Using Help About the built-in help features Using Help for vision- and motor-impaired users Opening the Help documentation Using the How To pages Using Acrobat Online Accessing the Adobe Solutions Network Using online support Customer support Adobe Press The Adobe Certification program
About the built-in help features Adobe® Acrobat® 7.0 Professional offers many built-in features to assist you while you work, including the Help window you're using right now: ● ● ● ● Help documentation. How To pages. (See Using the How To pages.) Tool tips, which identify the various buttons, tools, and controls in the work area by name. These labels appear when you place the pointer over the item you want to identify. Tool tips are also available in some dialog boxes. Help buttons in some dialog boxes.
Using Help for vision- and motor-impaired users Vision- and motor-impaired users can use the Accessibility Setup Assistant to change how PDF documents appear on-screen and are handled by a screen reader, screen magnifier, or other assistive technology. The first time you start Adobe Acrobat 7.0 Professional, the Accessibility Setup Assistant starts if Acrobat detects assistive technology on your system. (See Setting accessibility preferences.
Opening the Help documentation Acrobat 7.0 includes complete, built-in documentation in a fully accessible Help system. The Help documentation provides extensive explanations about the tools, commands, concepts, processes, and keyboard shortcuts. You can print individual Help topics as needed. (See Printing Help topics.) Complete Acrobat 7.0 Help opens in a separate window with two panes: a navigation pane on the left and a topic pane on the right.
Using the Help navigation pane to find topics The Help window opens with the Contents tab selected in the navigation pane. ● ● Click the Contents tab to view the Help topics organized by subject matter, as in the Table of Contents of a book. You can click the icons to the left of the topics to collapse or expand the outline. Click a topic name to show that topic in the topic pane. Click the Search tab to find a specific word in Help. Type the word in the text box, and click Search.
Navigating your Help-session history The Help system maintains a history of your Help session so that you can go back and forth quickly among the topics you open. Click the Previous Topic button on the Help toolbar to return to topics you opened to move forward again. earlier in your Help session. Click the Next Topic button When you close Help, you end your Help session and delete the history.
Printing Help topics You can print any individual topic from the Help documentation. From the Help window, each topic must be printed individually. Your Acrobat 7.0 installation CD includes the Complete Acrobat 7.0 Help documentation as an Adobe PDF file that you can print either in part or as a whole. To print a Help topic: 1. Open the Help topic. 2. Click the Print Topic button on the Help toolbar.
Using other Help features Choosing Help > Acrobat Online leads to links for software downloads, product information, support documents, and more. (See Using Acrobat Online.) The Help menu also contains links to various online resources and references.
Using the How To pages The How To pages supplement the Complete Acrobat 7.0 Help, offering overviews of some popular topics. The How To window appears on the right side of the document pane and never blocks the view of your open document. You can position the How To window to the left of the document pane if you prefer. There are many keyboard shortcuts to help you navigate the How To pages. (See About keyboard shortcuts.) The How To window opens at a How To page.
Using Acrobat Online Through Acrobat Online, you'll find product information and links for downloading plugins and updates, as well as information on training, support, vertical market solutions, and Acrobat-related products. To use Acrobat Online: 1. In Acrobat, Choose Help > Acrobat Online to open the Adobe Acrobat web page. Note: You must have an Internet connection and a web browser installed. Acrobat Online starts your browser using your default Internet configuration. 2.
Accessing the Adobe Solutions Network The Adobe Solutions Network (ASN) provides various product and technical resources for developing with Acrobat and Adobe PDF. Here you can find software developer kits (SDKs), sample libraries, the developer knowledgebase, and technical guides for areas such as JavaScript, pdfmark, and Distiller® parameters. The Adobe Solutions Network for Acrobat is located at http://partners.adobe.com/links/ acrobat (English only).
Using online support If you have an Internet connection, you can use the Online Support command to access additional resources for learning Acrobat. These resources are continually updated. The many useful learning tools available from the Adobe Acrobat support page include stepby-step tutorials, updates and related product downloads, a searchable knowledgebase of answers to technical questions, links to user forums, and Acrobat Top Issues, containing the latest Acrobat technical support solutions.
Customer support When you register your product, you are eligible for product support. Visit the Adobe support website for details or refer to the technical support card provided with the Acrobat documentation. Adobe Systems also provides automated technical support. See the ReadMe file installed with the program for additional information. See the Adobe Acrobat online support page for information on top support issues and troubleshooting information for common problems. (See Using online support.
Adobe Press Adobe Press offers books that provide in-depth training on Adobe software, including the Classroom in a Book® series. To purchase Adobe Press titles, visit www.adobepress.com (English only) or visit your local bookstore.
The Adobe Certification program The Adobe Certification program offers users, instructors, and training centers the opportunity to demonstrate their product proficiency and promote their software skills as Adobe® Certified Experts, Adobe Certified Instructors, or Adobe Authorized Learning Providers. Certification is available for several geographical regions. Visit the Partnering with Adobe website at http://partners.adobe.com (English only) to learn how you can become certified.
ACROBAT ESSENTIALS What is Adobe PDF? Why use Adobe PDF? Working with Adobe Acrobat Updating Acrobat
What is Adobe PDF? Portable Document Format (PDF) is a universal file format that preserves the fonts, images, and layout of source documents created on a wide range of applications and platforms. PDF is the standard for the secure, reliable distribution and exchange of electronic documents and forms around the world. Adobe PDF files are compact and complete, and can be shared, viewed, and printed by anyone with free Adobe® Reader® software.
Why use Adobe PDF? Governments and enterprises around the world have adopted PDF to streamline document management and reduce reliance on paper. For example, PDF is the standard format for the electronic submission of drug approvals to the U.S. Food and Drug Administration (FDA), and for electronic case filing in U.S. federal courts. PDF is also used by the governments of the United Kingdom and Germany for electronic document exchange.
