how to easily make a document with pop ups…

This post is completely off topic, however I feel compelled to act after tearing my hair out trying to work out how to add pop ups in Word 2010 (ie hover or click something and a pop up appears showing text or an image).

“Surely this is possible in Word, it has content controls,” I hear you scoff. Yes, it is possible. Unfortunately, despite extensive searching on the internet, I could not find a method that did not require complex scripting knowledge combined with backend access our IT department would no doubt not permit. Who knows why it’s so complicated. If you know of an easy way please share.

Surprisingly, I found the solution with Adobe Acrobat X Standard. Here’s step by step instructions to create an interactive seating map PDF where:

  • Hover cursor over a name box and a popup appears showing text (eg full name and title), another popup shows a photo.
  • Click the name box and it goes to a URL (eg the person’s intranet staff directory listing).

What the finished file looks like in Acrobat in edit mode:

image 1

seating plan – example

Requirements:

  • Adobe Acrobat X Standard installed on your computer (this example uses a PC)
  • A PDF of the seating map you wish to make interactive

This is long, go get a coffee.

MAKE A NEW DOCUMENT

1. Introduction and starting steps

This method uses linked form ‘content controls’. The first layer is boxes with each person’s name, title, link to staff directory URLs. Then a second layer of ‘hidden’ image objects is created which are then linked to the name boxes in such a way that they unhide on specific user actions.

Open your seating map PDF in Acrobat X Standard.

Save it and put – master at the end or something similar, so you know which one is the ‘working’ file (other files get generated at the end of the process). Eg – interactive seating map – master.pdf

Click Tools.

image 2

Add any general labels you need. Under Content click Add or Edit Text Box then click on the document where you want the text to go. Type in the label.

image 3

Use the Typewriter popup to format the text.

image 4

Now, under Forms click Edit.

image 5

In the popup select No.

image 6

2. Make a starter image object

To start with we need to make an image object so we have something to link our name boxes to as we make them (this will save you time later on).

Click the Add New Field dropdown and click Button.

image 7

Now draw a box on your map in a corner out of the way of where you’ll be putting name boxes, with the size you want your photo to be.

Type in the person’s name and add – photo. This is just a descriptor for the box, first name and surname initial is adequate, or use the whole name if you wish.

Then click the All Properties link.

image 8

In the General tab for Form Field select Hidden.

image 9

In the Appearance tab set Border Colour and Fill Colour to No Colour.

image 10

In the Options tab for Layout select Icon Only.

image 11

Then click the Choose Icon button. You can then select the image you want from your computer. You’ll need to select JPEG as the file type before the images will show in the list.

You can also link to an image on a website rather than a file on a drive, for example if the person’s photo is on a webpage. To find the image’s URL right click the image on the webpage, select Properties and then in the window that opens there is the URL shown. Highlight it then copy it. Go back to Acrobat. In the file open window select HTML as the file type then paste the URL in the File Name box and then click Open.

image 12

Whichever way you choose to add the photo, you’ll then get a preview of the image. In this example I’m using generic man and woman icons to protect people’s identities.

image 13

Click OK and you’ll be back at the Button Properties window.

image 14

Make no changes to the Actions tab. Click Close.

This image object will sit in the corner until later.

2. Make name boxes

Now it’s time to start adding your name boxes.

Click the Add New Field dropdown and click Button. We could select Text Field which has some useful functionality – unfortunately though this field will be editable by the end user, so this is not a suitable option.

image 15

Now draw a small box on your map where you want the name box to go, and type in the person’s name. This is just a descriptor for the box, first name and surname initial is adequate, or use the whole name if you wish. Then click the All Properties link.

image 16

A window pops up. In the General tab in the Tooltip field enter the person’s full name and title – this will be the text that pops up when the user hovers their cursor over the name box.

image 17

In the Appearance tab select a Fill Colour to represent the team the staff member is part of (and a Border Colour if you like) and set the font size as 10.

image 18

In the Options tab enter the person’s full name in the Label field. This will show in the name box in the finished PDF.

image 19

Now you’re going to add three Actions. Go to the Actions tab. For the first action, for Select Trigger choose Mouse Enter. For Select Action choose Show/hide a field.

image 20

Click the Add button. In the popup select the photo object you made previously and click Show. Click OK.

image 21a

Add another Action: Select Trigger = Mouse Exit, Select Action = Show/hide a field. This time though select the photo object and choose Hide.

image 21

Add another Action: Select Trigger = On Focus, Select Action = Open a web link.

image 22

Click Add then in the popup copy in the URL (eg for the person’s intranet staff directory listing).

image 23

Then click OK. You’ll now have three actions in the Actions tab.

image 24

Click Close. You’ll now have a name box on your map that looks like this (but it will be whatever colour you chose).

image 25

You may need to resize the name box so that all of the full name is visible. Unfortunately it is not possible to wrap text so you may need to get creative with placement so people’s boxes don’t overlap.

Preview the name box to make sure the functionality works by clicking the Preview button.

image 26

The name/title popup and photo object should appear when your mouse hovers over the box then disappear when the cursor moves away. Click the box and you should be taken to the URL.

image 27

The Preview button should now say Edit. Click it to return to edit mode.

Now we’re going to copy this name box. Right click on the box and select Place Multiple Fields.

