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1. 00000 16 Combining multiple files into one PDF 0000 20 Enhancing and Editing PDF Documents ee0 23 Enhancing APOE sieht seas aea eater mete eanes 23 Editing a PD Fins cts atavesetaaratesceostmnameeteuameaarsacne RANS 24 The Review Cycles oyid003240e0thceee denies netheecniees 30 How to add comments to a document cece eee ween 30 How to conduct a Review Cycl cc ccc cece cece eee eee 32 Forms IN ACIOD AL eers oreo oe ine re EEE AATE 35 Creating an Acrobat Form sssssesssssosssoesssssoes 35 Distribute the TOM is o 00sesssd wane deeso ane wee Cow bee 39 Using LiveCycle Designer ccc ccc cece cee ee eee eee ees 40 SOCUNILY ceed ccanidiuiedcnesNanawaena ee jokieuaanaenes we 41 SECUPILY Properties oid Sodus ani a a nenes 41 Digital Signatures in Acrobat 0 cece cece ewww cece eee 44 Security Envelopes ie 55 65045 i ein Sudo he a S 44 Other TOpiCScchaaciwceisovnasassweads anaes uadaiins 46 REDUrpOSING PDFS sireni enw wenud eres TES eee eta 46 Using Find Function and Search Function ee eee 47 Using Acrobat in Professional Printing eeeeee 48 A Adobe First Principles and the User Interface Introduction to Adobe Acrobat X 1 Definition of PDF Portable Document Format a duplicate copy of a source document that has been created in another program A It can be shared with anyone for purposes of viewing navigating a
2. Intro to Acrobat Creating a PDF using Acrobat Features Fall 2012 1 Create PDF From File gt Create PDE A Converts a source document into a PDF xO we ie PDF from File Ao os te PDF from Screen Capture Pay ik POF from File Cs PDF from Window Capture gt POF from Screen Capture E GF POF from Window Capture Er PDF from Scanner re Fi ing ine a POF from Selection Capture ES A iene iiia sendNow Online pla a nS Create PDF from Web Page 0 h PDF from Web Page i PDF from Clipboard Action Wizard Gh POF from Clipboard se 2 Combine Files into aSingle POF amp Combine Files into a Single PDF OF Batch Create Multiple Files A Properties PDF Form or Online Form za POF Form or Online Form Print E PDF Portfolio t PDF Portfolio B The fonts formatting graphics and color from the source file are preserved C Basic process i Start the process Tasks toolbar gt CreatePDF File menu gt Create gt PDF From File a On the Mac will not see the toolbars if there is no document open ii Select the source document e g JPEG TXT etc iii Choose special PDF settings some file types allow settings to be adjusted most do not Raster iv Save the PDF file to the desired location Graphic D What types of source documents are supported i Raster graphics BMP GIF JPEG JPEG 2000 PNG TIFF PCX low res Vector ii Vector graphics PICT PostScript EPS Graphic iii V Windsor
3. A prefix can be added and shows up before each page number on the Pages thumbnails Adobe When printing the numbers of the thumbnails in the Pages es Intro to panel control the printing process r Acrobat Fall 2012 To Add page numbers to the actual PDF use Headers and Footers D Definition elements that are added over or under the con tent to provide a cohesive look prevent unauthorized use or indicate special status Both elements are applied using the same approach as for Headers and Footers Tools gt Pages gt Edit Page Design gt Background Watermark gt Add or Update or Remove Backgrounds can be color or an image jpg pdf bmp a Position may be decided and appearance of background can be modified including whether to display on screen and or when printed Appearance Options button b Background settings can be named and saved for future use Watermarks Watermarks may be text or an image PDE Jpg or Bitmap images a Position appearance may be modified and settings may be saved for future use b Page range can be set from Page Range Options Appearance Options determines if the Watermark shows up in print and or on screen d Watermark can be removed by selecting Remove Watermark in the Pages panel gt Watermark tool 2 Tools gt Content A Copying content 1 il Choose Select tool from Select and Zoom toolbar move cursor to document select either text or image right control click Copy o
4. Note replacement document must be in PDF format D Splitting a large document 1 il lil V Windsor Green Choose Tools gt Pages gt Split Document Open a PDF a Windows OS can split documents with no PDFs open Can choose to split by number of pages file size or top level bookmarks a Split by file size if perhaps want smaller file sized PDFs to trans mit b Split by Top Level Bookmarks Multiple Documents can be split at the same time 25 PAN A v Output Options where to save new files and how to name them original is preserved Adobe E Adding headers and footers Intro to Windsor Green Gniti oe h ath he tit h ch Acrobat i Definition repetitive text that appears in the margin area eg the title author pages copyrights Fall 2012 ii Can preview any page to see what you have added Choose Tools gt Pages gt Edit Page Design gt Header amp Footer gt Add Header and Footer ory ad ETE Ep E Si ME iii Select font size color etc and type text in desired section s iv Margins can be adjusted to position the Header or Footer v Page numbers and dates can be added automatically using the buttons but choose format first from the Page number and Date format options vi Can apply to all pages or some subset of pages with Page Range Options vii Settings can be named and saved for future use viii Headers and footers can be completely removed by choosing Headers amp F
5. 7 files PDF package Connect meeting enable PDF features for Reader 7 8 print a booklet imposition Typewriter tool redaction tT Acrobat 9 creates PDF 1 8 files PDF Portfolio converts video into embedded Flash that displays in Reader new document compare features G Acrobat X PDF Portfolio with rich media enhanced review cycle Windsor Green 9 4 The bottom line A It s best if a PDF file is opened in the newest version of Reader i m r F _ Intro to Acrobat Fall 2012 Acrobat meee ADOBE READER B Most PDFs can be opened with Reader Acrobat 4 and later but newer features may be lost C When you give a PDF file to someone it s polite to let them know what ver sion of Reader Acrobat is best used send them to the Adobe website for the free Reader program or give them a copy of Adobe Reader go to http www adobe com products reader rdr_distribution1 html i If making a sophisticated graphics desktop publishing PDF file for someone on an older system the minimum acceptable version is PDF 1 4 Reader Acrobat v 5 Creating PDFs Microsoft and Adobe applications PDF ready 1 What is PDF ready A Buttons and PDF specific menu commands appear in applications as Microsoft Word B You work in your favorite source program create a document and easily save a second copy as a universal PDF for sharing C Later converting PDF documents using not so friendly methods Microsoft Office versi
6. C Permission details states explicitly what can and cannot be done with the document 3 How to secure a document using a password A Use Tool gt Protection gt Encrypt gt Encrypt with Password 1 Windsor Green Compatibility very important probably Acrobat 7 or later is OK however Acrobat X has highest level of encryption available 4 PAN A ii Select components to encrypt Adobe a All Intro to e All content of document and Search Engines will not be able to find the PDF Acrobat b All except metadata and Search Engines will be able to find the PDF Fall 2012 c File attachments B Two types of password security i To open file considered high level a The password is rated for being secure ii To grant permissions a Printing Allowed none 150 dpi high resolu tion b Changes Allowed none inserting deleting rotating pages forms and signatures com menting any except extract i Briad ode mg ind pinlig of the irn A piii eal be a in ord 1b eg Pete pe iti iii Usually DO NOT allow copying of content Change Permitir Piati iv Usually DO allow screen reader access Dhiagri Aiari 7 y If applying both types of security two differ Crab cogs of peat nage ent passwords are required Erable vet accean for pereen i vi However either password can be used to open document C Click OK security is applied when document is then saved D NOTE There is easy to obtain
7. Markups Review Comments List 5 Sticky Notes as well as other comments are listed in the Comments List under the Comments panel If the Sticky Note is double clicked on in the Comments list it will go to that note Hovering over the Sticky Note will show the author and the comment Right click on icon select Properties and can change appearance as the color and opacity The authors name can be changed here under General and there is also a Review History Right clicking also gives options of Reply to the comment delete the comment check the status of the comment and collapse or expand the comment and the replies four 1151 ressam Double click on icon shows all information including author date and time and has an area to comment Select tool click in document and drag tool across selection to be highlighted underlined or struckthrough is that a word Right click on selection to open Pop Up box to add a note which will also shows up in the Comment List 30 iii V V E Drawing Markups m gt od l il iii ANI Stamp tool Adobe a Fun tool click on down arrow beside tool on tool to see options Intro to Click to position stamp then click on it again to change size or rotate Acrobat Right click on stamp select Properties to change opacity but not color of the stamp Fall 2012 b c d Stamps can be sized and rotated e Make new stamp by copying graphic cli
8. beside document name document opens in source software and you must do another search to find the instances H There are 2 views to view the Portfolio Layout and Files i The layout shows the files graphically ii The files view is a list view You can sort here by the parameters on the top I Editing files in Portfolio i Double clicking on files in Portfolio opens Preview of file within Acrobat ii Must have source software to Preview many types of files e g Office files are previewed but need the original program to be opened iii Other types such as graphic files will Preview immediately iv Cannot edit files in Preview mode must click on Open button which fully opens software associated with that file type J Adding Security to Portfolios covered later in class K The portfolio may be published to a website i Choose File gt Save PDF Portfolio As Web Site HMTL files and data files are created It is easier to create a folder first to store the files and keep them together ii This must then be uploaded to a server L Making the Portfolio compatible with earlier versions of Acrobat i If created in Acrobat X will show perfectly in Acrobat X Reader ii If opened in earlier versions some design will not show up The files are there as attachments iii You can create a cover page explaining how to use the Portfolio so earlier versions see this first not the Adobe warning The new cover page can replace the Adobe
9. e The entry may also be formatted to require a number percentage date or time d Check box e User can select more than one choice e Properties has several tabs General Appearance Options Actions Circle e Options offers Check box styles as a checkmark cross star nats e To change Properties of all check boxes select all right click and choose Properties Diamond iv Square Star e Radio Buttons e User can only choose one item e Properties has several tabs General Appearance Options Actions e Type both Group Name and Button Value then Add another button to group e The group name must be the same for all buttons in the group e Change only button value e To change Properties of all radio buttons in group select all buttons right click and choose Properties ie oO A e Dialog box has several tabs General Appearance Options Actions ai f Button e Is used to submit clear data etc e More below g Bar Code e Allows you to create barcode with 3rd party application 36 PAN A h Adding a digital signature covered in more detail later Adobe e Properties has several tabs General Appearance Actions Signed Intro to e The first time the user enters a digital signature it must be created in Acrobat or Reader Acrobat 5 Adding form fields manually from PDF only Fan20t2 A Create gt PDF form i Cando on Mac and Windows without a PDF opened ii Windows options to use the current doc or browse