Working with Adobe Acrobat Adobe Acrobat 7.0 Professional software offers robust tools that make it easy to exchange Adobe PDF files, conduct electronic reviews, preflight documents, create fill-in forms, convert layered and large-format engineering drawings to PDF, and deliver final print production output. Browse through these topics to get an overview of Acrobat's capabilities.
If you want to navigate Adobe PDF documents To move through pages of a PDF document, click the navigation buttons on the status bar, use the up and down arrow keys, use the Page Up and Page Down keys, or drag the vertical scroll bar. If the PDF document appears in full-screen mode as a slide show, use the arrow keys to page through the document. (Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), select Full Screen, and then select Show Navigation Bar.
If you want to select and copy text, tables, or images To copy an image, a table, or a small amount of text, use the Select tool . The pointer in the document pane varies depending on whether the pointer hovers over text, an image, or a table. To select text or a table, drag across the text or table. To select an image, click the image. (See Copying and pasting text, tables, and images.
If you want to set tool and object properties You can customize many settings in Acrobat by choosing Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). For setting properties of some tools and other objects, you can use the Properties Bar. For example, while adding note comments to a PDF document, you may want the Note tool to remain selected. To do this, select the Keep Tool Selected option on the Note Tool Properties toolbar.
If you want to insert, append, or extract pages To insert, remove, or use pages in other ways, use the commands on the Document > Pages menu. You can do any of the following tasks: ● ● ● ● ● Insert pages. You can insert pages from another PDF document. Choose Document > Pages > Insert, and then specify the PDF file that you want to insert. This is an easy way to combine PDF documents. Replace pages. You can replace an entire PDF page with another PDF page.
If you want to add headers, footers, watermarks, and backgrounds Choose Document > Add Headers & Footers to add headers and footers. (See Adding headers and footers.) If your document in the original application includes page numbering, those page numbers appear in the PDF document. When you remove pages or combine several PDF documents, page numbers may be out of sequence.
If you want to create documents that extend features to Adobe Reader users If you want to create a PDF document that gives Adobe Reader users some of the tools and features that are normally available only in Acrobat Standard or Acrobat Professional, you need to include additional usage rights.
If you want to create a secure document Acrobat provides several methods of applying security: ● ● ● ● ● ● ● Use digital signatures to indicate approval of a PDF document or form that you filled out. (See Signing Adobe PDF documents.) Certify documents to disallow subsequent changes. (See Certifying documents.) Add passwords and set security options to restrict opening, editing, and printing PDF documents. (See Adding passwords and setting security options.
If you want to create an accessible document for visionand motor-impaired users Acrobat provides a set of features that let you create accessible documents from new or existing PDF documents. ● ● ● ● ● ● Check your Adobe PDF documents for accessibility before distributing them to users. (See Checking the accessibility of Adobe PDF documents.) Optimize PDF documents for reflow by tagging them. (See Tagging Adobe PDF documents for accessibility.
If you want to manage PDF files Acrobat provides a host of features that let you organize and search PDF files: ● ● ● ● Use the Organizer to quickly locate and organize PDF files. (See Using the Organizer window.) Attach PDF or other files to your Adobe PDF document. (See Adding attachments to Adobe PDF documents.) Combine different document types into a single Adobe PDF file by using the Create PDF From Multiple Files command. (See Creating Adobe PDF files from multiple files.
If you want to view an Adobe PDF document on the web PDF documents can be opened either in Acrobat or in a web browser. In Windows, you may need to configure your web browser to open PDF documents. In Acrobat, open the Internet panel of the Preferences dialog box. Select the Check Browser Settings When Starting Acrobat option. Also, make sure that Display PDF In Browser is selected. Then restart Acrobat. If this procedure doesn't work, you may need to update your web browser.
If you want to prepare a document for online viewing ● ● ● ● ● ● Embed fonts when you create the Adobe PDF document. (See Creating custom Adobe PDF settings.) Add navigational elements, such as bookmarks and links. (See Using bookmarks and Using links.) Create a structured or tagged Adobe PDF file to provide as much viewing flexibility as possible. (See About accessibility and Adobe PDF documents.) Reduce the file size so it's as compact as possible. (See Reducing Adobe PDF file size.
If you want others to review an Adobe PDF file If you want people to review your Adobe PDF document and make comments, you can start an automated email-based or browser-based review to simplify the reviewing process. The review features streamline your document reviews by providing a variety of tools and automated support throughout the review cycle. Even Adobe Reader users can participate in a review process if additional usage rights are assigned. And training isn't necessary.
If you want to work with AutoCAD or Visio layers in an Adobe PDF document ● ● ● ● ● Create the Adobe PDF document, and include only those layers you want from your AutoCAD or Visio file. (See Converting Microsoft Visio files (Windows) and Converting Autodesk AutoCAD files (Windows).) Add links and bookmarks to make it easy to move between layers. (See Adding navigability to layers.
If you want to control the color in your document ● ● ● ● ● ● Adjust color settings when you create the Adobe PDF document. (See Creating custom Adobe PDF settings.) Specify a color management engine, define working spaces, and set other color management options. (See Managing color in Acrobat.) Preview color separations in your document. (See Previewing color separations.) Print a color composite or grayscale composite proof to check the colors in the document. (See Setting advanced print options.
If you want to create a document for high-end output: ● ● ● ● ● Create the Adobe PDF document by converting a PostScript® file using Distiller® for more control over the PDF components. (See Creating PostScript files.) Or, change the conversion settings if you create a PDF document from within an authoring application or Acrobat. (See Creating custom Adobe PDF settings.) Check the document for structural integrity. (See About preflight.) Preview separations and transparencies.
Updating Acrobat Acrobat files and components can be updated in a variety of ways. Some updates are available if you open an Adobe PDF document that triggers the updating process. For example, if you open a form that uses Asian-language fonts, Acrobat asks if you want to download the fonts. Other updates are available only from the Help menu, where you must manually install them. Some updates are available using either method.
