Tech Tips
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PDF Classics for CAs – Essential Shortcuts & Time-Savers
| Shortcut / Action | What it does | Classic |
|---|---|---|
| Re-save PDF (Print → Save as PDF) | Creates a fresh PDF structure – often fixes portal upload issues | #01 |
| Print selected pages only | Microsoft Print to PDF → select page range | #01 |
| Compare Files | Software highlights text, formatting & image differences | #02 |
| Ctrl + D | View PDF properties (Producer, dates, Author) | #02 |
| Proper Redaction tool | Permanently removes text (black box only hides it) | #03 |
| Protect → Encrypt with Password | Real protection for editing / copying permissions | #03 |
| Markup in Microsoft Edge | Highlight, comment, draw & save marked-up PDF | #04 |
| Ctrl + A → Ctrl + C | Extract text from PDF (works in Edge) | #04 |
Two simple PDF tricks that can save you from portal headaches.
1. PDF rejected by a government portal? Re-save it.
Open the PDF in Microsoft Edge or Adobe Acrobat Reader:
Print → Save as PDF
This creates a fresh PDF structure and can sometimes remove problematic formatting, restrictions or embedded elements.
Useful when a PDF:
• refuses to upload
• shows as corrupted
• behaves strangely on a portal
Before fighting with the portal, try creating a fresh PDF.
2. Don't send 200 pages when only 8 are required.
Use:
Print → Microsoft Print to PDF → Select Page Range
Create a new PDF containing only the required pages.
In Acrobat, you can also use Organize Pages to remove or rearrange pages.
Useful for:
• Supporting documents
• Audit evidence
• Notices and annexures
• Portal uploads
Smaller PDFs are easier to upload, review and manage.
Two quick ways to investigate a PDF—not just read it.
1. Comparing versions? Use “Compare Files”.
Select the old + new PDFs and let the software flag changes in:
• Text & formatting
• Images
Useful for revised agreements, reports, statements, etc.
Let the software find the differences. You review them.
2. Check the PDF’s properties.
Press Ctrl + D and check:
• Producer / application
• Created / modified dates
• Author, if available
For invoices, statements, certificates and audit evidence, these can offer clues about a PDF’s history.
Useful evidence? Yes. Proof of alteration? No.
Before sending a sensitive PDF, check what it reveals—and what it allows.
1. Black rectangle ≠ redaction.
Drawing a black box over confidential text only hides it visually. The underlying text may still be there.
For confidential information, use a proper Redaction tool.
2. “Restrict Editing” ≠ protection.
For sensitive PDFs, use Protect → Encrypt with Password and set the permissions you need for editing, copying, etc.
Useful for financial statements, client reports, draft agreements and working papers.
Protection controls the file. It doesn't replace a legally required DSC.
Two quick PDF tricks you may not need Acrobat for.
1. Mark up a PDF quickly
Open it in Microsoft Edge.
• Highlight
• Comment
• Draw / annotate
• Save the marked-up PDF
Useful for quick internal review.
Annotation ≠ digital signature. It does not replace DSC.
2. Need text from a PDF?
Open it in Edge and try:
Ctrl + A → Ctrl + C
Paste into Word, Excel or Notepad.
Works with text-based PDFs. Scanned PDFs may need OCR.
Your browser can handle more PDF work than you may think.
