In the world of digital documentation, PDF forms have become a standard way to collect information. Whether it’s for business, education, or personal use, fillable forms allow for easy data collection, precise form handling, and professional presentation. Unlike paper forms or simple text entries, fillable PDFs offer structured data that’s easier to manage and analyze.
Creating a fillable PDF form can make collecting information from others much more efficient, whether it’s for a business, educational, or personal use.
Why Use Fillable PDFs?
Unlike web-based forms, fillable PDFs can be filled out offline and shared easily via email or file transfer, unlike web-based forms from other providers.
The PDF file type also looks the same across most devices and platforms, so your form will usually appear as intended, no matter what device is used.
It can also be encrypted or password-protected making them more secure.
Fillable PDF vs Contact Forms: Which is Better?
When deciding between a fillable PDF and other types of forms, such as a contact form on a website, it’s important to consider how you plan to use and collect the data. Here’s a quick comparison to help you decide:
Contact forms can be simpler and more user-friendly, especially for short requests or inquiries. On PDF forms, users can fill out and save the form and its data offline, making it ideal for situations where people may not always have internet access. It’s also easy to email back and forth.
A contact form on a website requires an internet connection, and responses are submitted directly online. It’s great for real-time communication but less ideal if you need offline access.
PDFs also can feel more formal and professional, especially for legal or business forms, or complex forms that may require multiple sections or fields that need to be filled out in a specific way. The customization options are also vast
How to Create a Fillable PDF
You can create a fillable PDF form with software tools such as Adobe Acrobat Pro, best known for its PDF editing, creating, and feature-filled capabilities. Another software based tool is LibreOffice Draw, an open-source office suite tool.
You can also utilize online web-based tools that provide the service. When searching for a web-based tool, be sure to research the plans, privacy policies for the protection of your customers, and download ability for offline usage.
- Create Fillable PDF with Adobe Acrobat
- Create Fillable PDF with LibreOffice Draw
- Create Fillable PDF Form with Online Service
- PDF Form Considerations
Creating a Fillable PDF with Adobe Acrobat Pro
Adobe Acrobat is the gold standard when it comes to creating professional-grade fillable forms. While it’s a paid tool, they may offer a trial period allowing for full feature testing. For many professionals and form creators, the ease and depth of the features it offers may offset..
If you already have Adobe Acrobat, first open or create your document:
Open Adobe Acrobat and go to Tools > Prepare Form. You can either start from a blank document or choose an existing PDF. Acrobat can also auto-detect fields from scanned documents or images.
Add Form Fields
Acrobat allows you to add a variety of form fields, including text fields, checkboxes, radio buttons, dropdowns, and date pickers. To do this, simply click the corresponding icon from the toolbar and drag it to the desired area of your document. You can also add multiple-page forms with consistency in field alignment.
Field Customization
Right-click on any field to access its properties, where you can fine-tune its appearance, set validation rules, or adjust tab order. For example, in the “Properties” window, you can set text fields to limit character counts, make fields required, or define formatting (like email validation).
You can add custom JavaScript for certain task automatations including auto-calculate totals, form behavior manipulation, or dynamic data validation based on user input. While often underutilized, it’s incredibly powerful for advanced form needs and requirements.
Test and Save
Before sharing your form, make sure to test all fields to ensure they work as expected. Ensure that your form is user-friendly and that data validation is functional. Once tested, save your form. Acrobat also lets you create dynamic PDF forms, which can change based on user input for conditional fields).
LibreOffice Draw: A Free and Open-Source Alternative
LibreOffice Draw is a free, open-source option that offers a surprisingly robust toolset for creating fillable PDFs. It’s part of the LibreOffice package, so you’ll need to download the LibreOffice suite. Learn more about LibreOffice and how to download on their website.
If you already have LibreOffice, open Draw to create or open a Document.
Once open, start a new document, or import an existing one (like a template).
Add Form Fields
On the Form Controls toolbar, you’ll find options for creating checkboxes, text boxes, and buttons. You can drag and drop these elements into your document wherever you need them.
Configure Field Properties
Right-click on each form field to adjust its properties. For instance, you can set default text, adjust size, or make the field mandatory.
Export as PDF
Once your form is ready, go to File > Export As > Export as PDF. In the dialog box that appears, make sure to check the Create PDF form option before exporting.
While LibreOffice doesn’t have the advanced functionality included in tools like Acrobat, you can still implement basic conditional logic using its form control settings.
For instance, you can make certain fields visible or hidden based on user input by configuring the field properties with conditions.
Create Form Using Online Service
If you’re looking for a more user-friendly, web-based option, JotForm is a great choice. It’s perfect for those who need to create and deploy forms quickly without needing to worry about software installation.
Visit JotForm’s website, sign up, and either choose a template or create a form from scratch using their intuitive drag-and-drop editor.
Customize Form Fields
JotForm offers a large selection of form elements, including text boxes, file upload fields, signature fields, and more. You can also set field rules, such as making certain fields required, adding conditions, or defining how responses are formatted.
Download Your Fillable PDF
Once your form is complete, you can go to the Publish tab and download the fillable PDF version of the form.
Advanced Tip – Use the “Form Control” Settings for Conditional Logic
Embed or Share
You can embed your form directly into your website or send a link to your respondents. For PDF forms, you can email them directly to users or allow them to download and complete the form offline.
JotForm also offers additional online integrations depending on plan, including platforms like Google Sheets, PayPal, and Dropbox. These integrations can streamline your workflow with tasks including automatically send submissions to your preferred storage, trigger specific actions based on user responses, or others.
PDF Form Considerations
Avoid clutter and only ask for necessary information, and ensure that each field is clearly labeled with specific instructions or examples if necessary.
Before sharing your form with users, test it thoroughly. Ensure all fields work, that the form is easy to navigate, and that it looks good across devices, since many people will fill out your forms on their phones. Make sure your form fields are large enough to tap easily on smaller screens and that the layout remains intact when viewed on mobile devices.
And when intaking data, be sure to have validation in place. For example, date fields should only accept valid dates within set ranges, email fields should validate the correct format ([email protected]), and phone number fields should restrict the number of characters or codes.
Creating a fillable PDF can be seamlessly created and provides benefits to professionals or businesses dealing with official forms. Whether you’re using Adobe Acrobat for advanced customization, LibreOffice Draw for a free and open-source solution, or JotForm for fast online form creation, there’s a tool that can meet your needs. Follow best practices, take advantage of advanced features, and incorporate a user-friendly design so that your fillable forms are functional, efficient, and secure.
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