10. io POF Form or Online Form C Be sure you have selected All Supported Formats when bal i a POF Portfolia adding files D For some file types you must have the software that created en E iis aer C ROW Rete the file e g Word On the Mac Microsoft Office files and some Creative Suite files will not be converted They must be con verted from the original application and added to the Merged file On the PC Office files are converted but not all Cre ative suite files il E Can reorder files folders by using the Move Up and Move Down buttons F Can also Choose Pages of multi page files G Can choose PDF file size Smaller Default Larger H Options always check before proceeding I When finished choose Combine Files 3 Portfolios A About Portfolios i New in Acrobat 9 ii Must have at least Acrobat 9 or Reader 9 to enjoy all features iii Acrobat 8 and Reader 8 will see a Package the predecessor to Portfolio iv Can be used to send a series of documents in one package and they retain their orig nal document format Windsor Green Drag 209 drop files to edd ihen and Coen Aine fram im the cir you want aan Fegy Cares a SS n al preachers All Pages 5 4508 Of lh 7 Me GE Scheele ll Panga 159 80 6 Lit Pa har TaT At Pages Le am iit ir So fahina M A Paget alaih ale oe Options E Always enable accessibility and reflow wi Always add bookmarks to Adobe PDF Tl Continue combini
11. menus are hidden A Read Mode toolbar appears momentarily at the bottom of the document Move the mouse to make it reappear From this toolbar you have options to Save Print Go to the Previous Page Next page or type in a page number Adjust the magnification and Exit Read Mode Using the Escape key also exits Read Mode e Re 87 10 E Toolbar skills 1 Toolbars are very different than previous versions of Acrobat 2 Let s look at the 3 sections in the top toolbar A The top left part of the toolbar has some default tools We will look at the Create icon below The 2nd section includes Open Save Print SendNow a file sharing service or Email B The 3rd section is customizeable with Quick tools The Gear icon is the method of customizing Quick tools The default tools are Sticky tools Highlight text Delete a page Rotate a page and Windsor Green Insert a page from another file Other op Er la G tools may be added to i the right of the gear Open sawe Print SendNow Quick Sticky Highlight Delete Rotate dent with the Gear tool orEmail tools notes text Page page We will explore this later PAN A C If you cant find where to access a tool look under the View menu Adobe View gt Show Hide gt Toolbar Items l ntro to D Under the Create icon at the top left are the options in the screenshot at right m Ea ee Lo E be all 2012 3 The lower left tool
12. of an internet email program or a computer based email program iii The entire PDF can be submitted or just the fdf file with data and comments 8 Creating Simple Field Calculations advanced topic A Calculates to be calculated right click and choose Properties i Be sure Format is set as Number ii Calculate tab has three choices Value Simplified field notation Custom calculation script Windsor Green 37 PAN A B Value Adobe i Choose from list for arithmetic operation sum product etc Intro to ii Click Pick button and choose fields to be used in calculation as iii Be sure field is set as Read Only General tab so that users cant change calculated value C Simplified field notation 1 il iii Select field right click for Properties Select Simplified field notation click Edit and type formula in JavaScript Editor text box Be sure field names are correct and that order of operations is correct D Custom validation script advanced topic 9 Editing Forms 1 il iii Right click on field to rename delete etc Resize field by dragging handles Right click on field choose Properties Distribute the form EAE EAEE eon err 1 Methods A Forms gt Tasks gt Distribute tool B When clicked there are 3 choices Windsor Green 1 il lil 1 il lil V V1 vii viii 1X 1 il Collect responses and have them emailed Collect responses and send to your
13. page so that it opens first 4 SendNow A An Adobe service created to send large files over the internet securely B Adobe SendNow supports a broad range of file types from CAD files to ZIP files to Microsoft Office documents Windsor Green 22 Enhancing and Editing PDF Documents Enhancing a PDF 1 Opening view A How a PDF opens is controlled by its author B File gt Properties gt Initial View 1 il iii 2 Page Thumbnails view from the Navigation pane 1 il lil _ Intro to Acrobat Fall 2012 Layout and Magnifications page only or page with panels single or two up page size open to certain page Window Options size window to page center on screen full screen mode User Interface Options hide or show menu bar tool bars window controls By default the thumbnails are drawn by Acrobat each time opened as the thumb nail panel is scrolled sometimes resulting in a wait Other options are to change the size if the thumbnails insert pages rotate pages etc Can embed thumbnails using Pages Options menu above the thumbnails by eadi aart iia choosing Embed All Page Thumbnails Use this if the computer is slow to create tesute mir hens thumbnails This will add a small amount to the file size 3 Bookmarks from the Navigation pane A Create from original Application 1 il lil B How to make a bookmark from within Acrobat 1 il lil V Wi
14. server Use acrobat com Using email Make sure form is reset and ready for distribution Forms gt Tasks gt Other Tasks gt Clear Form Click Forms gt Tasks gt Distribute Will distribute the form as an attachment to email Recipients will fill in the form using Reader or Pro and the responses are returned to the cre ators email Can send automatically using Acrobat or manually send later Email addresses and names may be collected for tracking Enter email addresses and Send Acrobat creates a copy of the file and opens that file in Tracker When recipients respond initiator receives email with attachment when attachment is opened data is entered into a Responses file that was created when the form was returned Acrobat com method Both form creator and user must have an Acrobat com account its free Acrobat com allows you as the user to send a secure form allowing you to use Acrobat or Reader to fill in the form securely and it stores responses and uses the Tracker to keep track of who responded and when 38 PAN i iii After selecting the acrobat com option the acrobat com service will open Enter Adobe Adobe ID and password P Intro to iv Add email addresses and click Send acrobat com will f i E Acrobat deliver email and make a copy of file that opensin on 7S tet enes en ene Fall 2012 your machine in Tracker v Automatically adds a submit button to the recipients races fot ne ek e
15. the 2 PDFs to see both Pages panel c Right click PC Control click Mac on the page in the Pages panel d Under the Tools panel gt Insert pages panel e Options decide where to insert the page e Can insert files other than PDFs as an image file excel file Make sure that Show All files is selected PDF files is the default e Duplicate pages by dragging the page from the Pages panel with the control key PC or Option key Mac to where you want the copy to go More Insert Options a From clipboard scanner web page or insert a blank page i iS Insert from Clipboard T Insert from Scanner Delete a Select page s in Pages panel and tap delete key Add to PDF from Web Page amp Insert Blank Page THQ b Select page s and use any of the other methods used to Insert pages Rearrange drag page from one spot to another in Pages Thumbnail panel 24 PAN A B Rotate and crop pages Adobe i Two ways to rotate a page one permanent one temporary Intro to a Permanent select page in the Pages Thumbnail panel right control click select Rotate Acrobat Pages and choose from options in dialog box or use the Pages Thumbnail Panel Options Fall 2012 menu il iii V b Temporary To temporarily rotate the view of the page choose View gt Rotate View gt Clockwise or Counterclockwise Two ways to crop a page manually with Crop tool or by using a dialog box a Select Tools panel gt Pages gt Crop dr
16. 8 types are listed across the top or under the Dropdown menu under Add New Field After selecting the type you want drag with the mouse to the size of the field you desire a Text Field Tasks e Boxes the user types characters and numbers into CEJ add New Fiod e Double click on the field to open Properties i Text Field e General to name the field and add a tool tip Can also decide if the field must be aie E filled in ewe e Appearance to determine the color font and font size of the user s typed text If F Dropdown auto is selected the text will shrink to fit the size of the box an R e Options allows for multiple lines of text and also add a scroll bar Can also limit aici the number of characters and check spelling e Other properties are Actions Format Validate and Calculate 1E Barcode b List box e Box with Scroll bars where everything in the list is showing e Properties include General Appearance Options where items to be included in the List are added and whether multiple selections are permitted Actions and Selection Changes c Dropdown also called a Combo Box e The selections are in a box that pulls down with one item selected as the one viewed first e Properties include General Appearance as in above field choices e Options is where the choices are added which item s the default choice and if the user can insert custom text or not e Other tabs in the Properties are Actions Format Validate Calculate
17. DF form Add comments in a review cycle Add multimedia and sound Approve with a digital signature Add security to the PDF so that only the right person reads it For all this you need Adobe Acrobat Its a powerful program that goes beyond making a simple PDF Acrobat installs itself into your operating system and programs adding buttons and enhancing menu commands Acrobat features are all over the place you just have to know where to find them and then learn how to use them Let s get going Table of Contents First Principles and the User Interface 0000 1 Versions of Acrobat Kissed Miatncewatduatiduanoatnehesnenednes 2 Toolbar skil zerreiorea isra dena A os tween TEA nies 3 Quick TOONS oran See EE E EA EN 4 Pane SKINS atsean sean n a ana R E sraaid om ena teats 5 Opening ah Disangincsideseaeceritasece aa 6 Standard navigation skills ccc cece cc cece eee e ee eee eee 6 Getting Help accesucdchrer nes ean E 8 How to make a PDF from outside Acrobat 64 9 The basics of PDF technology cece cece cece eee eees 9 Creating PDFs Microsoft and Adobe applications 10 Microsoft Office basics eee ec cee e cece cece eeee 11 Microsoft Office program specific features 066 13 Adobe Creative Suite sdccvesdntci eivestatedeieesdeteewia died 15 How to make a PDF from inside Acrobat 00 16 Creating a PDF using Acrobat Features
18. Green Other e JDF Job Definition Format which includes instructions for pre press service providers e Plain text files txt e HTML source code for the creation of a web page The flowers are an e Microsoft Office files but you must have the Office application to do this The example of a raster application is not really opened but works in the background This works on graphic this small Windows only The Mac version of Acrobat doesn t support conversion from 9 aphic could add 2 Acrobat MB of storage to your source file Good thing Anything that is available in the folder you are looking in can be scanned it can be compressed Some Creative suite files are not available as indd files These must be when made into a a to PDF using Acrobat made into PDFs from the original application Check the preferences PA Acrobat gt Preferences gt Convert to PDF Mac and Edit gt Prefs gt Convert to PDF Win dows to see which file formats can be converted PAN A E To customize the PDF settings BEFORE selecting the source document Adobe i Choose Edit gt Preferences Win or Acrobat gt Preferences Mac and then choose Convert to PDF ii Choose the file type you are interested in With some file types the Edit Settings button is avail able with other types it is not iii The files types available to convert to PDF depend on the platform and the applications that are installed on the machine F Batch conversion i Ifyou wa
19. Introduction to Adobe Acrobat CS 175 11 Fall 2012 Windsor Green Portable Document Format You can make PDF files Why do you need Acrobat The start of a workflow You may be a PC user or a Mac user You re in your favorite program It may be Microsoft Word FileMaker or Adobe InDesign You make a document edit and format using your favorite fonts colors and graphics You print your document on a piece of paper But times have changed We now live in an electronic world What if you need to send your document to someone electronically Will the receiver have the same program and fonts installed on his operating system And how do you send your document to a print shop for professional output No problem you think know how to make a PDF file So you make a PDF Portable Document Format file from a menu command or button in your favorite program making a special electronic copy of your document You ve still got the original document that you can edit or format Your PDF file can be opened viewed and printed using the free Adobe Reader program You rejoice Now you can send your documents to anyone But that s not enough Are you making the right quality of PDF Are you using the correct high quality for sending to a printshop or is your PDF compressed for an email attachment Can you combine multiple PDFs into a portfolio with bookmarks and hyperlinks Create PDFs from web pages Create or fill in a soecial P
