Help with PDF Interactive Forms

This help file offers information on:

• Software for Using PDF Interactive Forms
• Completing PDF Interactive Forms
  • Moving within a form
  • Changing your data
  • Reading yellow explanatory notes
  • Check-off boxes
  • Multi-line fields
  • Forms that perform calculations
  • Fields set with a limited number of characters
• Specific Fields
  • Dates
  • Dollar amounts
  • Phone numbers
  • Numeric
  • Time
  • Drop down list
  • Office use
  • Signatures
• Special Links
  • Help button
  • Reset button
  • Print button
• Printing Forms that you have filled out
• Submitting Forms that you have filled out
• Saving PDF Interactive Forms
  • Saving forms that you have filled out
  • Downloading blank forms

Software for Using PDF Interactive Forms

To view and use PDF interactive forms or to download blank forms for future use, you need:

• Adobe Acrobat Reader version 4.0 or higher.
• The software and plug-in can be obtained free of charge from the Adobe.com Web site, which also offers customer support.

To save a completed form that contains your own data, you must purchase Adobe Acrobat 4.0 or higher (refer to Saving PDF interactive forms below).

Completing PDF Interactive Forms

Along with the information provided here, you can consult the Adobe Acrobat Readers’ online guides (under "Help" in the Reader’s toolbar).

Moving within a form

• Enter the appropriate data in each box or "field" by left clicking on your mouse in the desired area on the form.
• To move from one field to the next, hit "TAB". This helps ensure that you don’t accidentally skip over any fields. If your data is lost after you TAB out of a field, you must ensure to have version 4.0 or higher of the Reader installed on your computer. Any versions lower than 4.0 will not work properly with these forms.
• You can also use your cursor to move from field to field. Place your cursor in the field you want to fill in, then left-click.

Changing your data

• To replace data you have already entered in a field, place your cursor within the field and then left-click. This "selects/highlights" the existing data, which you can then correct or replace.
• To clear the data from all fields and start over, click on the "RESET FORM" button located at the top or bottom of the form. Note: Forms with more than one page have reset buttons for each individual page.

Reading yellow explanatory notes

Some forms contain yellow notes that provide helpful information about the form. To open and read the note, double left-click on the note. A separate small window will appear on screen with the message or instructions contained inside. To close the note, left-click on the grey box located at the top left corner of the small window. Note: these notes do not appear on the printed form. If they do, check your print setting to ensure the "Comments" checkbox is left blank.

Check-off boxes

Some forms contain boxes to be checked off. Place your cursor over the box you want to check off. When your cursor becomes shaped like a hand with its index finger pointing, click your left mouse button. To de-select a box, left click on it again.

Multi-line fields

Some fields have room for more than one line of text. To move to the next line within a field, use the ENTER key. It is your responsibility to ensure no information is "cut-off" by typing too much data in the field.

Forms that perform calculations

Some of the forms perform calculations. Such forms execute calculations based on the amount you enter. For instance, when you enter data in fields that are to be added together, the form automatically calculates the total and inserts it in the appropriate field. Any amounts entered with dollars and cents ($.00) are automatically rounded to the nearest dollar.

You are responsible for the completeness and accuracy of any information submitted on forms that perform calculations. Please double-check all data you enter!

Fields set with a limited number of characters

Some fields limit the maximum number of characters you can enter. Once you have typed in the maximum set of characters, it will not allow you to type further. A "beep" sound may occur alerting you that the field is full.

Specific Fields

Dates: Unless otherwise specified on a form, all dates can be entered in the format of your choice, however we encourage the month to be entered with at least 3 letters (i.e.: 04/Dec/2001).

Dollar amounts: Automatically rounded to the nearest dollar if decimals and cents are entered. Dollar signs are inserted automatically.

Phone numbers: Must be entered with area code and phone number. Some forms allow space for an extension number to be entered.

Numeric: Some fields are set that only numeric values can be entered. No letters or special characters are allowed to be entered.

Time: Some fields require you to enter the time. Unless specified, you should include the hour, colon (:) and minutes. If you do not enter using this format, an error box will appear advising that the value you have entered does not match the format of the field.

Drop-down list: Some fields are set with drop-down lists which let you select pre-defined text. You can not enter your own information in these fields. You must select from the drop-down list.

Office use: Some fields are not accessible to the users. These fields are greyed out and clearly marked "For Office Use". We encourage you not to place written information in these fields once the form has been printed.

Signatures: An interactive form that requires a signature must be signed by hand after you have completed and printed it. The forms indicate where signatures are required and no electronic data can be entered in the signature field.

Special Links

When using an interactive form, you can click on these buttons:

Help: Click on "? Help ?" to access the help file you are reading right now. Note that if using the form off-line, the link to the "help" file may not work. You must be connected to the Internet.

Reset: Allows you to clear all the data on the form and start over. Multi-page forms have reset buttons for each individual page.

Print: Allows you to print the form quickly and easily.

Printing Forms that you have filled out

Adobe Acrobat Reader indicates the page size along with the number of pages (indicated in the lower left-hand corner of your screen). Most forms are automatically formatted to print on 8.5 x 11 size paper, however you do have the option of selecting legal size (8.5 x 14) size paper from your print menu (under printer configuration). Once you have completed a form on-screen, click on the "PRINT FORM" button located at the bottom or top of the form or select "File" and then "Print" in the Adobe Acrobat Reader’s toolbar.

Submitting Forms that you have filled out

• After you have entered and verified the data on your interactive form, print it.
• Manually sign the form (where applicable).
• Before submitting your printed form, either make a photocopy or save an electronic copy on your own computer for your records (refer to Saving PDF interactive forms below).
• Individual forms contain correspondence addresses to facilitate mailing the completed paper copy.

Saving PDF Interactive Forms

Saving forms that you have filled out

To save an electronic copy of a completed form that contains your own data, you must already have the complete Adobe Acrobat 4.0 or higher software package installed on your computer or; purchase and install such software. Visit the Adobe.com Web site if you wish to purchase Adobe Acrobat 4.0 or higher.

Downloading blank forms

Using the free Adobe Acrobat Reader (version 4.0 or higher), you can download a blank interactive form for future use or:

• Save the document in the directory of your choice, then use your Reader to access it at your convenience. To access the saved form, click on "File" and then "Open" in the Reader’s toolbar.