
parts of a page 212
tables 225
to other formats 211
D
Export format 216
Default zoom 236 image output 219
Delete text output 217
objects 77 Extract
pages 143 image files 111
Detect bold 236 pages 142
Detect tabs and leader dots 236
Detect text
bold 236 F
strike-through 236 File
underlined 236 add 23
Dictionaries 229 create 30, 163
Dictionaries for spelling/hyphenation 233 export 211
insert by dragging and dropping 165
Digital signatures 175
join 23
Distribute objects 88 list of recently opened files 31, 236
Document properties 165
add 23 reduce size 109
create 30, 163 split into multiple parts 164
digitally sign 175 File: Close 36
export 211
File: Exit 36
open 31
properties 165 File: New 30, 163
protect 173 File: Open 31
split into multiple parts 164 File: Pin to file list 31
Document display, customize 17, 238 File: Print 33
Document fonts 169 File: Save 19, 35
Document security 173 File: Save all 35
Document tabs 15, 32 File: Save as 35
Document, close 36 Files, view side by side 32
Document, print 33 Fill color
Document, save 19, 35 for text 59
Documents, compare 26 Fill color (change for objects) 79
Documents, view side by side 32 Find and redact 134
Drawings -> see objects 77 Find and replace 113
across files 129
bookmarks 126, 202
E colors 131
comments 127
Encrypted files 23
find text 113
Encryption 175 font sizes 124
EPUB export 217 fonts 122
Exit (File) 36 hyperlinks 128
Export 23 replace text 117
article threads 206 with text alignment 121
exclude unwanted objects 226 with text reflow 121
Index 247

Find and replace 113 to other documents 197

within a crop 120 to web pages 195
First Character Uppercase 63 within a document 196
First-line indent 63 Hyphenation 37
disable for a paragraph 233
Fit width (view) 238
set language 227
Folders, add 23
Font filter for bookmarks 200
Font list of the document, display 169 I
Font size Illustrations
change 58 export 213
find and replace 124 Image properties, show 111
Fonts Images
find and replace 122 edit in other applications 110
remap 54 export 212
Form fields extract to file 111
edit properties 209 insert 108
export form values 208, 210 insert by dragging and dropping 165
import form values 208, 210 redact 110, 136
insert 209 replace existing 108
Formatted text, find 115 resample 109
Formatted text, paste 234 show properties 111
Formatted text, replace 118 Import from scanner (text) 160
Forms Indents 38, 63
fill in 28 Initial page 236
interactive 28 Initial view 236
non-interactive 28 Initial zoom 236
Full page (view) 238 Insert
Full screen view 239 by dragging and dropping 165
form fields 209
images 108
G objects 77
Graphic notes 185 Insert Smart Quotes when editing 234
delete 186 Install printer driver 25
edit properties 187 Interactive forms 28, 207
insert 185
Italics 60
Grid spacing 99
Group (objects) 89
Guides, show/hide 100 J
Join
files 23
H JPEG
Height of objects 96 add images 108
Hide captions 220
objects 97 create signature 193
Highlighting text 67 drag and drop for PDF photo album 29
export images 212, 219
Horizontal scale 76
extract to file 111
HTML export 23, 217, 224 replace images 108
Hunspell dictionaries 233 snapshot 30
Hyperlinks 195 Justified 45
delete 198
find and replace 128
Index 248

change origin 95
clip (clipping mask) 105
L copy 77
Language copy across pages 104
for hyphenation 37, 227, 233 delete 77
for the spell check 37, 227, 233 delete across pages 103
for the user interface 233 distort 91
group 89
Layers 101
hide 97
Leaders for tabs 69 line style 86
Letter space 71 line thickness 84
Line space 73 lock 96
Line style for objects 86 move 77
opacity 84
Line thickness for objects 84
paste 77
Line width (adjust manually) 47 rotate 89, 95
Lines and arrowheads 87 scale 93, 94
Links 195 select 77
delete 198 show in layers 101
find and replace 128 tilt 95
to other documents 197 transformation 93
to web pages 195 transparency 84
within a document 196 unlock 96
Lock selection (objects) 96 width and height 96
Locking objects 96 OCR (optical character recognition) 159
Lowercase letters 63 OCR corrections 161
Opacity
of graphic notes 187
M of objects 84
Magnifying glass (view) 238 of stamps 189
of Text highlight tool 67
Margins 63
of watermarks 150
Microsoft Word export 217
Open (File) 31
Minimize the ribbon 13, 240
Optical character recognition (OCR) 159
Move objects 77
Order (of objects) 87
Origin for objects, change 95
N Outline color
change for objects 79
New (File) 30
change for text 59
New document 163
Non-interactive forms 28
Notes P
graphic notes 185 Page content (view) 238
stamp 187
Page labels 151
sticky notes 183
text highlight tool 190 Page margins, add 149
Page number
of the entire document (status bar) 17
O of the selected page (status bar) 17
Objects Page numbering 153
align and distribute 88 Page numbers, add 153
align to grid 99 Page order, change 144
border 86 Pages
change fill color/outline color 79 copying objects across pages 157
change order 87
Index 249