20. S5 only A Click File gt Export and choose Adobe PDF Print or Interactive and click Save B A dialog box appears for you to select your preferences C Export to Print PDFs of an InDesign document which may include multiple pages commonly for ei sending to a professional print shop p D Export to Interactive PDfs from InDesign to create an interactive slideshow You can create interactive documents with buttons movies and sound clips hyperlinks bookmarks and page transitions Using styles to format text can generate a hyperlinked table of contents as well as bookmarks An automatically generated index becomes hyperlinked in the PDF QO mm m Manual hyperlinks can be created H Import PDF files like a regular raster vector graphic with the File gt Place command 4 Adobe Photoshop A You would create a PDF from Photoshop to preserve the Vector information as a text layer to place in another application as Illustrator or InDesign A Simply click File gt Save As and choose Photoshop PDF ee i Windows has a choice of 2 formats PDF or PDP a PDP is what you would choose to open the PDF in Photoshop b PDF would open the file in Acrobat ii Choose to preserve layers or not and click Save iii A dialog box appears and you make decisions about the file size etc This dialog box overrides previous PDF decisions made about the file Windsor Green 15 How to make a PDF from inside Acrobat PAN i Adobe
21. Saver i v Originator gets file back and if attachment is double prs mr tr clicked and originator agrees the comments are automatically made a part of the original file by choosing the Merge Comments button vi Have 1 PDF document with all the comments together in the Comments list 3 Send for Shared review vii All recipients can see PDF comments and can update the PDE Everyone is involved viii PDF is posted on server typically within a firewall ix How to use a Click on Send for shared Review b Asks how you want to collect comments Acrobat com or your own server c Log into Acrobat com e Acrobat com is a free secure web service d Enter email addresses of participants e The users need Acrobat Reader 9 or later e You can send the default message or customize it x Users receive email click on the link they must also have an Adobe ID and password down load the file review it by adding comments and use the publish back to the server button xi When reviewer publishes his her comments originator is notified and all other participants can see those comments too xii Everyone can see the new comments by clicking on Check for new comments xiii Comments when published are added to the Comments List Pr rt Tim be 4 Review Tracker Ter aryr J bp ee r oC hea ee A A separate window where reviews are managed as ie r B Comment gt Review gt Review Tracker or click on drop t IENA i down menu a
22. a PDF L For graphic savvy users the smallest sized PDFs automatically convert all colors to RGB for viewing on the screen and press quality PDFs convert all colors to CMYK M PDF eBooks free or purchased can be obtained and viewed in Reader the search and com ment tools are invaluable for studying reference manuals N A PDF or eBook can be transferred to a Palm device and read in Palm OS Reader O Multimedia movies and sounds can be added to PDFs Versions of Acrobat X 1 Acrobat Standard X Only in Windows versions of Acrobat does not include many of the features we will be learning 2 Acrobat Pro X full featured version what we are using in class 3 Adobe Reader free to everyone and should be downloaded today 4 The biggest change in Acrobat X is the interface It is actually much easier to navigate the panes panels and tools If you have decided to work in Acrobat 9 you will want to listen to the lynda com videos for that version You will need to know where to find the panels and tools that are much more readily available in Acrobat X Getting Started Skills 1 Welcome Screen A Lists recently opened documents and also a document can be opened from here B There are also options to create a PDF a PDF Portfolio combine files to create a PDF and create a PDF form 2 Initial Acrobat X screen when a document is opened A Menu bar and Toolbars are at top Acrobat File Edit View Window He
23. ag with the marquee around the area you want to keep and hit Enter Return or Double click and a dialog box opens to confirm your selection e Can set margins enter in an exact page size and page range Can crop every page to the same size at once Select page in Pages Thumbnail panel right control click choose Crop or use the Pages Thumbnail Panel Options menu same dialog box opens move in margins using settings select other options if desired and click OK Cropping can be undone later by returning to dialog box and clicking Set to Zero button C Extracting and replacing pages 1 il Extracting pages taking pages from PDF to make another PDF Extract Pages a Select page s in Pages Thumbnail panel right control click From 3 To of 19 and choose Extract Pages or JE o d o C Delete Pages After Extracting b Go to Tools panel gt Pages gt Extract pages _ Extract Pages As Separate Files Options e Select pages to be extracted e Can either delete page s from original or copy page s from original e Can save extracted pages as one file or as separate files Replacing pages taking pages from another PDF a Select page s from Pages panel right control click and choose Replace Pages or use the Pages Thumbnail Panel Options menu or from Tools gt Pages gt Replace Pages b Check to be sure that number of pages in the original and replacement document is cor rect and click OK c
24. arks BF Creare POF tags e Get entire site gets the entire website be careful as this could result in a PAN A huge PDF Adobe e Stay on same path gets web pages directly associated with URL ex on my class introns website you could get only Acrobat pages and not pages for other classes I teach Acrobat e Stay on same server gets pages only on the same server as the URL if webpage has links to Fall 2012 other servers those links are ignored when the PDF is created iii Web Page conversion settings e Sets bookmarks for each converted page e Headers footers to be placed on each page e Create PDF tags for accessibility Web Page Conversion Settings iv Page layout settings a Sets up page size orientation of PDF and margins v In Settings button for HTML e Specify the default HTML fonts used when cap turing the web page e Default colors or change the colors in the PDF for text background and links fe Poise e Convert images If checked images are con icawa Caen E verted into the PDE If unchecked no images a AEA M eana eres A will show up in the PDE If no images faster download e Choose to disable multimedia embed multime dia or link to multimedia on a webpage Te eree F Adding additional web pages to a PDF Input Encoding i Opena PDF generated from a web page ee Use Selected Always ii Open the Bookmark panel right click PC or control click Mac and choose Append Next When Page D
25. ate New Folder to better organize contents of Portfolio c Canadd Web content where a small web file is added to link to the content you provided d Can add or delete files folders at any time Portfolio Layouts a Can try out the look of other layouts Visual Themes a Can try out different backgrounds The screenshot on the right has a Tech Office back ground Color Palettes a Color Accents can be customized Background color a An image can be selected for the background or the default ones can be customized The image can be sized and faded back if you wish The Header can be customized a title can be added and formatted The font can be embedded into the Portfolio so the header will look as you intend 21 PAN A E Detail Panel Adobe i Determines what columns of information show up when you double click on the file and Intro to see the 0 icon revealing the information set up in the Details panel Acrobat Fall 2012 F Share Panel i You have the ability to share the portfolio by email or SendNow G Search Portfolio i Search can be done either with Acrobat or Reader ii Type in text in Search box in upper right hand corner click on binoculars iii Can also click on down arrow beside binoculars for advanced search features iv Document name and number of instances appears below v When you click on the name of the file that was found it will go to that page in the Portfolio vi Click on Open button
26. aved as a gif or jpg a Gif is better because it doesn t leave a white box behind it as a jpg does ii Scanned version of your signature will also work saving it as a jpg or gif in Photoshop Make it fairly big Or photo graph your signature with your digital camera gt I believe if you use Illustrator you will need to use Live Trace iii Under Appearance you have the choice of Standard Text and also for a new appearance Select this and browse to your saved signature You may need to change the file type at the bottom of the dialog box to match how you saved the signature F Select OK and then configure what you want to show with the graphic You will see how it will appear in the preview G Click Sign 3 Apply Ink Signature A Ink signatures do not provide the advanced functionality available with digital signatures Unlike a digital signature an ink signature does not use a digital ID Therefore it is not possible to verify the identity of the signer using ink signature 4 Make a Signature Stamp not a digital signature Windsor Green 44 AB a In Acrobat choose Comments gt Stamps gt Create Custom Stamp Adobe b Browse for your signature file Gif of Jpg choose category give signature a name Intro to c Remember though that a stamp is a comment so they can be hidden unless you flatten it into the page Scag a 1 not an Acrobat feature but a third party application 1 Certificate authority 3rd party provider
27. bar offers Navigation options Selection Zoom and Fit Page bs POF fron Fil un of POF from Screen Capture options T PDF from Window Capture a Pit from Selection Capia PDF koen Scaeener S Crear deal frees Wee Figi tad DO W O Oel L b B pun a FS SS amp Com b ng Files inte a Sigir PDE Navigation Selection Pan Zoom Fit Page and Scroll e pos fram i POF Perron r These are the most commonly used tools and can be modified by right clicking in the toolbar or using the View gt Hide Show gt Toolbar Items see screenshot under number 5 below A Beware using the View gt Hide Show menu with the Menu Bar You will no longer be able to access the Menu Bar To reopen it use Command Shift M on the Mac and F9 on Windows B The options on the left are for navigating Previous page Next page and Go to Page C The selection tool now selects text and images The Hand tool pans the document PEE when the document is zoomed in jl D The 3rd area is for Zooming in and out and a dropdown menu to select different zoom percentages and fit options as Fit Width Th i E The area on the right offers the option to Fit to window width and allow Scrolling or to Fit one Full Page to window The Hand tool will not be able to move the document 96 6 l from page to page if the Page Scroll icon on the toolbar Fit it Page Width and Enable a Scrolling is not selected The page will only move from page to page with the arrows 4 Right clicking in the toolbar
28. box vi Colors of the tools can be changed by right clicking Control clicking and choosing Properties as well as other appearance features G Review 1 We discuss these options below 3 Comments management A After receive comments back open the PDF and open Comments List B Reviewing comments 1 Windsor Green Best to open list in Comments List 31 yi PAN A Sort by author or other Adobe Click on comment and comment highlights in document Intro to Can add a checkmark or change status by right clicking none accepted rejected cancelled Eii a completed important for when changes are made Reply is used to notify participant of what was done with the comment Can search comments C Can print comments from panel menu flyout menu 1 D Summarizing comments 1 il lil When print document can decide whether to print comments by choosing what to print in Comments and Forms Document Used to save and or print comments P Document and Markups Can summarize from the Print dialog box or Comments List flyout Document and Stamps menu Choose layout no perfect choice formatting options Form fields only a Creates a new document that has all the comments next to the original document Can create just the Comments only page Export and Import comments a Comments flyout panel menu and choose Export All to Data file fdf format b Email this file to someone To import th