In the Number of Fields area you want to make it add up to how many people are in the person’s team.  Eg for 6 people in the team put a 3 in each box. Don’t worry about the alignment as you’re going to move the boxes. Don’t change anything else.

image 28

The settings above gives you this layout –

image 29

Now move your boxes so they are at the desk where each person sits. Delete any you don’t need for the team if you make too many.

image 30

Now it’s time to update each one with the particular person’s details. There’s two ways to access the Properties box:

1. Right click the box and select Properties.

image 31

2. Or, in the Fields list in the right column right click the box you want to edit and select Properties.

image 32

You’ll need to update these fields for each box:
General tab: Name, Tooltip
Options tab: Label
Actions tab: Click Open a web link then click the Edit button. Change the URL.

Don’t worry about the photo – we’ll sort that out later.

Now we do the next team. Click one of the name boxes and copy and paste it. Move it to roughly the right area. Right click it and select Properties. In the Appearance tab change the box colour to represent the new team and then click Close.

image 33

Right click it and select Place Multiple Fields. Repeat the process as described before. Continue in this fashion till you’ve done all the groups. You’ll end up with something that looks similar to this:

image 34

3. Make photo objects

Items in the Fields list in the right hand column are layered in the order they’re listed in – so if a photo object is before a name box and overlaps the name box in your PDF, the photo will be partly covered by the name box. To stop this happening, in the Fields list in the right hand column drag the photo object to the bottom of the list. New photo objects should then be created after this one.

Now we’re going to start making the rest of the photo objects. This is the part of the process where things get a bit messy on screen if you have a lot of desks, so start from the top and work down, trying not to miss any name boxes. We’ll check at the end if any are missed, so don’t stress too much about that at this stage.

Select the existing photo object and drag it so it sits above the relevant person’s name box.

image 35

Copy the photo object and paste. Right click on the new photo object and select Properties.

image 36

General tab – change the Name
Options tab – change the photo (click the Choose Icon button and follow instructions as described before)

Click Close.

Drag the photo so it sits above the relevant person’s name box. Now link the new photo object to the person’s name object. Open the Properties for the person’s name object. In the Actions tab edit Show/hide a field for both Mouse Enter and Mouse Exit – select the new photo object you made.

Continue copying photo objects until you’ve done everyone. This example is simple, but for a complex seating chart it quickly becomes very cluttered.

So now to check to see if you’ve missed any. In the Fields list in the right column select Sort By and then Alphabetical order. Check each person has a photo object.

image 37

Make a photo object for any that are missing. To see where a name box is under all the photo objects click it in the Fields list and it will highlight in the PDF. Another way is to click the Preview button.

If a photo is obscured by a text box you need to change the order of the objects. Sort by Tab Order. All the photos should be below the text boxes. Drag and drop them to reorder.

This is not good:

image 38

This is good:

image 39

You’ll now have a PDF that looks something like this:

image 40

Click the Preview button and hover over each name box to ensure the photo and tooltip popup appear. Click to test the URL links work.

4. Save the PDF so you can share it

Once you’re happy with your layout it’s time to save the document in a form people can’t edit.

Save the file as per normal. Then select Save As then Reader Extended PDF then Enable Forms Fill-In & Save in Adobe Reader.

save

Click Save Now in the pop up window. Give the file a new name. This new file will be the one you share with people.

EDIT A NAME BOX AND PHOTO IN AN EXISTING DOCUMENT Click Tools.

image 46

Under Forms click Edit.

image 47

In the Fields list in the right column select Sort By and then Alphabetical order. Scroll to the person who needs to be changed.

image 48

Right click the name box you want to edit and select Properties. Update these fields:
General tab: Name, Tooltip
Options tab: Label
Actions tab: Click Open a web link then click the Edit button. Change the URL.

Right click on the person’s photo object and select Properties.

General tab – change the Name
Options tab – change the photo. Click the Choose Icon button. You can then select the image you want. You’ll need to select JPEG as the file type before the images will show in the list.

You can also link to an image on a website rather than a file on a drive. To find the image’s URL right click the image on the website, select Properties and then in the window that opens there is the URL shown. Highlight it then copy it. Go back to Acrobat. In the file open window select HTML as the file type then paste the URL in the File Name box and then click Open.

image 49

Whichever way you choose to add the photo, you’ll then get a preview of the image. In this example I’m using generic man and woman icons to protect people’s identities.

image 50

Click OK and you’ll be back at the Button Properties window.

image 51

Make no changes to the Actions tab. Click Close. Make sure the photo object is linked to the person’s name object. Open the Properties for the person’s name object. In the Actions tab edit Show/hide a field for both Mouse Enter and Mouse Exit – select the appropriate photo object.

GET OUT OF EDIT MODE

Click Close Form Editing.

image 52

HOW DO I GET BACK TO THE PLACE WHERE I CAN ADD NORMAL TEXT BOXES, ETC??!?

Click Close Form Editing.

image 53

Click Content. Voila.

image 56

COPY NAME BOXES AND PHOTO OBJECTS FROM ONE MAP TO ANOTHER

Have the document you’re copying from the document you’re pasting to both open. Make sure both documents are in edit mode by doing the following:

Click Tools.

image 55

Under Forms click Edit.

image 56

Go to the document you’re copying from. In the Fields list in the right column Shift click (or Ctrl click if they’re not in order) the name boxes and/or photo objects you want to copy. Copy them. Go to the other document. Paste and the objects should appear.

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