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Division of Grant Administration
Instructions for Using the New Online Grant Applications

Click to Download a PDF version of these instructions (file is 179k)

Software Requirements | Navigating the Manual & Forms | Completing the Forms | Printing the Forms | Saving the Manual and Forms

Beginning with the FY2002 Trails Grant Manual, applicants can fill out the application forms using their computers. The forms work with Adobe Acrobat Reader, which greatly simplifies the application process. At this time, applicants choosing to use the online forms are still required to print the completed forms, affix signatures and attachments, and submit to the Department in hard copy format.

Click for Adobe Acrobat Reader CLICK HERE
Software Requirements
: To use the online application forms, applicants should download and install Adobe's free Acrobat Reader version 5 program. Previous versions of Acrobat Reader may be capable of viewing the forms, but there is no way to insure they will function properly when completing and printing the forms. Acrobat Reader v.5 is capable of supporting a variety of different operating systems and platforms, including all versions of the Windows OS, Mac OS, UNIX, Linux, Solaris, and OS/2. The program can be downloaded at http://www.adobe.com/products/acrobat/readstep2.html, or by clicking on the image link to the left.

The following instructions outline how to work with the forms on a computer. Screen shot graphics of the actual forms are included showing how to interact with the various form fields (check boxes, text fields, and number fields). The form fields are tab ordered to simplify navigation and lessen the chance that a field will be missed during completion. Because of this, we recommend using the Tab key, rather than the mouse, to move between fields on each form page. We also recommend printing a hard copy of the application to use as reference while filling out the forms. Please note that while the base application can be saved to your local computer in pdf format, the completed application cannot. Because of this, you will need to be prepared to complete the application in a single sitting.

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Navigating the Manual and Forms
The Acrobat Readersoftware has many built-in tools to help you work with the document. These have been enhanced with Table of Content links for the specific sections of manual, and with reference links on specific application pages.

Navigation Tools in Acrobat Reader - The following describes the basic navigation functions available on the Reader toolbar. All of these functions are duplicated in the pulldown menus if you prefer that interface.

Fig - Navigation icons in Acrobat Reader

  • Page Movement - The toolbar contains four truncated arrows that allow movement to the beginning of the manual (bar+left arrow), back one page (left arrow), forward one page (right arrow) and end of manual (bar+right arrow).
  • Previous-Next View - These two arrows allow the user to retrace their steps in the document (works like the forward / back commands in a web browser).
  • Hand Tool - Allows user to move document view around on screen.
  • Zoom - The zoom in tool allows the user to enlarge the page view. Clicking on the magnifying glass will change to cursor accordingly; clicking on the screen will zoom in on the area clicked. To decrease the page view, press CTRL; the "+" in the magnifying glass will change to a "-".

    Fig - View icons in Acrobat Reader
  • Zoom Less - Allows the user to decrease the entire page in predetermined increments.
  • Zoom Percentage - Shows the user how much the page is magnified.
  • Zoom More - Allows the user to increase the entire page in predetermined increments.
  • Actual Size - Choosing this button will reset the document size to its original magnification.
  • Fit in Window - This button sets the magnification so the entire document is visible in the view window.
  • Fit Width - This button sets the magnification so the width of the document is the same as the view window.
Important Note: Applicants will have less errors or omissions if the view window magnification in Acrobat Reader is enlarged to the "Fit Width" size while entering information in the forms. Some fields, particularly small check-boxes, may be missed, appear empty, or fail to be selected while tabbing if the view magnification is set to "Actual Size" or "Fit in Window". The fields are working properly, but the selection may not be visible at the smaller scale.
Table of Content Links- The Table of Contents for each manual has been enhanced to include links to the referenced page. The user can easily tell if a link exists by noting the color of the text; non-link text is black, whereas link text is colored (usually a blue or blue-green). The image to the left shows various links on a Table of Contents page. To use the link, place the "hand" cursor over the colored text. The hand will turn into a pointing finger; clicking the left mouse button will "jump" the user from the Table of Contents to the page referenced.