29. ck down arrow next to stamp tool select Paste Clipboard Image as Stamp Tool or custom Stamps gt Create Custom Stamp Choose an image to become a stamp f Many options available on down arrow next to stamp tool can Show Stamps Palette to see preview of all stamps e Can save one that you use often as a favorite stamp D R A FT e Dynamic Stamps automatically include user name and time Text Edits tools the second row of Annotations a Indicates changes to be made does not make the changes e Insert Text at cursor e Tells the reviewer to add the text in the comment area The text is not actually added b Replace e Tells the reviewer to delete or replace the text in the comment area The text is not actu ally deleted c Strikethrough text e Alternative to Strikethrough annotation Select the text with the Selection tool and hit the Delete key and it becomes a Strikethrough Then can double click and add a comment d Underline text e Add note to text e Add a note that relates to the text clicked on Can remove edits by selecting the edit and then Delete There are many drawing tools call out text box lines arrows cloud pencil etc Cloud click drag click drag etc until shape is made used when there OY F are lots of lines that wouldnt show commenting easily Arrow click where the arrow head starts and drag iv Pencil click and draw v Double click on any of the icons to be able to fill in comment
30. cu rity options available B Macintosh Office Applications Primier EPSON Diyil OCS 00F ax Preaeti black ink e Can also Fax PDF Mail PDE or Save PDF to iPhoto ca Ener C Preview cas ii Uses the Adobe Distiller program that installs with Acrobat to customize con Beers version settings wa pos SAG ah Audis POF Save at POX fine POF io Phos Save POF to Web Receipts Fodder iii Distiller is a program that converts PostScript to PDF iv Distiller is used behind the scenes within the Acrobat workflow but can also used as a stand along program see below Edi Mieru 2 How to customize the conversion settings for quality and security In most cases the default settings A This is to be done BEFORE you convert to a PDF produce good results ne a Adobe Acrobat Help B The settings that you choose are sticky remain for future PDFs that you create even after on Mac Office PDEs you restart your computer C Windows choose the Preferences button on the Acrobat ribbon or Adobe PDF gt Options button but dont get as many options as the ribbon provides and select the desired settings D Macintosh the desired settings cannot be set from within Office i Start Adobe Acrobat ii Choose the Acrobat Distiller icon from the toolbar If it is not showing go to the Quick Tools icon the gear gt Print Production gt lt Acrobat Distiller iii Default Settings menu in the dialog box provides a li
31. e comments use the same menu and select Import Data File How to conduct a Review Cycle 1 Understanding the Review Process A Several processes built in email shared on network and Acrobat com B Fundamental concept process includes originator who manages the process and reviewers who contribute ideas C Most features are found in the Tools panel gt Comments gt Review D The Tracker keeps track of who received a PDF who has commented and set a deadline for Email Review and Shared Review 2 Email review A Need Acrobat 6 or later Reader 7 or later B Choose Tools panel gt Comments gt Review gt Send for Email Review C To Email Review 1 Windsor Green Click on Email Review and follow the steps a Select the document then Next b Select the recipients Can access the Apple mail or Microsoft Outlook email programs or type the addresses in Click Next 32 PAN A c Adds an invitation to reviews and also a link to download the latest version of Reader Ado be d Send invitation Intro to ii Acrobat automatically enables the PDF so readers can add comments and gives directions on Riess i i a how to use the comments for the PDF and return the comments forata bv oo iii Recipients open attachment and see Comment Panels opened and available lann uam iv To return file to originator the recipient clicks on the 1 TTT YI usie so me n a Send Comments button Ge bv bey i nen wo oreo en
32. e difficult to edit 4 Saving as HTML A Converts text to HTML and saves images B The more complex the document the less likely process will be successful 5 Saving as Spreadsheet A The original file should have been created as a table in Excel or Word Windsor Green 46 PAN Using Find Function and Search Function works in Adobe Acrobat and Reader Intro to 1 Edit gt Find Control command F used for just the active document a A Click in box in toolbar and type word or phrase and hit Enter B Next and Previous buttons appear on toolbar to take you to all occur rences of the word or phrase which appear highlighted C Click on down arrow beside find box to refine process whole words case 7 ____ sensitive include bookmarks include comments iiia n Ara J0 Open Full Anoba arch 2 Search function used to examine multiple documents Wha Marri Chie Dhegetalty aped by Cate Sensitive Windsar leer imode Pee a A Edit gt Advanced Search Control Command shift F or click on down arrow P n reior Include Comments beside Find box and choose Open Full Acrobat Search Will open as a float ing window B Can search all PDF documents in folder on disk on net work normally browse for folder C Enter word or phrase also whole words only case sensi tive etc and click Search D List of all documents where word or phrase was found is returned E Can click on any listing to open document b
33. e oe version ae vi Access button decides who can submit e pein me seyra oae vii After receiving responses the Tracker opens where E TE EAER E PA EA IEA you can view the recipients and who submitted the 2 wcll EA Paa A A A cr rina uun rT Ekai Ae ao form by selecting View Responses button at top viii This opens a list database of those who have responded and their responses There are options for what to do with the responses on the left side E Data can be exported into csv or xml file for import into other programs or databases 2 Enable Adobe Reader A If the form is emailed and the user has Reader the creator needs to extend Reader rights so that they can save the form filled out i File gt Save As gt Reader Extended PDF and select the last choice to save form data B Acrobat then emails form to list of recipients d th uisa Wired Cran Adin fort Docume a are et Alebis Sore an ey can EENEN NEE 5 i z Erabi Liceras i Pear one ee En Brg tober dae tied Ery at i Print form fill it out and return it to origi nator mail fax etc Tie iets ies ell Cores ma ma ajala tan aralin mans apurra ii Fill out form electronically and email back to originator ESNE Tiaa Pore gd Ser lee FOT Pe eamntinng tn fone marh EF Tgm sn priri tigrai are Pehl iii Fill out form electronically and post it to a server a Can also make the form a part of web site and have results processed erin eps oes ani
34. e page HTML JPEG and GIF images including the last frame of an animated GIF Text and image maps Text color can be forced to another color Tables frames background Backgrounds can be turned off or changed color Multimedia Acrobat will try to embed but it doesn t always work Flash animation can be prob lematic Headers and Footers HTML links turn into PDF links and HTML forms turn into PDF forms Internet Explorer browser Windows only Convert to PDF button in browser also Select to capture part of page Full customization features Basics of web capture Must have Internet access explore the designated website before capturing Choose Create gt From Web Page Tasks toolbar File menu Type in the URL web address of Create PDF from Web Page the web page r eo URL http wwwadoebe cam Browse Hint if you ve just visited the R URL in your browser copy it and Capture Multiple Levels __Cancel_ ___Create__ Settings paste into text box Specify how many levels of web pages are to be collected into the PDF Level 1 is the specified web page only other levels can be specified Level 2 would be the links from the first level Be very aware of how big the website is and how many pages it would create Click on the Create button Web Papa Lowersion Sais Genera Page Layout Decide if there will be more than one level captured If so the options are of Create bockm
35. e text in a PDF F Additional Window menu features i View all opened PDFs tiled or cascaded or split one PDF window into multiple panes including a cool Spreadsheet Split feature for Excel worksheets or multi page tables to lock in header rows at the top Getting Help 1 Help menu has links to built in user manual opens in browser and to online support A Built in user manual a Can search through categorized contents b Can also search for keyword c Can print user manual but close to 500 pages Adobe doesn t sell it either B Online support a Connects to Adobe web site b Can be very powerful videos blogs user groups etc Windsor Green 8 AN i How to make a PDF from outside Acrobat Adobe Intro to Roa The basics of PDF technology 0 1 What software do you need to make a PDF A If you purchase and install Acrobat Standard or Professional i Any document that can be printed can be made into a PDF file a Most programs will provide a File gt Print option for Adobe PDE This Adobe Printer is installed when Acrobat is installed b Snow Leopard Mac OSX 6 does not install the printer so you must use the drop down menu at the bottom of the print dialog box that says Save as Adobe PDF c Ifa PDF is saved as Adobe PDE options for compression are included ii PDFMaker buttons appear on application toolbars in a tab named Acrobat ge penini eea i e g MS Word or Excel Bice E mer ae a PDFMaker buttons g
36. ea e Set this up using the Bookmarks tab levels and sublevels are possible d When you create the PDF either from the Acrobat tab gt Create PDF or from the File gt Save as PDF menu make sure you open PDF Options the Options and check the correct box that corresponds how you V Convert document information h he PDE k te book k E Create PDF A 1a 2005 compliant file ave the maker create bookmarks O ee a aw eee es e The Mac doesnt save bookmarks They must be added in Acrobat hea W Create Bookmarks later E convert Word Headings to Bookmarks W Convert Word Styles to Bookmarks B Translate Word comments to PDF notes Windows E convert Word Bookmarks E Convert Comments i Create anew comment from the Insert menu in Word 2007 and from the Review tab in Word 2010 ii When exporting open the same Preferences tab and check Convert Comments iii The comment shows up as a Sticky Note in Acrobat C Word is capable of its own Microsoft review cycle using the Review ribbon or Tools gt Track Changes menu and a Reviewing toolbar Windsor Green 13 PAN A i Set this up using the Word tab Adobe D Can attach source file as attachment to PDE by using the Preferences tab Intro to Acrobat 2 Microsoft Excel Excel Fall 2012 A Microsoft Excel has more limited options than Word B Worksheet tabs are available at the bottom of the window to separate different units of the s
37. eparated from the line of the next label c Ifthere is yes no text with a box next to them fields will become radio but tons d Text signature sign will turn field into a signature field B Open Tools gt Forms _Form Editing C Check to see if there are any existing fields If so they will show up perce e P S E S when you click Highlight Existing Fields Acana jarca trough Saramptalormi par and actermeicay D Select Create under Tools gt Forms gt Create It will ask you if you want Don t show agais to use this document or browse to another E You are now in Form Editing Mode i Detects the boxes and underlines and adds form fields ii You can go back and forth between Preview and Edit from the button at the top of docu ment iii At right in Edit mode are all the fields that it detected It has determined which are text fields and which are check boxes and which are radio buttons iv To edit the fields double click on the field and change fields in Text Field Properties Form Editing v When done click the Tasks gt Close Form Siirr Mode Editing and have a form ready to distribute Windsor Green 35 E First Heme E biir Name EI Email E Painting EI Peer i Steepiore w Prints Dadon Stufelere w Gaher E Suggetind PAN A 4 Creating Form Fields Adobe A 8 kinds of Form fields Intro to Acrobat i Tools gt Forms gt Edit Fall 2012 Windsor Green il The
38. erns SSN dates etc iii Must put checkmark beside the results for redaction to take place iv Ifyou are sure that you want to remove all the instances marked Apply Redaction G Redact pictures or other non text objects i Use Mark for Redaction tool Windsor Green 43 PAN i ii Hover over image to see crosshairs not insertion bar and drag over object Adobe iii Apply redactions only after everything has been marked for redaction Intro to Acrobat Fall 2012 Digital Signatures in Acrobat 1 Digital ID A To use a digital signature you need a digital ID B Acrobat lets you create one on the fly when you encounter the need for one i Fill out the Add Digital Signature dialog box ii Save it to the default location and create a password C Making a signature box i Click Tools gt Sign and Certify gt Sign Document ii Add digital signature box to form and modify appearance as needed iii Save document 2 Creating a Digital Signature A Can be created in Acrobat or provided by outside party Choose Tools gt Sign and Certify gt Sign Document Drag out an area for the signature to reside on the page the click on sign document at the top Wizard will walk user through the process which includes a password do not lose this password to O0 W Can use standard text or create new appearance i This can be created in Photoshop or Illustrator by using the pencil tool and writing your name This would be s
