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PDF: Pretty Darn Frustrating?

The Translator’s Tool Box - © International Writers’ Group, LLC 373

You should be sure to review the additional features that these paid versions

offer, such as enhanced editing, commenting, PDF file creation, file

conversion, security settings, etc. (see the following table). For many

translators, the additional features that Adobe Acrobat Standard and Pro offer

are certainly worth the expense. For a product comparison, see

acrobat.adobe.com/us/en/pricing/pricing-compare-plans.html.

In addition to the Adobe Acrobat products, there are many more or less

comparable and often less expensive programs that allow you to do many of

the same things. For example, PDF Nitro (www.nitropdf.com), Foxit PDF Tools

(www.foxitsoftware.com), Solid PDF Tools (www.soliddocuments.com),

DocuCom PDF Gold (www.pdfwizard.com), Pdf995Suite (www.pdf995.com)

and many others. However, if you consider any of these other tools, make

sure that the tool is fully compatible with all current Acrobat features. You

don’t want to spend all that money to find out later that you need Adobe

Acrobat after all.

I will concentrate on Adobe Acrobat here and will not cover any of these other

tools.

Editing and Commenting on PDF Files

Commenting Tools

One of the most common tasks that translators need to do with PDF files is

commenting on them as part of a document review (proofreading) cycle.

Adobe Acrobat offers several tools for this to make commenting easy and

clear. Note that these tools are available in the free Reader version only if the

file has been enabled for that in the Pro version by the author (for details

about enabling, see Enabling Extended Features for Adobe Reader on page

376).

The Comment & Markup tools can be accessed through Tools>

Comment & Markup (before Acrobat X) or Comment (Acrobat X and

higher). Most users are familiar with the yellow Sticky Note tool and tend to

use that for everything. However, in most cases it would be much more

efficient and clearer to use some of the other tools. The various text edit tools

are particular good for indicating text corrections, additions and deletions.

Note that none of these tools actually changes the text in the file—they only

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The Translator’s Tool Box - © International Writers’ Group, LLC

indicate what needs to be changed. The actual changes will then be made to

the original file, for example, by a DTP person. Other Comment tools that are

often useful in a review process include Highlight Text, Callout, Arrow,

Rectangle, etc. They help to pinpoint the location where the associated

comment is supposed to apply.

Figure 244: Commenting tools in the Comment pane Adobe Acrobat X and higher

Figure 245: Tools for commenting and markup in Adobe Acrobat DC

Managing Comments

Sometimes it can be difficult to manage all the comments in a file, particularly

if the file is long or includes a lot of comments. Adobe Acrobat offers several

tools to help organize and manage comments. Clicking the Show button in

the Comment & Markup toolbar opens a menu that includes several options

for showing or hiding all comments (Show/Hide Comments) or only certain

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PDF: Pretty Darn Frustrating?

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comments based on comment type, reviewer or comment status. In Adobe

Acrobat X and higher you can access this under Comment> Comment List

(in Acrobat DC the list of comments is automatically displayed once you select

Comment).

You can access several comment-specific features by right-clicking a

comment. One of these options is Reply, which allows you to reply to the

comment. That way the reply gets inserted within the comment and will stay

with it. If you reply using a separate comment, there’s always a risk that the

comments might get separated, and other readers don’t know which replies

and comments are supposed to match.

Figure 246: A comment with a reply

Other Editing Options

The Standard and Pro versions of Adobe Acrobat also have text editing tools

(Acrobat 9 and earlier: Tools> Advanced Editing> TouchUp Text Tool;

Acrobat X and XI: Tools> Content Editing> Edit Text & Images; Acrobat

DC: Edit PDF) that allows minor editing of the actual text, such as correcting

typos and adding or deleting text. This can be a very handy feature to fix

small errors or in making small updates, but it often creates text flow

problems if used for larger changes.

Other editing features available in Adobe Acrobat include inserting, extracting,

deleting and rearranging pages and document splitting (Acrobat 9 and earlier

in the Document menu; Acrobat X and XI under Tools> Pages; Acrobat DC:

Organize Pages). With the Insert command you can combine PDF files by

inserting pages from one file to another.

