Organising PDF pages

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The Page tools in the FYI PDF Editor can be used to organise the structure and presentation of a PDF. Users can add bookmarks, watermarks, reorder or remove pages and merge another PDF into the document.

Using the PDF pages tool

Select Page at the top of the PDF Editor to display the Page tools. Hover over an icon to display its action.

5192_PDF_Editor_Page_tools.gif

Page actions can't be undone. Review the information for the relevant action before making changes.

Adding bookmarks

Bookmarks make it easier to navigate to important pages or sections within a PDF. 

Before adding a bookmark, make sure you are on the page you want the bookmark to open. The bookmark will be associated with the current page, so checking your page before creating it ensures clients are taken to the correct location when they select the bookmark.

To add a bookmark:

  1. Navigate to the page you want to add the bookmark.
  2. Select the Bookmarks icon from the Pages toolbar.
    5209_Edit_PDF_bookmark_icon.gif
  3. The Outlines panel displays on the left-hand side.
  4. Click Add Outline.
    5249_organise_page_PDF_outline_panel.gif
     
  5. Enter a title for the bookmark. Review the destination details displayed in italics under the title, to ensure the bookmark is added to the correct page.
  6. Click Add.

The bookmark titles will appear in the Outlines panel. When you select it, the PDF will navigate to the page where the bookmark was created. 

When the PDF is sent to the client, they can use bookmarks to navigate through the PDF.

Adding a watermark

Add a watermark across a PDF to show the document's status, purpose or level of confidentiality.

Once a watermark is added, it can't be removed.

To add a watermark:

  1. Click the Add Watermark icon from the Page toolbar.
    5207_Edit_PDF_watermark_icon.gif
  2. The Add watermark window will display. 
    5208_edit_pdf_add_watermark_window.gif
  3. Use the watermark tools to:
    1. Add the text to be applied to the watermark.
    2. Format the watermark text by changing the size, colour, applying bold, italic or underline formatting.
    3. Update the direction of the text on how this will be displayed.
    4. Change the opacity of the text.
    5. Click Add watermark. Once added, the formatting of the watermark can't be updated or changed.
      5215_edit_pdf_watermark_example.gif

Reordering or removing pages

Rearrange or remove pages to place information in the required order. Pages can only be moved or removed individually.

Once pages are reordered or removed, the action can't be undone within the current editing session.

To reorder or remove pages:

  1. Select the Reorder pages icon in the Page toolbar.
    5211_Edit_PDF_reorder_pages_icon.gif
  2. The Reorder panel displays on the left-hand side, displaying thumbnails of the pages.
    Select and drag the edge of the panel to adjust its width.
    5250_organise_page_PDF_reorder_pages_panel.gif
Reorder pages using drag and drop

You can quickly reposition a page by dragging its thumbnail to a new location.

  1. Click and hold the page you want to move.
  2. Drag the page thumbnail to its new position.
  3. Release the thumbnail to place the page.
    5251_organise_page_PDF_reorder_pages_drag_drop.gif
Reorder pages using the menu

Pages can be repositioned to first or last page of the PDF using the menu options.

  1. Select the page you want to move.
  2. Click the Ellipsis icon to open the Move pages options.
    5252_organise_page_PDF_move_pages_dropdown.gif
  3. Select Move To Top Up to move the page to the first page, or Move To Bottom to move it to the last page.
Remove pages

Use Delete to remove pages that are no longer needed. You can select multiple pages and delete them at the same time.

  1. Select the page you want to remove.
  2. To remove multiple pages, use multi-select to select each page you want to delete.
  3. Click the Bin icon to delete the pages.
    5254_organise_page_PDF_delete_page.gif
  4. Review the warning message, then click Delete to confirm. The selected pages will be removed from the PDF.

Once the PDF is saved, a removed page can't be restored within the current version. To recover the removed page, restore an earlier version of the document.

Merging PDFs

Use Merge PDFs to add a PDF that isn't already filed in FYI to the PDF you're editing.

If the PDFs are already stored in FYI, collate the PDFs in FYI instead. Once a PDF is merged, the action can't be undone.

To add a PDF stored outside FYI:

  1. Select the Merge PDFs icon in the Page toolbar.
    5213_Edit_PDF_merge_pages_icon.gif
  2. The Upload PDF to Merge window displays.
    5214_edit_pdf_merge_pages_window.gif
  3. Drag and drop files stored outside FYI into the window, or select the window to browse for a file.
  4. Select Upload files.

The file is added to the end of the PDF. Use Reorder pages to change the page order, where required.

Reorganising bookmarks

Once a bookmark has been added, you can change the order and hierarchy of bookmarks in the Outlines panel. Bookmarks can also be removed if no longer needed. This allows you to organise bookmarks into main sections and subsections, creating a structure that reflects the PDF contents.

  1. Select a bookmark from the Outlines panel.

  2. Click the More options menu, and choose one of the following options.

    5255_organise_page_PDF_bookmark_more_options.gif
    Bookmark Option Details
    Rename Rename the title of the bookmark.
    Delete Remove the selected bookmark from the PDF.
    Move Up Move the bookmark higher in the list.
    Move Down Move the bookmark higher in the list.
    Move Left Move the bookmark up one level in the hierarchy, making it a higher-level bookmark rather than a subsection.
    Move Right Moves the bookmark down one level in the hierarchy, making it a subsection of the bookmark above it.

Viewing pages using bookmarks

If the PDF contains bookmarks, you can use them to quickly navigate to different pages or sections of the document.

  1. From the PDF Editor, select the Outlines icon in the left panel.
    5216_edit_pdf_side_panel_outlines.gif
  2. The Outlines panel displays the bookmarks available in the PDF.
  3. Click the bookmark to navigate directly to the corresponding page or section of the PDF.
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