What's New in Adobe Acrobat 7.
New features With Adobe Acrobat 7.0 Professional, new features and enhancements enable businesses to simplify all their document processes. Acrobat is a critical component of Adobe® Intelligent Document Platform, designed to make it easier to connect people, paper, and applications both inside and outside your business. Creative, engineering, and IT professionals will find tools and features that make it easier to create Adobe PDF files, review documents, and create high-end output.
Adobe PDF document creation Acrobat 7.0 lets you create Adobe PDF easily from within even more applications than before. The improved Create PDF From Multiple Files feature lets you create one Adobe PDF file from different types of files in one quick step. Single-click PDF creation In Acrobat Professional, you have the single-click creation of Adobe PDF files without leaving Autodesk AutoCAD and many of your Microsoft applications, including Office, Project, Access, Internet Explorer, Visio, and Publisher.
Additional usage rights You can assign special rights to a PDF document, making more tools and features available to users of Adobe Reader and letting them save the data that they type in a PDF form, sign documents, participate in online document reviews, and attach files to a PDF document. If a user opens a document that has these additional usage rights, a yellow Document Message Bar displays the additional tools required to work with the document, and Adobe Reader provides instructions.
Working with engineering documents Acrobat 7.0 Professional offers improved PDF creation from popular engineering applications, including Autodesk AutoCAD and Microsoft Visio. Commenting tools are improved for the engineering user. ● ● ● ● Improved PDF creation options. You can convert many office and engineering application files to PDF without leaving your application, and PDF files created using PDFMaker in AutoCAD are now much smaller.
File attachments You can attach PDF and other files to your Adobe PDF document. If you move the PDF document, the attached files automatically move with it. You can search attachments, edit the attachments, and save the edits in the attached file. A description of each attached file appears in the Attachments tab of the navigation pane. You can attach files to an email message by using an eEnvelope that you can encrypt to protect your files during transit.
Forms authoring and management Acrobat 7.0 supports static forms and interactive forms. Interactive forms created with Acrobat or with Adobe Designer, which is available with Acrobat Professional 7.0, let you electronically fill in information, select choices, and digitally sign the document. Adobe Designer lets you lay out a form from scratch, use a form template, or create a fillable and interactive form based on an existing nonfillable form.
Reviewing Acrobat 7.0 supplies all the tools necessary for participating in email-based or browserbased reviews. (Windows browser-based reviews are supported through Internet Explorer. Mac OS browser-based reviews are supported through Safari.) Commenting rights are document-specific; Adobe Reader users can add their comments only to a PDF document that has additional usage rights.
Document security Acrobat 7.0 offers enhanced security features, including more robust signature validation. You can create Adobe PDF documents by using security policies that can expire and revoke documents, as well as maintain accountability by keeping track of who opens protected documents. You can bundle attached files into a secure electronic envelope (eEnvelope) designed to protect documents during transit.
Accessibility You can easily identify reading order problems and use advanced tagging tools to correct them. The new tools make form, figure, and table tagging easier, and even complex magazine and newspaper text flows can be tagged. For vision- and motor-impaired users, the new Accessibility Setup Assistant makes it easy to change how PDF documents are read by assistive technology and how PDF documents appear on-screen. Preferences can be set to have documents automatically open to the last page viewed.
Print production Acrobat 7.0 Professional offers sophisticated print production tools that enable a complete PDF workflow for high-resolution output. You have a print production toolbar and improved job processing controls for high-end printing--you can clear files in the job queue and save the job queue history in Distiller. You can create custom product definitions as Job Definition Format (JDF) files.
XML capabilities XML forms readily allow for web service interactions and compatibility with document processing needs within enterprise-wide infrastructures. You can use Adobe Designer, which comes with Acrobat Professional 7.0, to easily create XML forms.
Language support The extended language support in Acrobat 7.0 allows you to create, view, search, and print PDF documents that contain Central and Eastern European language fonts. Forms entry, comments, and digital signatures are supported in these languages. If you open a document that requires the installation of additional fonts, you are prompted to install the appropriate language font kit using the Check For Updates Now command.
Additional new features Acrobat 7.0 includes many other new and enhanced features to improve how you work: Improved search You can easily search a folder of Adobe PDF files for a particular word or phrase, whether that folder is on your computer or on your network. Acrobat no longer requires that documents be indexed first. You can search PDF files on the Internet.
Looking at the Work Area About the work area Selecting tools Opening documents Navigating in documents Viewing documents Using layout tools Customizing the work area Setting preferences Managing plug-ins Viewing Adobe PDF documents in a web browser Working with non-English languages in Adobe PDF files Working with Adobe Version Cue managed projects
About the work area The Acrobat Professional window includes a document pane that displays Adobe PDF documents and a navigation pane on the left side that helps you browse through the current PDF document. Toolbars at the top of the window and the status bar at the bottom of the window provide other controls that you can use to work with PDF documents. You can also open a How To window on the right side with an overview of common tasks. Acrobat work area A. Toolbars B.
Using the navigation tabs Tabs display such items as a document's bookmarks, page thumbnails, and articles. Tabs appear in the navigation pane on the left side of the document pane or in floating panels. To show or hide tabs in the navigation pane: Do one of the following: ● ● ● Move the pointer over the vertical bar that separates the document pane from the navigation pane. Click the bar when the pointer icon changes to the Double Arrow icon Choose View > Navigation Tabs > [desired tab].
Using context menus Acrobat provides context-sensitive menus that display commands for the particular item under the pointer. For example, you can right-click (Windows) or Control-click (Mac OS) the toolbar area to display a context menu that contains toolbar options and the most commonly used toolbars. To choose a command from a context menu: 1. Position the pointer over an item in the work area, such as a comment, toolbar, bookmark, or document page. 2.