Pages add images 108

delete 143 captions 220
deleting objects across pages 158 create signature 193
export 23, 211 drag and drop for PDF photo album 29
extract 142 export images 212, 219
insert 138 extract to file 111
number 153 replace images 108
re-order 144 snapshot 30
replace 144 Portfolios 179
resize 145 add items 179
rotate 142 create 179
Pages, crop 146 delete items 180
automatically 147 display properties 180
manually 147 extract items 180
Pages, insert Print the PDF 33
from document (other PDFs) 140 Problem report 170
from scanner 139 Product key, unlock 10
new (blank) pages 138 Program
place page from other PDFs 148 activate 10
Paper size 25 customize 238
Paragraph space 74 install printer driver 25
PDF settings 233
close 36 Properties, edit
create 30, 163 of article threads 205
export 211 of form fields 209
import from scanner 160 of graphic notes 187
insert by dragging and dropping 165 of stamps 189
open 31 of sticky notes 185
print 33 Properties, show
properties 165 of images 111
reduce size 35, 109 of PDFs 165
save 19, 35 of portfolios 165
save as PDF/A 35 Protect
split into multiple parts 164 documents 173
translate 230
PDF object (place page) 148
PDF security settings 173 Q
PDF/A, create 35 Quick access toolbar 13
Photo album customize 241
by drag and drop 29 display above the ribbon 241
Pictures Quotes, smart 234
edit in other applications 110
export 212
extract to file 111 R
insert 108 Recently used documents 31, 236
insert by drag and drop 29
Redact
insert by dragging and dropping 165
selected text 135
redact 110, 136
replace existing 108 Redact images 110, 136
resample 109 change color 136
show properties 111 Redact text
Pin files to file list 31 change color (redact style 135
search text 134
Pipette tool 83
selected text 135
PNG
Index 250

Reduced size (saving files) 35, 109 Show/hide the ribbon 240
Remap fonts 54 Sidebar
Re-order (pages) 144 bookmarks 16, 199
Replace 113 comments 16, 182
pages 144 differences 16
digital signatures 16, 176
Resample images 109
layers 16, 101
Resize page 145 portfolio 16, 179
Restrict to text colors (swatches) 82 thumbnails 16, 144
Ribbon 13 Signature 193
ribbon theme 233 create 193
show/hide 13, 240 delete 194
user interface 13, 233 insert 193
Rise 76 Skip UPPERCASE words during spell check 233
Rotate Skip words with numbers during spell check 233
objects 95 SmartChat 232
pages 142
Snapshot
RTF export 23, 217 create 30
Ruler 38 save 30
show ruler 16 Software, activate 10
tabs 68
Spell check 42, 228
unit of measurement 65
options 37, 227, 233
set language 37, 227, 233
S Splitting documents 164
Stamps 187
Save (File) 35
add 188
automatically 235
Bates stamping (Bates numbering) 192
batch save 235
delete 188
check for overset text 235
edit properties 189
save layout 235
user-defined 189
Save all (File) 35
Status bar 17
Save as (File) 35
Sticky notes 183
convert text to outlines 35, 55
delete 184
reduced size 35, 109
edit properties 185
save as final 19, 35, 167
insert 183
save as PDF/A 35
user name 235
Scale
Store layout info in PDF 40, 235
objects 93, 94
Striking through text 61
Scan 159
Stroke color
Security settings 173
change for objects 79
Select objects 77 change for text 59
Send backward one level (object) 87 Subscripts 63
Send to back (object) 87 Summarise text via AI 232
Shortcut keys Superscripts 63
customize 243
Support 10
Show changed text 65, 167, 234
Swatches (objects)
Show grid 99 restrict to text colors 82
Show hidden objects 97 Symbols 43
Show placeholders for objects (outlines) 213 System requirements 10
Show recently used documents 31, 236
Show text box borders 38
Show/hide non-printable characters 38
Index 251

word space 71
Text, find and redact 134
T Text, find and replace 113, 117
Tables Text, summarise via AI 232
edit text 55
TextMaker export 217
export 225
export as part of a page 226 Thumbnails in the sidebar 16, 144
export individually 226 TIFF
mark 55, 225 add images 108
Tabs 68 captions 220
leaders 69 create signature 193
trailing leaders 69 drag and drop for PDF photo album 29
export images 212, 219
Tabs and leader dots, detect 236
extract to file 111
Tabs for documents 15, 32 replace images 108
Tabs, close 36 snapshot 30
Text Tilt (objects) 95
change color 59 Title bar 12
convert into outlines 55
Touch mode 13
fit (automatically) 45
flow around shapes 47 Transformation of objects 93
format 56 Translate (automatically) 230
highlight (Text highlight tool) 67, 190 Transparency
highlight changed text 65, 167, 234 of objects 84
import from scanner 160 Two pages (view) 238
optical character recognition (OCR) 159
paste with formatting 234
redact 135 U
strikethrough 61
Underlining text 61
subscripts 63
superscripts 63 Ungroup (objects) 89
underline 61 Unicode support 37
Text alignment Unit of measurement 234
horizontal 45 ruler 65
vertical 44 Unlock product key 10
Text box Unlocking objects 96
background color 65 Uppercase letters 63
boundaries 50
User dictionaries 229
rebuild 50
rebuild with selected text 53 User interface 12
split paragraphs 53 change ribbon theme 233
text overflow 19, 41 language 233
Text boxes User name 235
link 40, 52 User restrictions 178
merge vertically 52
Text fitting 45
Text format 37
V
View
Text highlight tool 67, 190
customize 238
Text overflow 37, 41 full screen 239
Text spacing 71 ruler 16
horizontal scale 76 sidebars 16
letter space 71 status bar 17
line space 73 zoom level 17, 238
paragraph space 74
rise 76
Index 252

W
Watermarks, add 150
Width of objects 96
Window
close all 36
Word count 42
Word space 71

Z
Zoom level 236
Zoom level (view) 238
Zoom tool (view) 238