39. et converted to pixels C Choose the Create PDF From Clipboard Image menu command after the clipboard is set up with the desired contents Edit gt Copy D Check out these Mac only screen capture features in the File gt Create menu i Screen Capture captures the entire screen PDF from Screen Capture PDF ys sl peas Capture ii Window Capture captures the application you click on iii Selection Capture eg You get crosshairs and can drag around an area to be made into a PDF whether it is a part of a browser window or an image the selection will be made into a PDF a So Windsor Green 17 PAN A 4 Create PDF From Web Page Adobe A Why convert a web page Intro to Acrobat i Archive store a web page or entire site useful because sites update change frequently Fall 2012 Windsor Green ii iii V V V1 i il iii V V V1 vii 1 il 1 il lil V V1 Settings for Create gt From Web Page 1 il Proofing your website Include web pages in a PDF slide show Import a web PDF into a graphics application especially useful in desktop publishing When travelling a website can be downloaded and viewed offline and later updated when you have Internet access The website can be printed to a PDF from the browser but there are more options in Acrobat What gets stored into the web page PDF Any web page can be made into a PDF not just the hom
40. et installed only on Windows machines D Gree Preview b Some Adobe applications already have menu commands to create a ey Savt At POF Rov a Pos tSorigt second copy of the source document as PDF e g InDesign or Illus Fax PDF trator They are found under the File gt Export menu command or the Mail POF File gt Save as menu command ue a Save POF to Photo 2 Acrobat X creates PDF It s just PostScript Save PDF to Web Receipts Folder Edit Menu A PostScript is a mathematical language used to create vector objects B A PDF file is PostScript with additional printer information i PostScript is copyrighted by Adobe and is used for a High end PostScript printers b High end PostScript fonts c Adobe Acrobat Illustrator and InDesign PDF tecUology was released as open source a smart move by Adobe It was published by the International Organization for Standardiza tion in 2008 d All you really need to know is that PostScript is very reliable and creates good output 3 PDF files have gotten better with each new version of Acrobat A Acrobat 4 created PDF 1 3 files primitive B Acrobat 5 created PDF 1 4 files good dependable PDF files with high end features color manage ment live transparency masked image output smoothing O Acrobat 6 created PDF 1 5 files support for layers J Acrobat 7 creates PDF 1 6 files 3 D support more features for high end printing and forms Acrobat 8 creates PDF 1
41. icrosoft Office basics ag mg eg a E a 1 Features installed into Office Cait Piet cninn Mas Cee anaSend_ aitat tne Cece acpi Pot i a i u a ae erties Sen A Windows naa i Office 2007 2010 Acrobat ribbon ii Preferences button to change conversion settings such as quality iii Other buttons create create and email mail merge create and review comments iv Earlier versions Adobe PDF menu a Change Conversion Settings button such as quality b To create PDFs use menu commands or access PDF toolbar View gt Toolbars gt PDFMaker v Options to make PDF a Create PDF takes the current settings and makes a PDF file it s up to you what to do with it after you save it b Create and Attach to Email takes the current settings makes a PDF file and starts your Windsor Green 17 PAN A email program and attaches the PDF Adobe c Mail Merge merge document to PDF files and send them via email 2007 and later Intro to only Acrobat d Create and Send for Review takes the current settings makes a PDF file and starts an Fall 2012 email review process with others topic introduced later e Acrobat Comments imports comments from PDF file 2007 only Format PDF i Does not have an Adobe PDF menu or toolbar use one of following methods e File gt Save As gt and choose format PDF No options available e OR File gt Print click on PDF pop up menu and choose Save as PDF Se
42. ilt in to Acrobat lea 2 Encrypt with Password Passwords Manage a A password can restrict users from opening printing and editing PDF files Certificate encryption a Identifies the person with a certificate that can be shared with other people b A PDF can also be encrypted scrambled using a certificate and your digital ID You choose a list of recipients and what each recipient can do edit copy or print the file c Many options for the certificate more later More Protection with Rights Management a High end server based security as a legal office Presets of your security settings can be saved as presets with the Manage dialog box and then applied to certain documents D To allow Digitally sign a document restricts any further changes 1 A digital signature identifies the person signing the document with a digital ID helping to prevent unwanted changes to a PDE When a signature is added to a document you can also certify the document This allows you to specify the types of changes allowed for the PDF to remain certified and monitor whether a PDF is changed E Security Envelopes for emailing PDFs and attachments F Certificate security restricts access to user list based on digital signatures security policies 2 Features of security A Name of document in title bar includes word SECURED B Navigation pane includes Security pane that shows the kind of security that has been applied
43. k with hecal industry leaders and mnfuencers bankda promote new ideas and buuness opportunities Movie inserted into a PDF Windsor Green 29 The Review Cycle PAN A Intro to Acrobat How to add comments to a document Fall 2012 1 Review Process A Every process is similar i Review initiator invites participants makes document available to them ii Reviewers comment iii Initiator gathers comments and works with them B Some reviews are shared as with email and some are a live collaboration 2 Comments panel Annotations Drawing Markups A Can be added to any PDF unless security applied not allowing them L Review B Uses one of the icon and also a note with text e Dommens Lisi ih C There is a Comments List that shows all comments from all sources D Must set up Preferences first i Edit gt Preferences Windows or Application gt Preferences Mac then select Commenting ii There are many many options here but one to check is Always use Login Name for Author Name so that the comment includes your name You set up your name and information in Preferences gt Identity E Annotations i Sticky notes a b ii Highlights text a Windsor Green Annotations By far the most common tool used to add comments to a document Click on Sticky Note tool in Comments panel gt Annotations gt click on Add Sticky notes icon click on page and add note can be moved Drawing
44. ks Adobe i Are revealed by clicking on the sideways arrow Intro to ii Create anew Bookmark and then drag it under the parent bookmark as a D Working with Bookmarks lil i il iii V You will see a line and arrow to show where you are moving it to If it is nested you will see it indented below the parent bookmark Click on the Bookmark in the Bookmark panel and type in a new name or right click control click and select Rename Bookmarks can be deleted by hitting the Delete key or right click control click and select Delete The appearance of the individual Bookmark can be changed by right click control click and select Properties where you can change the font style and color These options are also available from the Bookmarks Panel menu at top Will help the reader if you set the Initial View to Page and Bookmarks panel so they realize that there are Bookmarks File gt Properties gt Initial View Editing a PDF 1 Tools gt Pages A Insert delete rearrange pages Windsor Green 1 il iii V V Methods a There are many ways to do these kinds of tasks in Acrobat e Tools panel gt Pages and select the option you need e Navigation Pane gt Pages panel select thumbnail and Right click PC Control click Mac e Navigation Pane gt Pages panel Options menu Insert pages methods a Open two PDF files drag a thumbnail s from one Pages panel to the other b May help to tile
45. le converts each page in the PDF to an image file B Can copy paste but better to select the image with the Selection tool then Right click Control click especially into InDesign as you get a choice of formats Jpg or Tiff and it is exported with the current resolution Note the resolution of the image in the PDF will never be better than the resolution of the image in the source document C If saving as a Word or RTF file and Include Images is checked the images are embedded D To export all the images i Tools gt Document Processing gt Export All images If Document Processing is not showing use the Tools panel menu and check Document Processing ee ii Can export to Jpg Tiff or Png iii Under Settings can choose the quality Pay attention to the conversion settings iv Each image is saved as a separate file so you may want to create a new folder to hold them 3 Exporting text from a PDF Export Text A Can usually be done if file is not secured B Can select text with Select tool Edit gt Copy with or without formatting C Can copy paste but better method is to by using File gt Save as and under More Options can select RTF Rich Text Format which includes formatting Text Plain doesn t include formatting or to Microsoft Word i Check the Settings under RTF and Word Retain Flowing Text makes editing easier Retain Page Layout will maintain the look of the PDF but things are put into boxes which are mor
46. ll B Page Scroll view each full page at a time as you scroll through the document As you drag up down in the Scroll bar you ll see a miniature thumbnail to help you select the desired page 4 Different viewing modes using the View menu A View gt Page Display has additional view features including two up reader spreads two facing pages side by side as you would read a book B View gt Read Mode hides the toolbars and navigation pane but leaves the menu bar C View gt Full Screen Mode Command Control L hides everything but each document page press Esc key to exit D Helpful advice using Read and Full Screen modes i Set your Page Display first before using the Read mode ii To advance through the document use the Scroll bar direction keys return enter or Home End keys to go to the first or last page iii In Full Screen mode you can also click on the screen to advance to the next page or shift click to go back a page iv A navigation icon shows up at bottom left if you move the mouse over that area E Other specialized features i View gt Zoom gt Reflow reflows tagged text in hand held devices there are special versions of Adobe Windsor Green 7 PAN A Reader for hand helds Adobe ii View gt Rotate View rotates the entire document clockwise counterclockwise piece croba iii View gt Show Hide gt Rulers shows measure rulers at top and bottom of Document pane Fall 2012 iv View gt Read Out Loud reads th
47. lp i The menu bar has 5 menu items reduced from previous versions of Acrobat Some of the menu items from earlier versions have been The Menu moved to panels The Menu bar can not be changed Bar ii There a Toolbar Well including the top row called the Favorites Toolbar which is cus tomizeable iii The area to the right of the favorites toolbar is the Quick Tools toolbar a customizeable tool bar It is customizeable by right clicking in this area or clicking on the gear icon B Document pane Windsor Green 2 Age When a PDF is opened it opens in the Document pane below the Toolbars and a Naviga Adobe tion pane containing four icons appears on the left Intro to ii Holding your mouse in the lower left corner of the document pane displays the physical Acrobat size of the document Fall 2012 C Panes i The default eon pane has four cone medii a Pages thumbnails of all pages for navigation Navigation b Bookmarks specially created links for navigation like an electronic Pane table of contents c Signatures if they have been added d Attachments if they have been added ii Task Pane Buttons ee TEC O O On Tools Comment Share Acrobat will be found here b Clicking on one of the buttons will open the Pane Bin There are 3 pane groups Tools Comment and Sharing D Read Mode Toggle Boaaiiode i Appears at the top right corner of the application toggle il iii V The toolbars and