About toolbars The Acrobat toolbar area includes a set of toolbars, some of which appear by default and some of which are hidden. Toolbars open by default A. File toolbar B. Tasks toolbar C. Basic toolbar D. Zoom toolbar E. Rotate View toolbar F. How To toolbar Buttons on the Tasks toolbar behave somewhat differently from other toolbar buttons. Each of these buttons has a menu of commands associated with it. Click the arrow to the right of the button name to open the menu.
Selecting tools As a general rule, you should use the Hand tool when browsing through PDF documents. However, you can select a number of other helpful tools from the toolbars. To select a tool: Do one of the following: ● ● ● ● ● ● ● From the Tools menu, choose the toolbar name, and then choose the tool. To select a visible tool in a toolbar, click the tool, or make the appropriate keystroke. To select the Hand tool temporarily, without deselecting the current tool, hold down the spacebar.
Using the Properties toolbar The Properties toolbar provides easy access to the properties for many tools and objects, including links, comments, form fields, media clips, and bookmarks. The item selected determines the contents of the Properties toolbar. When the Properties toolbar is displayed, it appears by default as a floating toolbar. If you prefer, you can dock it next to the other toolbars. To show or hide the Properties toolbar: 1.
Opening documents You can open an Adobe PDF document from your email application, from your file system, on a network from within a web browser, by choosing File > Open in Acrobat, or by using the new Organizer window. The initial view of the PDF document depends on how its creator set the document properties. For example, a document might open to a particular page or at a particular magnification. When someone sends you a restricted PDF document, you may need to enter a password to open it.
Navigating in documents You can navigate in Adobe PDF documents by paging through them or by using navigational tools such as bookmarks, page thumbnails, and links. You can also retrace your steps through documents to return to where you started.
Paging through documents The navigation controls in the status bar at the bottom of the window provide a quick way to navigate through documents. In addition, you can use menu commands, the Navigation toolbar, and keyboard shortcuts for paging through a PDF document. Navigation controls A. First Page button B. Previous Page button C. Current page D. Next Page button E. Last Page button F. Go To Previous View button G.
Retracing your viewing path After you have navigated through documents, you can retrace your path back to where you started. To retrace your viewing path: Do one of the following: ● ● To retrace your path within an Adobe PDF document, choose View > Go To > Previous View or Next View. The Next View command is available only if you have chosen Previous View. If you're viewing the PDF document in a browser, use options on the Navigation toolbar to move between views.
Navigating with bookmarks Bookmarks provide a table of contents and usually represent the chapters and sections in a document. Bookmarks appear in the navigation pane. For information on adding bookmarks to an Adobe PDF document, see Creating bookmarks. Bookmarks tab A. Bookmarks tab B. Expanded bookmark C. Click to display bookmark Options menu. To browse by using a bookmark: 1. Click the Bookmarks tab on the left side of the window, or choose View > Navigation Tabs > Bookmarks. 2.
Navigating with page thumbnails Page thumbnails provide miniature previews of document pages. You can use thumbnails in the Pages tab to change the display of pages and to go to other pages. The red pageview box in the page thumbnail indicates which area of the page is displayed. You can resize this box to change the zoom percentage. (See Magnifying and reducing the view.) For information on adding thumbnails to a PDF document, see Creating page thumbnails. To browse by using page thumbnails: 1.
Navigating with links Clicking a link in a PDF document is like clicking a link on a website. Links take you to another location in the current document, to other PDF documents, or to websites. The PDF document creator determines what links look like in the PDF document. For information on adding links to a PDF document, see Creating links. Clicking a link can also open file attachments and play 3D content, movies, and sound clips.
Viewing layers Information can be stored on different layers of an Adobe PDF document. The layers that appear in the PDF document are based on the layers created in the original application. You can examine the layers and show or hide the content associated with each layer by using the Layers tab in the Navigation pane. For more information on working with layers, see About Adobe PDF layers. Layers tab A. Eye icon indicates a displayed layer B. Hidden layer To view layers: 1.
Navigating documents with file attachments Acrobat lets you attach any file to an Adobe PDF document so that any user can open it for viewing. If the PDF document is moved to a new location, your attachment automatically goes with it. If you open a PDF document that has files attached, the appears in the Status tray. You can open these files for viewing, edit Attachment icon the file attachments, and save your changes to the attachment. (See Opening and saving attachments.
Reading article threads Articles are electronic threads that lead you through a document. An article typically begins on one page and continues on a different page later in the document, in the same way as articles skip pages in traditional newspapers and magazines. When you read an article, the page view zooms in or out so that the current part of the article fills the screen. For information on adding articles to a PDF document, see Working with articles. To read an article: 1.
Viewing documents Acrobat provides tools that help you adjust the view of your Adobe PDF documents, including simple tools such as Zoom In and Zoom Out, and more advanced tools. You can also adjust the view by rotating pages and determining whether you'll see one page at a time or a continuous flow of pages. You can view the same PDF document in different panes using a split-window view, or you can view copies of the same document in different windows using the New Window command.
Adjusting the page position Use the Hand tool to move around the page so that you can view all the areas of it. Moving an Adobe PDF page with the Hand tool is like moving a piece of paper on a desk with your hand. To adjust the page position: 1. Select the Hand tool. 2. Do either of the following: ● Drag the page up or down. Release the mouse button to stop scrolling. ● If the page is zoomed in to a high magnification, drag the page left or right to view a different area.
Magnifying and reducing the view The toolbar and status bar offer several methods for magnifying the view of PDF documents: ● ● ● ● The Zoom In and Zoom Out tools let you change the document's magnification. The Dynamic Zoom tool lets you zoom in or out by dragging the mouse or mouse wheel up or down. The Pan & Zoom Window tool lets you use a small window to adjust the magnification and position of the view area, similar to using a page thumbnail.
Using the Wireframe view The Wireframe view applies a constant stroke width (one pixel) to lines, regardless of zoom. When you print the document, the stroke width will print at the true width. The Wireframe view is off by default. To use the Wireframe view, choose View > Wireframe. This feature is not available within your browser.