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In addition to the Document menu commands, most of the above-mentioned

editing functions can also be accessed using the Pages navigation pane on

the left. To open the navigation pane, click the Pages icon on top of the

navigation area. This opens the navigation pane where you can easily

rearrange the pages by dragging and dropping, as needed. Clicking the

Options symbol on the top of the pane opens a menu that allows you to

rearrange, crop, rotate and renumber pages.

Figure 247: The Pages navigation pane

Enabling Extended Features for Adobe Reader

Some functions are available in the Reader version only if they have been

enabled for the file in question in the Pro version. These functions include the

Comment and Mark-up tools, the Typewriter tool, and the possibility to

digitally sign the document. A document is enabled in the Pro version by

selecting Advanced> Extend Features in Adobe Reader (Acrobat X and

above: File> Save as Other> Reader Extended PDF).

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PDF: Pretty Darn Frustrating?

The Translator’s Tool Box - © International Writers’ Group, LLC 377

Converting PDF Files to Editable Text

Converting PDF files is probably the most common problem that translators

encounter with PDF files when translating using a translation environment

tool. Most translation environment tools can’t process PDF files, and even

those that can don’t do it well enough. One problem that is often encountered

is that many of the conversion methods insert paragraph marks (hard returns)

at the end of every line. This means that these sentences will be incorrectly

segmented in a translation environment tool, making translation impossible or

the resulting translation units useless.

A good conversion program converts a PDF file to a Word file with flowing text

but conserves formatting (bold, italics, paragraphs, tables, etc.) without

creating text boxes. If the PDF file is an image-based file (such as a scanned

or faxed document), the program also needs to be able to convert the image

to text accurately. I will briefly review and compare a few options that are

available for this task.

Adobe Reader

Adobe Reader offers only two possible conversion methods: text can be

copied and pasted using the clipboard, or the file can be saved as a text file

(File> Save as Text or File> Save as Other> Text). With both methods,

each line ends with a hard return (paragraph mark), so they are practical only

for a small amount of text.

Figure 248: Text copied using Adobe Reader, showing paragraph marks at the end of each line

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Some tips for selecting text in Adobe Reader and Adobe Acrobat: You can

select a whole page by clicking it four times. When selecting all (C

TRL

+A), "all"

can either be a whole page or a whole document depending on the Page

Display setting. If the setting is Single Page (View> Page Display>

Single Page) only the current page will be selected. If any other page display

setting is selected, the whole document will be selected. When copying text,

sometimes, depending on the file, there might also be an option to copy with

or without formatting (right-click menu). You can also use the Column select

mode to select a rectangle area of text anywhere in a document. It’s activated

by keeping the ALT button down while dragging a rectangle over the target

area.

Adobe Acrobat

The Standard and Pro versions of Adobe Acrobat offer some additional

conversion methods. You can select File> Export to (File), which allows

saving the file directly in various file formats (such as Word, Excel, HTML,

XML, etc.).

Once you select text within a file, there are also a number of right-click menu

options available: Copy, Copy As Table, Save As Table, Open Table in

Spreadsheet. These table options can be quite handy when trying to convert

text into a table format (great for creating glossaries). However, tables can be

very tricky to convert with any of the above methods. For example, I have

AutoUnbreak is a handy little utility that allows you to delete those unnecessary

hard returns in a text file but retain those that truly separate paragraphs. You

can only paste up to 65,500 characters, but for the purposes of quickly copying

some material out of the PDF file for research or alignment purposes, this is an

extremely welcome utility with a price tag you can’t beat. You can presently

download it at download.cnet.com/AutoUnbreak/3000-2079_4-10504900.html.

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been able to convert a table very well using the Save As Table or Open

Table in Spreadsheet options, but they usually convert only one page at a

time even if I select several pages of the table. The conversion settings can be

accessed though Edit> Preferences> Convert From PDF.

Figure 249: Available settings for converting PDF files to DOCX format in Adobe Acrobat

Using Word 2013 and above to convert PDF Files

Starting with version 2013, Microsoft Word offers the PDF Reflow feature, an

MS Word-internal PDF conversion program. It’s a nice conversion utility that

does fine with simple PDF files, but it shares the same problems common to

almost any other program that converts PDFs to truly editable and therefore

translatable files. Laudably, Microsoft is not too shy about talking about the

limitations. In fact, when you open a PDF file in Word, you are shown the

following dialog:

Figure 250: MS Word’s warning that PDF conversion might only be partially successful.