48. mark or Ctrl Cmd B or click New Bookmark button e Highlighted text becomes bookmark label can easily modify replace text E Comments if they have been added F Signatures if they have been added Opening a PDF A File gt Open you navigate to the desired PDF B File gt Open Recent File select from a list of the last accessed PDFs on PC there is History Windsor Green 6 PAN i E i Adobe Standard navigation skills Intro to 1 Page Navigation toolbar Acrobat A Advances page by page by clicking on arrow FANANA B Type in specific page number and hit enter return 2 Select and Zoom toolbar A Select text and images for copying pasting B Hand tool navigate through document by dragging in the desired direction this is also used when filling in forms C Zoom tool i Marquee Zoom drag marquee over area that 1 fi JEE 96 6 le will be magnified as big as possible ii Dynamic Zoom drag up to zoom in and down to zoom out iii Choose preset magnifications including some of these are default and some added with Gear Icon or Right clicking a Actual Size 100 b Fit Page scale height of PDF page to maximum height of Document pane c Fit Width scale width of PDF page to maximum width of Document pane i 3 Page Display toolbar me A Continuous Scroll fill up the Document pane horizontally and scroll continuously Continuous Page through the document pages using the Scroll bar scroll scro
49. ncryption Standard security methods A This is done by using the Options box when saving to a A Password security on opening the document A digital signature identifies the person signing the document with a digital ID helping to prevent i Different levels of printing or no printing at all unwanted changes to a PDF When a signature l EO l is added to a document you can also certify the ii Different levels of editing including allowing forms P O A E T peso to be filled in comments made extracting pages changes allowed for the PDF to remain certified and repurposing data monitor whether a PDF is changed A PDF can also be encrypted scrambled using a certificate and your digital ID You choose a list of recipients and what each recipient can do edit copy B Password security to restrict printing and editing Microsoft Office program specific features 1 Microsoft Word Windows only features using Preferences or print the file button A Automatic bookmarks for PDF navigation EIF a Word creates styles a recorded list of formatting applied to text for consistency H Ex article title and subtitles b Those styles can be used as flags to determine what text gets used as a bookmark c There are 3 sources in Word 2010 for creating PDF Bookmarks e Use Headers to create bookmarks be nae took imn e Use text styles Seabee PDF lien sance e Use bookmarks created in Microsoft Word J Vera emul C
50. nd printing as long as the recipi ent has the free Adobe Reader program or Adobe Acrobat more features are available in Acrobat B The PDF file looks like a screen capture of the source document but there is a lot more going on under the hood C If the document contains pictures and graphics a customized PDF can be created with different output qualities and the author remains the keeper of the original document 2 As long as the receiver has Adobe Reader or Acrobat there is no need for A Same operating system Mac Windows UNIX as with the original file B Program that was used to create the original source document ex Word or Photoshop C Same fonts installed on the operating system ex Bickham Script Pro D Graphics that might have been placed into the document ex Word clipart 3 You can create a PDF out of anything that prints 4 Some programs are Acrobat friendly Adobe Creative Suite Microsoft Office A Other programs can create a PDF through an Acrobat enhanced File gt Print menu B Web pages can be converted to PDF or vice versa C Paper documents can be scanned and convert to PDF where OCR recognizes the text 5 Here are some of the many other things you can do with Acrobat and we wont learn all of this in eight weeks A A PDF document can be read out loud to help visually impaired users B Text and graphics from a PDF can be reused in other programs grab the text and copy paste into Microsoft Word
51. ndsor Green Added automatically in many cases if created in original document and when exported Include bookmarks is checked From InDesign works from paragraph styles and a TOC Table of Contents or can be added by hand They are added so that when exported to PDF book marks are automatically created In Word and other Office products works from styles headers or Word bookmarks and then the PDF Maker Windows only When in Word use the Preferences option in the Acrobat tab Choose first and make sure Make Bookmarks is checked Then go to Bookmarks at top and choose the Headings or Styles or Word book marks to create PDF bookmarks Open Bookmark pane in Navigation Pane Highlight text in PDF Click Options menu and select New Bookmark or Ctrl Cmd B or click New Bookmark button Highlighted text becomes bookmark label can easily modify replace text Can change the bookmark destination by selecting the Bookmark move to a new location in the document pane and use the Options panel menu to Set Bookmark Destination New Bookmark New Bookmarks from Structure Expand Current Bookmark Collapse Top Level Bookmarks v Highlight Current Bookmark Hide After Use Text Size Go to Bookmark Print Page s Cut Delete Bookmark s Set Bookmark Destination Rename Bookmark Use Current Appearance as New Default Wrap Long Bookmarks Properties 23 PAN i C Nesting Bookmar
52. ng if an error occurs Til Convert all files to PDF when creating a portfolio e a Cancel Cancel 20 B Creating a Portfolio Windsor Green vi i il iii V V Click on the Edit button on top to reveal the panels i il iii V vi PAN Single PDF the wrapper that contains other zipped files of other different kind of files Adobe eg jpgs flash files movie files aerate Acrobat Documents within a Portfolio can be previewed in Fall 2012 Acrobat without opening each file by double clicking on the file Below the preview are navigation arrows information and an extract file button to make a copy of the file a The individual files can be opened in the original software assuming it is available by clicking on the Open file icon at the top right b The Portfolio can be saved printed and emailed from the toolbar on top The Portfolio looks essentially the same 200 oe HET hd Soe a Lermi Lirie Hara in Reader except there is no Edit button ae E on the toolbar File gt Create gt PDF Portfolio Choose a layout or Import a Custom Layout Click on Add Files button and add files and or folders from anywhere For some file types you must have the software that created the file e g Microsoft Word multimedia Click on Finish button to create Portfolio Layout Panel Add content a Can add more files and folders b Can use Cre
53. nt though e A better method is to use to Edit Object tool Right clicking Control clicking with this tool will edit in the original program set in preferences To add new text Option click Mac Control click Win dows and start typing A dialog box appears to choose the font and orientation e Text box appears and you can replace text with your own e This text can be formatted by highlighting the text Right click Control click and again choosing Properties e Use Edit Object tool to move text around Adding text with the Add Or Edit Text Box tool formerly Typewriter tool Adobe Reader users can use this tool if the PDF creator enables it a Selecting the Add or Edit Text box tool a resns pote gl cove will open the Typewriter toolbar Useful for filling out forms that aren t really forms Just type on the page Click and start typing on the page Then use the tools in the Typewriter toolbar to select a font change the point size of the text make the text larger or smaller change the linespacing or change the color of the text Select typed text and using the Selection tool in the Common Tools toolbar The Selection tool in the Common Tools toolbar will move or resize the text box C Difference between the Edit Document Text tool and the Add or Edit Text Box tool is that the former is actual text and the latter acts like a Comment For example if you have a paper to fill out and use the Add or Edit Text Bo
54. nt to convert multiple documents i e multiple JPEG graphics into a series of indi vidual PDFs choose File gt Create gt Batch Create Multiple Files ii Click on the Add Files button and find the files you want to batch process the formats that are available Aalto tar grr yom he an hal Peete Og when sl bee esa deterrent Ree Geen sbiri aj Bch Cras A oe 2 iii Each file will be saved as a separate PDF and will not automatically display r tarer an ren ATRE 08 EHLE in Acrobat after the save s anne opie iv You must go into the folder where the files were saved to open the PDFs 2 Create PDF From Scanner A How is it done i Ifyou have a scanner associated with your computer you can usually save a OCR file as a PDF directly from the scanner ii Option OCR text recognition to make text searchable accessible The PDF is like a regular scan but actual text exists underneath iii Graphic images are also recognized B Alternative method i File gt Create PFD gt From Scanner gt choose pre set Black amp White Grayscale Color Document Color Image or choose Custom Scan ii Choose the scan settings 3 Create PDF From Clipboard A Purpose to capture content on the clipboard into a PDF i The formatting is retained B How do you get content onto the clipboard i In a source program that supports graphics or text use the Edit gt Copy menu Photoshop Word clipart Web browser Illustrator vector graphics g
55. obe Intro to Acrobat i Annotation and Drawing Markup tools are found here as well as Annotation tools Most of these Fall 2012 are outside the scope of this class C Comments D Share i Options to attach the PDF as an email attachment of to use Adobes new SendNow file sharing service ces Limin Heri Shaft fools Cooumeni Share jia Annotations Sand Piai Drawing Markis g Review Comments List 0 S This Gah Men hae ma CSR 2 Navigation pane A By default 4 navigation panels are open on the left side of the document More can be opened with the View gt Show Hide gt Navigation Panes menu We will explore just the default panels B There is a Grabber to resize the panels on the left Drag the Grabber to the right to make the panels larger perhaps to see all the pages at once C Pages panel i Shows thumbnails of all pages for navigation ii Pages can be inserted deleted printed rear ranged and more from the drop down menu at top D Bookmarks i Specially created links for navigation like an electronic table of contents Fabii Al Page Thue M ieee Lmibfeees Page bho tenale ii Optional We will explore Bookmarks in more detail later a You may wish to add Bookmarks to these notes for finding places you think you may need b Open Bookmark pane in Navigation Pane c Highlight text in PDF Click Options menu and select New Book
56. oesn t specify Encoding Level Be careful as this may add many many Language Specific Font Settings pages to the PDE Language Script Western European G Deleting web pages from the PDF right click PC ae or control click Mac on the bookmark this Base Font Size 12 j may delete several pages the correspond to an eee individual URL Tl Force These Settings for All Pages Text B Background Other Settings Multimedia Content Embed multimedia content when possible Retain page background Convert Images Tl Underline Links Windsor Green 19 Combining multiple files into one PDF 1 Two ways to do it in Acrobat X A Combine Files into a Single PDF takes different files formats and converts them into one PDF B Assemble PDF Portfolio creates single PDF shell with all the files embedded but not converted to PDF format 2 Merging files A File gt Create gt Combine Files into a Single PDF ANI Adobe A Intro to Acrobat Fall 2012 Edit View Window Help Cipen Open Recent File aan POF from File i PDF from Sereen Capture P POF from Window Capture a POF from Selection Capture Se PDF from Scanner POF from Web Page tO B Click on Add Files button and add files and or folders Action wizard T faer cic from anywhere You can also add a PDF from a scan eB Combine FIEF Inra Sge POF ner from the clipboard or add a web page Hi Batch Create Multiple Files
57. offers many more options for these toolbars They are shown below Ea Each of these options has an option to Show tools It is also possible to Reset All toolbars from the m bottom of this right click menu Continuous Page scroll scroll 5 When the toolbar is customized they will stay in the toolbar when a new document is opened Rotate View gt Right click If you are Page Navigation M y Page Display drop down menu A ACUSE Select amp Zoom when used in the without a File toolbar area two button Edit mouse gt Quick Tools choose control click Properties Bar the mouse Hide Toolbars button Reset Toolbars Quick Tools 1 Quick tools accessed with the Gear Icon also known as Customize Quick Tools on the toolbar and also the right click menu show above allow customization of the toolbars The Gear Icon comes with 5 tools already in the toolbar To customize click on the Gear icon A large dialog box opens with which to customize 4 Windsor Green PAN A Adobe O JEJE Intro to Choose Quick Tools to Add Quick Tools to Show Acro bat Fall 2012 Tools Sticky Note F a p Pages E gt Highlight Text ye Content 7 Delete P Add Bookmark Le gt Rotate Attach a File G ES Insert from File TI Edit Document Text L Edit Object E Sy Add or Edit Text Box Rearranbe the gP Link TW demai tools shown OK Button nae a Multimedia dropdown Separator icon lis Select Object e E Remove f