Setting the page layout and orientation Changing the page layout is especially useful when you want to zoom out to get an overview of the document layout. You can use the following page layouts when viewing Adobe PDF documents: ● ● ● ● Single Page displays one page in the document pane at a time. Continuous arranges the pages in a continuous vertical column. Facing arranges the pages side by side, displaying only one or two pages at a time.
Using split-window view The split-window view divides the document pane into two panes (Split command) or four panes (Spreadsheet Split command), allowing you to see different views or pages of the same PDF document at the same time. With the Split command you can scroll, change the magnification level, or turn to a different page in the active pane without affecting the other pane.
Viewing a document in multiple windows You can create multiple windows for the same document using the Window > New Window command. New windows have the same size, magnification, and layout as the original window and open at the same page and on top of the original window. When you open a new window, Acrobat adds the suffix 1 to the original file name and assigns the suffix 2 to the new window. You can open multiple windows with the suffix incrementing with each new window.
Reading documents in read mode The read mode is designed to give you a clean work area for when you're simply reading to retain the menu bar and the PDF documents. Click the Hide Toolbars button navigation pane and move a limited selection of tools to the status bar at the bottom of the work area. After you click the Hide Toolbars button, a tools menu and zooming features appear to the right of Hide Toolbars button. Click the tools menu to select a tool.
Reading documents in Full Screen mode In Full Screen mode, Adobe PDF pages fill the entire screen; the menu bar, command bar, toolbar, status bar, and window controls are hidden. A document creator can set a PDF document to open in Full Screen mode, or you can set the view for yourself. Full Screen mode is often used for presentations, sometimes with automatic page advancement and transitions. (See Setting up a presentation.
Using layout tools Acrobat Professional includes a set of tools that helps you fine-tune the layout of your Adobe PDF documents. Tools such as grids, rulers, guides, measurement tools, and the Info panel are especially useful when you're designing forms, inspecting CAD drawings, and preparing for professional printing.
Viewing grids You can use grids to accurately line up text and objects in a document. When turned on, the grid is visible over the document. The Snap To Grid option aligns an object with the nearest grid line when you move the object. To view or hide the grid: Choose View > Grid. A checkmark appears next to the command name when the grid is displayed. To turn the Snap To Grid option on or off: Choose View > Snap To Grid. A checkmark appears next to the command name when the option is turned on.
Creating ruler guides Horizontal and vertical rulers let you check the size of objects in your documents. You can also create guides in your document, which are especially useful for lining up objects, such as form fields. You can change the unit of measurement and color used in the ruler. To create ruler guides: 1. Choose View > Rulers to display rulers. 2.
Measuring objects in a document The Measuring toolbar helps you measure distances and areas of objects in PDF documents. The measuring tools are especially useful when you want to determine the width, height, or area of objects in a form or CAD drawing, or when you want to measure certain areas of a document before sending it to a professional printer.
Viewing the Info panel The Info panel lets you see the coordinate position of the mouse pointer within the document pane. The position numbering begins at the upper left corner of the document. The Info panel also shows the width and height of a selected object as you resize it. To use the Info panel: 1. Choose View > Navigation Tabs > Info. 2. Move the mouse pointer to view X and Y coordinates.
Customizing the work area You can change the appearance of the work area to better suit your working style. For example, you can change the appearance and location of toolbars and the navigation pane and lock their position on the desktop. The work area that you create becomes the default work area on your system until you change it. To show or hide the menu bar: To hide the menu bar, choose View > Menu Bar. To show it again, press F9.
Setting preferences You can use the Preferences dialog box in Acrobat Professional to define a default page layout and customize your application in many other ways. These preferences control the application on your system; they are not associated with a particular Adobe PDF document. Note: If you install any third-party plug-ins, set these preferences using the Third-Party Preferences menu item. To set preferences: 1.
Preference categories You set the preference options by category: Accessibility Sets preferences for making Adobe PDF documents easier to access for vision- and motion-challenged users. (See Setting accessibility preferences.) Batch Processing Sets batch-processing and security-handler options for processing entire document collections at once. (See Setting the batch-processing preferences.) Catalog Sets indexing parameters, including definitions for custom properties, stop words, and tags.
Startup preferences The Startup panel of the Preferences dialog box defines how documents open and how the application starts. It includes the following options: Maximum Documents In Most-Recently Used List Sets the maximum number of documents listed in the File menu (Windows) or when you choose File > Open Recent File (Mac OS). The default is five for Windows and nine for Mac OS. Remember Files In Organizer History For Sets the maximum period of time for PDF files to be included in the History list.
Page Display preferences The Page Display panel of the Preferences dialog box includes the following options for the appearance of pages: Default Page Layout Sets the page layout used for scrolling when you first open a document. Display Art, Trim, and Bleed Boxes Displays any art, trim, or bleed boxes defined for a document. Display Large Images Displays large images. If your system is slow to display image-intensive pages, you may want to not select this option.
General preferences The General panel of the Preferences dialog box provides the following preference options: Automatically Save Document Changes To Temporary File Every Determines how often Acrobat automatically saves changes to an open document. Automatically Detect URLs From Text Specifies whether web links that weren't created with Acrobat are automatically identified in the PDF document and become clickable links.
Full Screen preferences The Full Screen panel of the Preferences dialog box provides the following navigation and appearance options when an Adobe PDF document is being viewed in Full Screen mode. Advance Every Specifies whether to advance automatically from page to page every set number of seconds. You can page through a document using mouse or keyboard commands even if automatic paging is selected.
Managing plug-ins Plug-ins add more functionality, but they also increase the required amount of memory needed. To minimize that memory, you may want to install only the plug-ins that you use. A plug-in must be located in the plug-ins folder to load correctly. You can temporarily disable plug-ins when starting your software. To disable a plug-in: 1. On Windows, open the plug_ins folder inside the Acrobat folder within the Acrobat 7.0 application folder.