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Using Apache OpenOffice/LibreOffice to Work with PDF Files

Apache OpenOffice/LibreOffice offer the option of creating a PDF that has a

LibreOffice/Apache OpenOffice file embedded, making this PDF completely

editable within its originating application. In fact, when you open this PDF

within LibreOffice/Apache OpenOffice, it automatically opens in the word

processing/spreadsheet/presentation component it was created in just like a

normal document. If it’s "only" a normal PDF that is not directly editable, it

opens in the graphics component.

These kinds of PDF files are called hybrid PDFs, and you can create them by

selecting File> Export as PDF> Embed this document inside the PDF

(Apache OpenOffice) or Hybrid PDF (LibreOffice).

Figure 251: PDF Options in LibreOffice

OCR (Optical Character Recognition) Tools for PDF Conversion

The only way for image-based PDFs (also, and accurately, called "dead" PDFs)

to be converted into editable files is to apply an optical character recognition

process, i.e., the conversion of images of text into computer readable (and

not just displayable) text. Image-based PDFs can come from a variety of

sources, including scanned documents, images that were converted into a

PDF: Pretty Darn Frustrating?

PDF, or Word files that mainly contained graphics. And some PDF documents

are protected in such a way that even though they are not technically image-

based, they are for our purposes since there is no other way to digitalize and

extract the text.

PDF Acrobat comes with an internal OCR reader. You can access that feature

by selecting OCR Document> OCR Text Recognition (before version XI) or

the Edit PDF command in the Tools bar. The result will be a PDF file that is

text-based and can therefore be searched and edited (within the limited

possibilities that Acrobat offers for editing).

You can also use third-party programs to convert image-based PDF files into

translatable files, and even a number of translation environment tools now

also offer integrated OCR-based PDF converters (see Using OCR Features for

PDF Conversion in Translation Environment Tools on page 391). Some of the

most commonly used stand-alone OCR tools for PDF file conversion are by

ABBYY (www.abbyy.com) and Nuance (www.nuance.com). The product line of

both companies includes a full-scale OCR program (FineReader by ABBYY and

OmniPage by Nuance) and a lighter version (PDF Transformer by ABBYY and

PDF Converter by Nuance) that converts only PDF files.

Acrobat DC offers a much improved way of converting image-based documents

into editable PDFs. The system essentially cheats by faking the look of fonts that

it does not have installed or by characters that in reality it does not recognize—

but it works surprisingly well. And it even does that when you enter new text for

which it will also try to emulate the look of tthe previous text. To enable this

feature, you’ll need to select Edit> Preferences> Content Editing> Enable Artificial

Bold/Italic Font Styles.

Unfortunately, this has no effect on any text that you might try to export—here the results

are similar(ly poor) to previous versions

There is a fundamental flaw in Nuance’s Converter product: while it supports a

number of different languages, it will always convert into the locale of the

operating system that you work under, and you can’t do anything about it unless

you want to change your locale. This essentially disqualifies the product for

anyone who might work in any source language that is not the language of his or

her operating system.

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Here I cover only the two above-mentioned ABBYY products, but the basic

functions and principles are pretty much the same with the Nuance products

as well. Both companies offer free trial versions, so it makes sense to try them

out first, using files that are typical in your work, before making a final buying

decision.

ABBYY PDF Transformer

ABBYY PDF Transformer is a very simple program to use, and you can convert

a PDF file with just a few clicks. In addition, it also creates PDF files. The

program reads the PDF file and converts it to the desired target file format

(Word, Excel, HTML, text or searchable PDF). It offers a few settings and tools

to customize and improve the conversion process. First, you need to select the

correct language(s) and the desired advanced (layout) options. When

converting to Word format, you have the following three advanced options

available:

• Original layout: Creates an output document that looks exactly like the

original. Text is often placed in text boxes and is difficult to manipulate.

• Text flow: Retains the text of the original, but some of its formatting will

be lost. The output document will retain paragraphs and fonts but will not

retain columns, exact locations of objects, or spacing, and is easier to

manipulate.

• Keep pictures: Retains the pictures of the original document.

Advanced Options for Excel files are Ignore text outside tables and

Convert numeric values to numbers.

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