58. on fers oro cath ARS toader Ei or by script on server l umr Oe Denir neba eee lanaa fae ae y Lee 3 Tracking forms am nna ay dy Pag 4 Used both for Acrobat com and email distribution C Select Tools gt Forms gt Track D Summary page shows status of distribution and receipts E All the recipients are listed with their email addresses ae SE SH H Taia Barg miu E e LL OEN Fae Sculpture Prints Painting Photography Outdoor Sculpture OR Agr im 2011 244 42 Fea Ww CHT Windsor Green 39 Using LiveCycle Designer 1 Windows users can also use LiveCycle Designer to create the form 2 More tecUical form design software that ships with Acrobat for Windows users only 3 Differs from Acrobat A Can build more sophisticated forms B Has many built in templates C Uses XML language will sync easily with databases D Can use Acroform built in Acrobat and add to modify it Windsor Green AN i Adobe Intro to Acrobat Fall 2012 40 PAN A Adobe Security Intro to Acrobat Security Properties Fall 2012 1 Types of security There are many options to protect a document A All Security tools are located Under Tools gt Protection Protection B Encryption is what provides the security where a password is needed to Ome ncrypt a unlock the document 1 il iii V E 1 Encrypt with Certificate C Levels of Encryption Two security policies are bu
59. ons Acrobat Fall 2012 B An Acrobat tab is installed in Office applications when you install Adobe Acrobat on your Win dows computer C Installed features will create PDFs and manage them email send out for review mail merge D Windows vs Macintosh i These automatic features are easier in Windows than on the Macintosh ii Only Windows programs support the PDFMaker 3 Adobe Creative Suite programs can save as export or print to PDF from all programs Acrobat does not need to be installed 4 What features will you find when creating PDFs from PDF ready applications A Automatically create navigational bookmarks from source document text styles Microsoft Word and Adobe InDesign you can create them manually in Acrobat also ee Create security for opening editing and or printing the PDF O Create different qualities of PDFs from smallest file size for email to big file size for print when graphics are included in a source document D Include animation from the source document into the PDF movies sound slideshow E Convert Word comments to PDF notes for a review cycle F Attach a source file to a PDF ex attach original spreadsheet to the PDF G Preserve navigational hyperlinks H Start a Connect meeting to share the content of the document Office and Acrobat I Don t expect to have all features available in all PDF ready programs e e e i al 7 OF Trop Tnee About doce Anii Miaraot Weed M
60. ons 2000 and up Microsoft Office versions 2004 and up Microsoft Word word processing Microsoft Word word processing Microsoft Excel spreadsheets Microsoft Excel spreadsheets Microsoft PowerPoint slide show Microsoft PowerPoint slide show Microsoft Access database Microsoft Outlook email very useful in large organizations with an email server Microsoft Project project management Microsoft Visio business and tecUical diagrams Microsoft Publisher limited desktop publishing versions 2002 and 2003 only Microsoft Internet Explorer Adobe Creative Suite no special install Adobe Creative Suite no special required install required Adobe Illustrator vector graphics Adobe Illustrator vector graphics Adobe Photoshop raster images Adobe Photoshop raster images Adobe InDesign desktop publishing Adobe InDesign desktop publishing AutoCAD versions 2002 and up computer assisted drawing Windsor Green Did you know that you can make and distribute unlimited copies of Adobe Reader X You can distribute it on CDs or for you web designers you can link to the Adobe website displaying the official Get Adobe Reader logo Visit the Adobe website for more details at http www adobe com products acrobat distribute html PAN A 2 Microsoft Office Adobe A PDF Maker automatically installs buttons and menu commands into applications Microsoft Office Intro to buttons and AutoCAD butt
61. ooters gt Remove ix Ifyou add a page the numbering is not done automatically Can be modified by choosing Tools gt Pages gt Headers amp Footers gt Update x To prevent overlapping click the Appearance Options button and select Shrink document to avoid overwriting the document s text and graphics The content of the document will shrink to allow the Header or Footer to not cover any content Apparao Orton To prevent resizing or repositioning when printing the PDF in large format select Keep l oer _ Keep position and dize ol header Neuter text conan when pining an dilerem page Hres position and size of header footer text constant ol when printing on different page sizes Adobe help Sinnk decument te veld orere g the daxteiment s text ane grachics Renumbering pages confusing topic i Page numbers that appears in Pages panel are not necessarily the same as the page numbers that show on the pages of the document ii Safest to remove page numbers in the original document BEFORE converting it to PDF but this could be confusing when comparing to the original document iii Can change page numbers on the Pages thumbnails by using Navigation pane gt Pages thumbnails and Right click Control click to get the contextual menu Select Number Pages and decide what pages to renumber style of numbering etc and click OK 26 V vi G Adding backgrounds and watermarks 1 il lil V PAN A
62. p to another E Current viewers are those who are participating F Start page sharing i Everyone sees what page you are on and see the cursor moving around the screen G Use the document chat to converse with another person H Stop Page sharing when finished 7 Comparing documents A Several versions of the same file floating around can be confusing B Acrobat has built in function that compares any two documents and reports the differences between them C Choose View gt Compare Documents D Enter filenames in boxes can also choose which pages to compare choose Document Description and click OK E Separate PDF is created that reports the differences Windsor Green 34 AD Intro to Acrobat Creating an Acrobat Form Fall 2012 Forms in Acrobat 1 PDF forms can be filled out on the computer if converted to Interactive Forms A You cannot tell if it is interactive until you click on ee Highlight Existing Fields button at top right of the form B This is done in both Acrobat Pro and Adobe Reader 2 Forms can be opened in A Acrobat B Adobe Reader C Directly within some browsers 3 Two methods to create forms one in another program as Word or InDesign and right from Acrobat A We will start with a document started in InDesign and exported to a PDF i Design tips a Acrobat looks for text and a line or box next to it Keep the line close but not touching the label b Keep the labels s
63. plus Word can do custom PDF mail merges into email C Multiple documents of any kind can be combined into a Portfolio that can be styled for presenta tion They can be kept as separate files with their own security and settings D Hyperlinks to visit websites and electronic bookmarks to locate other parts of the PDF can be added E Passwords to restrict viewing printing and editing can be added for security F Digital signatures to approve content can be added G Redaction Removal of visual information from a document Adobe Acrobat X PDF by Ted Padova can be used to eliminate sensitive information like SSNs from PDFs It is not available in Acrobat Reader or Acrobat Standard H Adobe com or a Connect meeting can be used for an online live review session Windsor Green A Intro to Acrobat Fall 2012 Many of these features are explored or introduced in this class but not all of them Most features require Acrobat X but a few basic things can be done in Reader PAN A I Comments can be added when working in an electronic review cycle passing a PDF back and Adobe forth for review collecting comments and using then revising the source doc Intro to J Any PDF document can be converted into a form to collect data and then transfer the data into a Acrobat database or spreadsheet Fall 2012 K The Typewriter tool called the Add or Edit Text Box in Acrobat X can be used to type on top of
64. preadsheet ex income separated from expenses x C A selection can be made in Excel and exported to a PDF D Select a worksheet i Windows only You will be prompted to specify which worksheets will be included in the PDF and you can rearrange the order by using the Options in the Create PDF dialog box ii Macintosh can convert the current sheet or the workbook using Acrobat X and Word 2007 E Worksheets can be made to fit on one page or to a page width 3 Microsoft PowerPoint A Power Point has more limited options like Excel B Transitions are preserved from Power Point i Windows efforts are made to preserve matching Acrobat slide show transitions and features ii Macintosh the slides are translated with limited support for transitions and multimedia iii To view the transitions in Acrobat you must view the PDF in Full Screen mode 4 Other programs Windows only A Internet Explorer button to convert the currently viewed web page to a PDF file B Microsoft Outlook i Convert emails and folders of emails to PDF merged file or Portfolio a ter st ee p Outlook ii Can create a folder of emails and make a PDF of Compatbaty Aarnbel SU PDE LP ADRES the folder UL l aa Pad Peds Seach in the aces FU iii Convert a source document ex Excel spread sheet to a PDF and attach to an email without leaving Outlook iv Youcan create an archive of emails as PDFs and add securit
65. r 8 on when they are created in the original application ii If link doesn t render properly create the link as follows a Go to Tools gt Content gt Add or Edit Interactive Objects a b Select Link tool marquee around text or object to be turned into a Lan rype sere Roca 509 ne ye link The Create Link dialog box opens c Choose appearance and link action page view file web page or custom and then enter URL or navigate to other destination a d Use Hand tool to test link Ree G Add multimedia i Use Add or Edit Interactive Object gt Multimedia ii Choices are Video Sound SWF or 3D iii Will support FLV F4V MP3 h 264 formats for video options iv Other formats can be changed in Adobe Media Encoder CS5 which installs with the Suite v Drag a box over the area where you want the video to be positioned vi Advanced options gives more control a Select the multimedia file by browsing b Inthe Launch settings tab under Enable when menu choose The content is clicked c Under the Disable menu choose Page Containing the Content is Closed so that the video doesnt show up when the page is closed d For Playback Style choose Play Content on Page e Retrieve Poster from Media f From the Controls tab can choose what the viewer can do with the video as Play stop Set Volume The City of Mendien Conference combines education mite vii Choose OK fun The unigue audience mix will give your company the networ
66. r Copy Image other options available Move to other document email whatever and click Paste B Editing text 1 il lil V Windsor Green Select tool from Select and Zoom toolbar WILL NOT WORK This selects text and objects so you can copy paste them Pages Can update text even add or delete text but process can be clunky aa not slick word processing Cant do major editing Acrobat is not Word or j InDesign And remember that the original document is not updated Eadie Tent amp Obja Choose Tools gt Content gt Edit Text amp Objects There are 3 choices the Edit Document Text tool Edit Object tool and the e a oe Add or Edit Text Box tool called the Typewriter tool in Acrobat 9 cies we ean niece Chan Edit Document text tool formerly the Touchup Text tool A a Allows you to replace existing text add to text and to place new text x outside existing text boxes if the fonts are available If they are not Ez available you will get an alert and Acrobat will try to substitute a similar font 27 PAN A The text can be deleted by hitting the Delete key or choosing Edit gt Delete You can Adobe delete text without the font available Intro to e To reformat existing text select it with the Edit Document Text tool Right click Control click Acrobat and choose the Text tab under Properties You can choose a font size a color etc Itisnta Fall 2012 great idea to change the fo