Viewing Adobe PDF documents in a web browser Acrobat makes viewing Adobe PDF documents on the web easy. You can view PDF documents in your browser, or you can set up Acrobat to work as a separate helper application so that when you open or download PDF documents from the web, they open in a separate Acrobat window.
Viewing in a browser in Windows You can view the PDF document in the web browser if you are using Internet Explorer 5.5 or later, Netscape Navigator 7.1 or later, or America Online 9.0 or later. Because keyboard commands may be mapped to the web browser, some Acrobat shortcuts may not be available. Similarly, you may need to use the tools and commands in the Acrobat toolbar rather than the browser toolbar or menu bar.
Viewing in a browser in Mac OS Acrobat 7.0 works automatically with Safari version 1.2.3 or later and Mac OS 10.3 or later to make viewing Adobe PDF documents on the web easy. The first time you open Acrobat 7.0, your system automatically is configured to use Acrobat to open PDF files in your browser. Acrobat does not add any tools or menus to the Safari toolbar and menu bar. Note: Be sure that Safari is not running the first time you start Adobe Acrobat.
Working with non-English languages in Adobe PDF files Adobe Acrobat lets you view, search, and print PDF documents that contain Asian (Traditional and Simplified Chinese, Japanese, and Korean), Central and Eastern European, and Cyrillic text. You can also use these languages when you fill in forms, add comments, and apply digital signatures.
About Asian-language Adobe PDF files This section covers creating and managing Asian-language PDF files on a non-Asianlanguage system. Almost all of the Acrobat features are supported for Traditional and Simplified Chinese, Japanese, and Korean text. In Mac OS, application and system support for Asian text is automatic. In Windows, you must install the Asian language support files by using the custom installation and selecting the Asian Language Support options under Create Adobe PDF and View Adobe PDF.
About Central and Eastern European-language Adobe PDF files You can work with Adobe PDF files that contain Cyrillic text (including Bulgarian and Russian), Central European text, and Eastern European text (including Czech, Hungarian, and Polish), if the fonts are embedded in the PDF files. If the fonts are embedded, you can view and print the files on any system. Fonts do not need to be embedded to use the Search feature.
Working with Adobe Version Cue managed projects Version Cue is an innovative set of features designed to increase your productivity when you work alone or collaborate with others. Version Cue integrates design management into your existing workflows within and across Acrobat 7.0 Professional, Adobe Creative Suite, Adobe® GoLive® CS, Adobe® Illustrator® CS, Adobe® InDesign® CS, Adobe® InCopy® CS, and Adobe® Photoshop® CS.
Finding Adobe PDF Files Using Organizer Using the Organizer window
Using the Organizer window Organizer helps you find PDF files that you've previously opened and PDF files that you've organized into collections and favorites. With Organizer, you can see thumbnail images of PDF pages to quickly find files, organize related PDF files, and quickly browse, find, and sort PDF files that you recently viewed. After you select one or more files, you can start one of several different tasks using the buttons above the file list. Organizer window in Windows A.
Using the categories pane of the Organizer window The categories pane of the Organizer window contains four categories to help you locate and organize PDF files that reside on your computer, on a network, and on the web: ● ● ● ● History contains subcategories that list all PDF files that you've opened during a specified period of time.
Using the files pane of the Organizer window The files pane in the Organizer window lists the PDF files that are within the subcategory or folder selected in the categories pane; each listing of a PDF file displays the file's name, modification date, page number, file size, location, and a thumbnail image of the first page. You can sort the list by file name, metadata information, number of pages, file size, modification date, and date last opened.
Using the pages pane of the Organizer window The pages pane of the Organizer window displays thumbnails for every page of all PDF files that are selected in the files pane. The Zoom slider and buttons at the bottom of the pages pane let you adjust the size of the page thumbnails.
ADOBE PDF CREATION About creating Adobe PDF files Creating Adobe PDF files from other applications Using the Adobe PDF printer Creating a custom page size
About creating Adobe PDF files You can convert a variety of file formats to Adobe Portable Document Format (PDF), a universal file format that preserves all the fonts, formatting, images, and color of a source file, regardless of the application and platform used to create it. Adobe PDF files are compact and can be exchanged, viewed, navigated, and printed by anyone with free Adobe Reader software, while maintaining document integrity.
Creating Adobe PDF files from other applications You can create Adobe PDF files from applications other than Acrobat using any of three methods. Use the Save As or Export command to create an Adobe PDF file from the current file. This method is available in such authoring applications as Adobe® InDesign®, Adobe® Photoshop®, Adobe® Illustrator®, and Adobe® PageMaker®. All the necessary components for creating Adobe PDF files are installed and configured automatically when you perform a typical installation.
Using the Adobe PDF printer In an authoring application such as Adobe InDesign, use the Print command with the Adobe PDF printer to convert your file to Adobe PDF. Your source document is converted to PostScript and fed directly to Distiller for conversion to PDF, without manually starting Distiller. The current Distiller preference settings and Adobe PDF settings are used to convert the file. If you're working with nonstandard page sizes, see Creating a custom page size.
Setting Adobe PDF printing preferences (Windows) Printing preferences apply to all applications that use the Adobe PDF printer, unless you change the settings in an authoring application by using the Page Setup, Document Setup, or Print menus. Note: The dialog box for setting printing preferences is named either Adobe PDF Printing Preferences, Adobe PDF Printing Defaults, or Adobe PDF Document Properties, depending on how you access it.
Setting Adobe PDF printer properties (Windows) In Windows, you can usually leave the Adobe PDF properties unchanged, unless you have configured printer sharing or set security. To set Adobe PDF printing properties: 1. Open the Printers window from the Start menu, and right-click the Adobe PDF printer. 2. Choose Properties. 3. Click the tabs, and select options as needed. To reassign the port that Adobe PDF uses for printing: 1. 2. 3. 4. 5. 6.