Fig - Table of Content links
Table of Content Links

Reference Links - Forms in the application containing specific reference notes (as shown in the illustration to the right) will also contain reference links for those notes. As with the Table of Content links, clicking on a reference link will "jump" the user to the referenced page in the manual. Alink exists if the reference has blue-colored text.

Fig - Reference links in manual
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Completing the Forms

Once the application is opened using Acrobat Reader 5.0, filling it out is a simple matter. Data fields on the forms (locations where you enter information) will be one of three types: Check-box, Text, or Number.

  • Check-box Fields are used for single or multiple selections such as identifying an item from a list of choices.
  • Text Fields are used for word or description information such as names, addresses, or explanations.
  • Number Fields are used for numeric information such as dollar amounts, acreage, or mileage.

In Acrobat Reader, the mouse cursor will be formed as a hand. The hand is able to "grasp" the page for repositioning, can "point" a finger for clicking a check-box, and turn into an "I-bar" for entering text and numbers.

As an example, when the cursor is held over any part of the form that is not interactive, an open "hand" will be shown. Pressing the left mouse button causes the hand to "grasp" the page, allow you to move it up, down, left or right, depending on the magnification of the view.

The image below (Figure 1) shows the cursor over a non-interactive area.

Fig 1 - Non-interactive cursor
Figure 1

When the cursor is held over a check-box field, the "hand" will change into a pointing finger. Also, holding the cursor over most fields will produce a field description box explaining what the field is intended to record.

Figure 2 below shows "pointing finger" cursor over a check-box field (this one is specifying a "Trail Project Type" field ).

Fig 2 - "Pointing finger" cursor on Click-box field
Figure 2

Once the cursor is clicked in a field (check-box, text or number), the field will be highlighted in blue. If the field is a check-box, a "check" will appear in the field area when clicked. Check-boxes can also be selected by pressing the "Space" bar on the keyboard. Following selection of the field, the user can press the "Tab" key to move to the next field. To deselect a check-box, press Ctrl + Z keys, or select "Edit" from the Acrobat Reader toolbar, and choose 'Undo "project-type" field value change'.

Figure 3 below shows a selected check-box field. Note that the field is highlighted.

Fig 3 - Selected Click-box field
Figure 3

Text fields work much like the check-box fields explained above. However, instead of showing a "pointing finger" when selected, the cursor becomes an "I-bar" for entering text. Like the check-box, the field will be highlighted in blue; it will generally have a description of what should be entered in the field as well.

When a text field is selected, data can be typed into the field at the point of the flashing bar. Most fields limit the amount of text, so users should be as concise as possible. Also, spelling is not automatically checked by the software; users should carefully review the entries before submitting.

Figure 4 below, shows a selected text field ready for data entry.

Fig 4 - Text field with "I-bar" cursor
Figure 4

Figure 5 below shows how data appears in the fields. Also note the changing field description box. Tabbing between fields will reduce the chance of missing a hidden text field.
Fig 5 - Example of text entry
Figure 5

Some text and all number fields are formatted to show data in a certain way. Examples include telephone and fax numbers, zip codes, acreage and dollar fields.

Figure 6 below shows a fax number being entered. It will be reformatted to appear like the phone number to its left once the "Enter" key is pressed, or another field is selected.

Fig 6 - Formated field entry
Figure 6

Large text fields, such as those used to describe a project, allow multiple-line entries and automatic word-wrapping. As stated above, the number of characters that can be entered in the field are limited, so the applicant should be concise.

Figure 7 below is an example of a project description entered in a large text field.

Figure 7 - Example of a project description entered in a large text field
Figure 7

Number fields work very much like text fields. When selected, the field is highlighted in blue, and cursor is transformed into an "I-bar". Number fields are reformatted for the type of data they will hold (dollars, acreage, etc.). Number fields that contain the sum of other number fields, e.g., a "Total" field, will be automatically calculated from the related fields. These auto-calculated fields cannot be changed by the applicant.