67. rom toolbar Action Wizard s i Recognize Text Protection Sign amp Certify Document Processing Print Production JavaScript Accessibility Analyze lee Comment Can t find the tool you are looking for Find more tools under the View menu View gt T Show Hide gt Toolbar Items 2 Quick tools Dialog box A On the left you will see a list of tools that can be added to the Quick tools toolbar On the right are the tools that are showing on the toolbar By selecting a tool on the left and using to arrow icon to push the tool to the right you can add tools that will show up Above the Add or Edit Text box the old typewriter tool is ready to be added B The tools added can be sorted with the Up arrow at right C A separator bar can be added by clicking on the middle icon between the 2 arrows Task Pane Skills 1 Pane Buttons Tools Comment Share A A lot of what you do can be found in this area B Tools Taoils Lomment Share Z i 12 sections of Tools are available here 8 turned on by default Pages ee Content ii Selecting what is turned on is done from the Panel 2 r Content arms Di flyout menu Forma Action Wizard F Apion Wizard Tools Panel menu _ Recoanize Tex Recognize Text Preertien r Slen amp Certity Document Processing r Print Production Protectan F Sign amp Certify Print Production Windsor Green PAN A Ad
68. software that can break password security 4 Remove security from a document A Open document click on Tool gt Protection gt Encrypt gt Remove B Enter password and click OK C Document is now completely available for editing although the title will retain SECURED until document is saved 5 Securing PDF with a Certificate A Much more robust security B Only people with the digital certificate can open the document Also known as Public Key C Tools gt Protection gt Encrypt with Certificate i Choose components to encrypt a All contents the default b All except Metadata Emere ol AUE CAES exces Aa Acres 6 ane lane maan ai Encre cathe file prac hres Arco T and lamer compar C Only file attachments g A teienis A Gee gu all Ge a e Gn pee Amang wee a be aber Ta dees lAr Se urment a mebi belect Cele Carper to rey i Leer 26 Gee erste aaa ii Choose the algorithm for encryption iii Click next and Add digital IDs iv Can create one from Add digital ID dialog box tery Aeon Lite BE Crips wah Aroa TO ceed Loner v Must have your Digital ID or you can t open the document Windsor Green 42 AN i vi Then add the other person s ID from where you saved it Adobe vii Can edit the permissions of the second person Intro to Acrobat 6 Managing security policies Fall 2012 A User can develop other policies and save them for re use i Click Tools gt Protection gt Encrypt gt Manage ii Click on Encrypt
69. st of predefined conversion settings iv The Settings menu from Distiller also allows you to set security features a Although the settings stay in place until you alter them it s best to check the conversion settings to confirm they are set properly 3 About customizing the conversion settings output quality A Sets the quality and therefore file size of the PDF i As the PDF embeds fonts and graphics this compresses the contents of the PDF for different output qualities and results in different PDF file sizes ii Ifthe source document contains raster graphics there will be a change in resolution based upon the output quality selected iii The predefined settings that you select will be consistent among the Adobe programs a A quick look at predefined conversion settings Windsor Green 12 PAN A e High Quality Print for high quality desktop printing inkjet printer Ado be e Press Quality for professional printing Intro to e PDF X a set of printing standards for professional printing Acrobat e Standard suitable for business Microsoft Office documents Fall 2012 e Smallest File Size for display on the web and viewing at the monitor 4 Adding password security to your PDF but most users do this in Acrobat There are several types of security features in Acrobat e A password can restrict users from opening printing and editing PDF files This system supports 128 PDF bit RC4 and 128 bit AES Advanced E
70. t the top right of the PDF Mac Opens 5 Den dialog box to see the review C Icon in Task Bar Windows only IRA D Can view comments change deadline end review add 1 sane reviewers email current reviewers start new cycle with m current reviewers see activity to date E Tracker can view where the PDF is when it was sent who can access it and what the deadline is F If you select Change Deadline you can send out a mass email to all reviewers Windsor Green 33 _ Intro to A Free secure web service Acrobat Fall 2012 5 Using Acobat com At least Acrobat 9 or Reader 9 required Originator sets up file chooses Comments Send for Shared Review Choose Automatically download and track comments with Acrobat com Ske ro B C D Must sign in with Adobe ID and password free E Enter email addresses of participants and send F Users receive email click on the link they must also have an Adobe ID and password download the file review it and publish back to the server G Reviewers can also preview file but cant add comments unless file is downloaded H When reviewer publishes his her comments originator is notified and all other participants can see those comments too 6 Collaborate Live with Adobe ConnectNow A Like a Screen sharing B Uses Acrobat com server live working session C Initiator needs adobe user ID then participants sign in D Can live chat and share pages from one deskto
71. that proves identity Security Envelopes 1 New feature in Acrobat 9 2 Actually wraps documents PDFs and anything else in an encrypted envelope looks like an envelope for distribution via email A How to do it B Choose Tools gt Protection gt More Protection gt Create Security Envelope C Step through Wizard a Select documents to attach b Choose template one of three available The example below is called Interdepartmental Enve lope The other 2 are Security Envelope and c Choose to send later default or email now requires Outlook or Entourage d Check All Policies and specify security policy password etc Use password as we havent explored certificates e Add your password permissions and click Finish D Envelope appears as new document user must type in email address and any message and then save E Originator then opens email attaches security envelope file and sends to recipient F Recipient receives email and must type in password before it will open all the files included oPaper pail e Envelope with Date Stamp Windsor Green 45 _ Intro to Acrobat Repurposing PDFs Fall 2012 Other Topics 1 Images and Text can be saved from a PDF Redited Sure POF A Use File gt Save as pela Reader Extended POF A Can usually be done if file is not secured Optimized POF Image Microsoft Word 2 Export Images from a PDF erie tls Mane Options A File gt Save as gt Jpg for examp
72. to a file Word Excel PDF iii That doc is converted to PDF auto detection starts and form opens in Form mode iv Mac Don have option to convert an office doc to PDF so must start with a PDE v Paper form Opens a scanner recognizes OCR and auto detection is turned on B Text Fields may be added once the PDF is created 6 Creating a reset button A Add New Field gt Button click and drag over artwork that will act as button type name and click Show All Properties B Dialog box has several tabs General Appearance Options Actions C Appearance make border and color transparent so that artwork will display D Options i Layout and Behavior are used if there is no artwork already created Delete label if you are using artwork for your button E Actions i Select Trigger choose Mouse Up never Mouse Enter that s just mouse over ii Select Action choose Reset a form click on Add choose which fields to reset OK 7 Creating a Submit button A Add New Field gt Button click and drag over artwork that will act as button type name and click Show All Properties B Dialog box has several tabs General Appearance Options Actions C Appearance make border and color transparent so that artwork will display i Layout and Behavior are used if there is no artwork already created D Actions i On Mouse Up select Submit a Form and add an email address mailto wgreen santarosa edu ii The user has the choice
73. with Password to see all the things that are possible within a policy can edit any of them B Click New to create new policy and click Use passwords i Enter name of policy description and whether to always use same password ii Choose settings and finish saving policy iii Setting is saved in Acrobat not just with the individual file C Edit existing security policy i Select a policy and click Edit at top 7 Redaction A Definition blacking out information particularly sensitive information in a document B Redaction is PERMANENT so always keep a copy of the original C Two steps Mark for Redaction and Apply Redaction i First mark for redaction and when you are sure then apply the redaction ii Remember that it is permanent D Choose Mark for Redaction tool i Drag mouse over text to be redacted box is drawn around text ii Hover mouse over redaction area to preview what it is going to look like the black box E Can change Redaction Tool Properties i Fill color of what covers the redacted text a Ifyou look under this box after the redaction has been applied there is nothing there The box just shows where the redaction occurred ii Mark appearance color the color that goes around the text to be redacted iii Codes FOIA Privacy Act advanced topic F Choose Search and Remove Text tool i Dont rely entirely on the Search function ii Search for single word or phrase multiple words or phrases patt
74. x tool and the Comments are turned off the text will also be turned off D Edit gt Check Spelling works well E Edit Object tool graphical things i Tools gt Edit Object tool Windsor Green a b C ii Edit Objects tool features a Use to select an object or text and drag it to a new location Also used to copy paste a text box or a graphic image Click on an object to select e Right click Control click to move flip rotate etc Right click Control click on graphic choose Edit Object to open source appli cation to edit make changes save The text or image in Acrobat is updated Can be used to move by dragging to a new place on the page and scale by dragging a handle of the object images as well as text Can Copy Paste an image Can crop an image e Called Clip an object in Acrobat e Right click Control click the object and choose Set Clip 28 e The Clip icon scissors appears Adobe e Drag a selection handle to crop Intro to iii Edit an object with the Edit Object tool merodet s Fall 2012 a Right click Control click and choose one of the option Here are a few options e Place image to embed an image e Set clip delete clip e Edit Image Edit Object to open an editor as Photoshop or Illustrator e Properties to edit content tags text and color space F Editing links i Fully stated links absolute URL in source documents are automatically included in the PDF from Acrobat and Reade
75. y expanding listing can click on page of document F Can sort results and save them as a PDF or CSV file Results of searching for Photoshop in my big Acrobat folder Windsor Green 47 Using Acrobat in Professional Printing AN Adobe A Intro to 1 A commercial printer has limited ability to change a PDF that is submitted for printing so for high quality Acrobat printing the author has to do the following A B TO 2 oO 0O Windsor Green Use high quality images Don t outline fonts embed them instead Don t flatten gradients Dont flatten transparency unless necessary Dont convert the color space Proof document and use preflight where possible Use appropriate PDF conversion settings Ask the printer if he wants you to save as PDF X Fall 2012 48
76. y to the PDF C Microsoft Access 2002 and up converts database reports tables queries and forms D AutoCad and Visio support layers which can be turned on off in Acrobat Windsor Green 14 _ Intro to Acrobat A Can not create a PDF from within Acrobat based on a Creative Suite file unlike Office This means Fall 2012 that the Creative suite files are not available to be opened from Acrobat 2 Adobe Illustrator Adobe Creative Suite 1 Creating PDF files is part of the normal File gt Save or File gt Export menu command A Like Acrobat Illustrator files are based on PostScript Illustrator is a vector program Ai B Creating a PDF copy of an Illustrator file is done with the File gt Save As menu i When you save an Illustrator file ai you can choose to save it as PDF compatible This means that it can be shared with other Adobe programs ii Choosing to save as an Adobe PDF file creates a regular PDF and provides standard PDF options C Features available for Adobe PDF i Security and imported raster graphic compression ii Additional graphics printing features transparency output color management layers starting with version of Acrobat 6 iii In the Print dialog box when creating a PDF check Preserve Illustrator Editing Capabilities so that Illustrator can edit PDF files 3 Adobe InDesign A There are 2 methods in CS5 Export for Print all versions of InD and Export for Interactive PDF C

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