Configuring the Adobe PDF printer (Mac OS) In Mac OS, you configure the Adobe PDF printer in three places: Distiller, your authoring application's Page Setup menu, and your authoring application's Print dialog box. To configure the Adobe PDF printer: 1. In Distiller, specify the Adobe PDF settings, font locations, and security. (See Creating Adobe PDF files using Acrobat Distiller and Setting Distiller preferences.) 2.
Creating a custom page size It's important to distinguish between page size (as defined in the source application's Document Setup dialog box for your document) and paper size (the sheet of paper, piece of film, or area of the printing plate you'll print on). Your page size might be U.S. Letter (8-1/2-by-11 inches), but you might need to print on a larger piece of paper or film to accommodate any printer's marks or the bleed area.
Creating Adobe PDF Files Using PDFMaker About Acrobat PDFMaker Converting web pages in Internet Explorer (Windows) Converting Microsoft Office files (Windows) Converting Microsoft Office files (Mac OS) Converting Microsoft Outlook email messages (Windows) Converting Microsoft Project files (Windows) Converting Microsoft Access files (Windows) Converting Microsoft Publisher files (Windows) Converting Microsoft Visio files (Windows) Converting Autodesk AutoCAD files (Windows) Editing PDFMaker conversion sett
About Acrobat PDFMaker Files created in a number of applications (including Microsoft Access, Excel, Internet Explorer, Outlook, PowerPoint, Project, Publisher, Visio, Word, and Autodesk AutoCAD) can be converted directly to Adobe PDF files without leaving the authoring application. In all cases, PDFMaker is used for the conversion in each authoring application and the resulting files are Adobe PDF files. In Windows, the default Acrobat 7.
Converting web pages in Internet Explorer (Windows) Acrobat adds the Adobe PDF toolbar and Convert Current Web Page To An Adobe PDF File button to Internet Explorer 5.01 and later, which allow you to convert the currently displayed web page to an Adobe PDF file, or convert and perform an activity in one easy operation. You can convert more than one web page, even an entire website, to an Adobe PDF file directly within Adobe Acrobat. (See Creating Adobe PDF files from downloaded web pages.
Converting Microsoft Office files (Windows) Files created in a number of Microsoft applications can be converted directly to Adobe PDF without leaving the Microsoft application. In all cases, PDFMaker is used for the conversion, and the resulting files are Adobe PDF files. To verify which applications are supported, see About Acrobat PDFMaker. Choose Adobe PDF > Change Conversion Settings periodically to check which Adobe PDF conversion settings are being used.
About PDF conversion settings (Microsoft Office files) The options in the Acrobat PDFMaker dialog box determine the settings that the PDFMaker feature uses to create a PDF file from a Microsoft Office application file. To learn more about each setting, place your pointer over an option to view a summary of the option. (To display the Acrobat PDFMaker dialog box, choose Adobe PDF > Change Conversion Settings in the Microsoft application.
Converting Microsoft Word headings and styles to Adobe PDF bookmarks You control whether to convert Word headings and styles to bookmarks with the options in the Bookmarks tab of the Acrobat PDFMaker conversion settings. In addition, you can edit the hierarchy of the bookmarks. Note: If a file contains paragraphs formatted using discontinuous heading sizes, PDFMaker inserts blank bookmarks for each missing level. To change the Bookmark options: 1.
Converting Microsoft Word document features to Adobe PDF features You can use the PDF conversion settings to convert visible Word comments to PDF notes, and Word cross-references, tables of contents, footnotes, and endnotes to PDF links. To change the Word Features options: 1. In Word, choose Adobe PDF > Change Conversion Settings, and click the Word tab. 2. Select the options you want to convert in the Word Features section. 3.
Converting Microsoft Office files (Mac OS) The default Acrobat installation adds two Convert To Adobe PDF buttons to the toolbar that let you create Adobe PDF files quickly and easily from within Microsoft Word, Excel, and PowerPoint. When using these buttons to create PDF files, define the conversion settings in Distiller. Note: Password-protected Excel files can't be converted to a PDF file. Also, many PowerPoint features aren't converted when you produce a PDF file from a PowerPoint file on Mac OS.
Converting Microsoft Outlook email messages (Windows) Acrobat adds the PDFMaker toolbar to the Microsoft Outlook application, which lets you convert one or more email messages, or a folder of email messages, to an Adobe PDF file or append an email message to an existing PDF file. In addition, the Attach As Adobe PDF toolbar appears in the Outlook email Message window. The Attach As Adobe PDF toolbar lets you convert a file to a PDF file and attach the PDF file to the email message.
Converting Microsoft Project files (Windows) You convert Microsoft Project files to Adobe PDF files in the same way as you convert Office files to Adobe PDF files, except in Project, you can convert only the currently selected view. To change the PDF conversion settings, choose Adobe PDF > Change Conversion Settings in Project. (For information on the conversion settings, see About PDF conversion settings (Microsoft Office files).) To convert a Microsoft Project file to an Adobe PDF file: 1.
Converting Microsoft Access files (Windows) You convert Microsoft Access files to Adobe PDF files in the same way as you convert Office files to Adobe PDF files. (See Converting Microsoft Office files (Windows).) To edit the PDF conversion settings in Access, choose Adobe PDF > Change Conversion Settings. (For information on the conversion settings, see About PDF conversion settings (Microsoft Office files).
Converting Microsoft Publisher files (Windows) Adobe PDF files converted from Microsoft Publisher support crop marks, bleed marks, links, bookmarks, spot colors, transparency, and CMYK color conversion. To convert a Microsoft Publisher file to an Adobe PDF file: 1. Open the Publisher document. 2. Click one of the following buttons on the toolbar: ● The Convert To Adobe PDF button . ● The Convert To Adobe PDF And EMail button .