Figure 8 below shows required dollar values entered in table. Note the total project cost is being calculated automatically.

Fig 8 - Example of Number field entry
Figure 8

To make completing the forms easier for the applicant, repeated text fields (e.g., Project Sponsor, Project Title, County, etc.) will be filled-in automatically on subsequent pages of the application. The applicant can alter and/or adjust the information in these fields, if desired. However, changing the data on one auto-filled field will change that same information wherever the field exists in the document.

Figure 9 below, shows where the Project Sponsor and Project Title entries from an earlier page in the document were automatically inserted on a later page.

Fig 9 - Automatic field fill-in
Figure 9

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Printing the Forms

Printing the entire manual, or just printing the application, is a simple task. Acrobat Reader allows the user to specify printing of the entire document, printing just one page, or printing a range of pages.

To begin the printing process, select the PRINT icon from the toolbar (shown at right). A pop-up window giving the user a range of choices will appear. The first choice the applicant will make is which printer, and printer properties (such as paper size, print color, etc.), will be used. This choice is dependent on the user's computer configuration, i.e., what type of printer you have. Because this will vary between applicants, our instructions will not focus on that aspect of printing the manual or forms.

Fig - Acrobat Reader print icon

The next choices the applicant will make concern the print range, (i.e. what pages), will be printed. The Print Range section of the print menu includes options for printing the entire manual from cover to cover, printing individual pages, printing a specific selection of pages, and deciding if all, or just odd or even pages, will be printed.

The default choice for the Print Range is to print the entire manual from cover to cover (see illustration at left). Since DNR suggests you print the entire manual to work from while completing the application, you should choose this option at least once.

Fig - Choose all pages for printing
Choosing All Pages Printing

If the user wishes to print specific pages or sections, rather than the entire manual, other choices in the Print Range section must be made. As shown in the illustration to the right, the Current Page shown in the Acrobat Reader window can be printed by choosing the "Current page" button. To do this, click on the empty button to the left of the label.
Fig - Choose current page for printing
Choosing Current Page Printing

The most useful printing choice is the ability to select a range of pages to print. An applicant will make this choice to print the application forms once they are completed.

This is done by choosing the "Pages from:" button, then specifying the start and end page in the provided boxes (see illustration below).

Fig - Choosing page range for printing
Choosing Page Range Printing

To make this work, the user must determine which pages in the pdf document need to be printed. This is done by navigating to the desired "start" page for the print job, then noting the page number shown in the lower left corner of the Readerwindow. As shown in the illustration to the left, the current page number is the first number; the total number of pages in the document is the right number. If the user wishes to specify a print range that is exclusive of the last page of the document, the "end" page must be determined in the same manner.

Fig - Page location in document
Determining Page Location
in Document

After the printer and print range are selected, the user clicks the "OK" button at the lower right of the print pop-up window to send the print job to the printer.

Important Note: Before closing the Acrobat Reader session, the applicant should closely review the printed application to make sure all fields (especially check boxes) are filled in correctly. If a field is incorrect, or was missed, go back to that page and correct the error/omission. Then print the corrected page, and replace the original version.

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Saving the Manual and Forms

To simplify working with the manual and forms, we recommend applicants download and save the base file to their computer. Besides insuring you have the correct document to work from, saving the base file will speed up reading and completing the forms (since you don't need to rely on the speed of your internet connection to load each page).

The procedure for saving the base file is simple. Once the document is visible in Adobe Reader, click on the "floppy diskette" Save icon in the tool bar (or press File, then press Save), choose the drive location on your local machine, and choose "OK".

Fig - Identifying Save Icon on Toolbar

Important Note: Saving the manual and forms to your local drive will not save any changes you have made to the document forms. This will only save the "base" document (original manual / form file) supplied from our website. Applicants must complete and print the forms in one operation; there is no way a partially completed form can be saved and returned to at a later time.


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