Converting Microsoft Visio files (Windows) The default Acrobat installation adds the PDFMaker toolbar to Microsoft Visio, which lets you convert one or more pages in a Visio file to an Adobe PDF file quickly and easily from within Visio. Adobe PDF files created from Visio files preserve page sizes and support layers, searchable text, custom properties, links, bookmarks, and comments.
Selecting Visio layers to convert to Adobe PDF layers You can convert a Visio drawing that contains layers to a PDF file and retain some or all of the layers in the resulting PDF document, or you can flatten the layers. Visio layers to convert A. Layers in the Visio file B. Visio layers to convert to PDF layers To select Visio layers to convert to PDF layers: 1. In Visio, start to convert a Visio file to an Adobe PDF file. (See Converting Microsoft Visio files (Windows).
Converting Autodesk AutoCAD files (Windows) The default Acrobat installation adds three Convert To Adobe PDF buttons to the toolbar that allow you to create Adobe PDF files quickly and easily from within AutoCAD. You can convert your AutoCAD data into a PDF file that preserves layers and layouts. You can create PDF settings to define the layers and layer status in the resulting PDF file. You can then name, save, and reuse these settings for subsequent conversions.
Selecting AutoCAD layers to convert to Adobe PDF layers If you choose to create a PDF file that retains some AutoCAD layers, you can specify which layers are preserved in the PDF file. The Layers In Drawing list shows all the layers in the AutoCAD file. You transfer layers that you want to be present in the Adobe PDF file from the Layers In Drawing list to the Layers In PDF list. Only layers and objects of layers present in the Layers In PDF list are present in the Adobe PDF file.
Saving AutoCAD layer conversion settings You can name a PDF settings configuration only after you have added at least one AutoCAD layer from the Layers In Drawing list to the Layers In PDF list. Until then, the Add PDF Setting button is unavailable. Any settings you have created previously are available in the PDF Layer Settings menu. You can reuse these settings, or edit and rename them at any time. To name and save a PDF setting: 1. In AutoCAD, start to convert an AutoCAD file to an Adobe PDF file.
Editing PDFMaker conversion settings (Windows) You can use one of several sets of predefined PDFMaker settings for converting application files to Adobe PDF files, or you can customize the settings in the Acrobat PDFMaker dialog box. To display the PDF conversion settings, choose Adobe PDF > Change Conversion Settings in your third-party application.
Creating Adobe PDF Files Using Acrobat Creating Adobe PDF files using Acrobat Distiller Creating PostScript files Creating Adobe PDF files from various file types Creating Adobe PDF files by dragging and dropping Creating Adobe PDF files from multiple files Creating Adobe PDF files from paper documents Creating Adobe PDF files from downloaded web pages Creating Adobe PDF files from screen captures Setting conversion options for image files Setting conversion options for nonimage files Setting display optio
Creating Adobe PDF files using Acrobat Distiller Acrobat Distiller provides easy and repeatable Adobe PDF creation according to your specifications. By defining customized settings, you create PDF files that are specifically tailored to meet your needs. In the Acrobat Distiller window, you select the Adobe PDF settings to use when converting documents to PDF files.
Setting Distiller preferences The Distiller preferences control global Distiller settings. To set Distiller preferences: 1. In Acrobat Distiller, choose File > Preferences (Windows), or choose Distiller > Preferences (Mac OS). 2. Specify any of the following preferences: ● To be notified if a watched folder becomes unavailable or can't be found, select Notify When Watched Folders Are Unavailable.
Creating PostScript files In some cases, you might first want to create a PostScript file and then convert this file to Adobe PDF. For example, advanced users might want to use this method to fine-tune the creation of the PDF document by inserting Distiller parameters or pdfmark operators into the PostScript file. For details, see the Acrobat Distiller Parameters manual and pdfmark Reference Manual at http://partners.adobe.com/links/acrobat (English only) on the Adobe website.
Using watched folders to convert PostScript files automatically You can configure Distiller to look for PostScript files in certain folders called watched folders. Distiller can monitor up to 100 watched folders. When Distiller finds a PostScript file in the In folder of a watched folder, it converts the file to Adobe PDF and moves the PDF document (and usually the PostScript file and any associated log file) to the Out folder.
Creating Adobe PDF files from various file types You can convert different types of files to Adobe PDF by opening the files using the Create PDF From File command. Supported file types are listed in the Open dialog box, in the Files Of Type (Windows) or Show (Mac OS) menu. You can use the default conversion settings or customize the conversion settings. In Windows, you can also right-click a file in Windows Explorer and choose a Convert To Adobe PDF command from the context menu.
Creating Adobe PDF files by dragging and dropping You can convert a variety of image, HTML, and plain-text file types to Adobe PDF files by dragging the files into the document pane of the Acrobat window or onto the Acrobat icon. To create an Adobe PDF file by dragging and dropping: Do one of the following: ● (Windows) Drag the file into the open Acrobat window or onto the Acrobat icon.
Creating Adobe PDF files from multiple files You can convert different types of files and combine them into one Adobe PDF file by using the Create PDF From Multiple Files command in Acrobat. You can also use this command to combine PDF files. This command uses the conversion settings specified in the Convert To PDF preferences. Adobe PDF documents created from multiple files have structured bookmarks that enable you to print, delete, or extract individual documents from the combined PDF document.
Creating Adobe PDF files from paper documents You can create an Adobe PDF file directly from a paper document using a scanner. During scanning, you can specify whether to create a searchable Adobe PDF file by applying optical character recognition (OCR) while scanning, or create an image-only PDF file--that is, a bitmap picture of the pages that can be viewed but not searched.
Converting scanned pages to Adobe PDF You can use the Create PDF From Scanner command to run your scanner. Before you begin scanning, make sure that your scanner is installed and working correctly. Follow the scanner instructions and test procedures to ensure proper setup. (See Scanning tips.) TWAIN scanner drivers, which are industry-standard drivers compatible with almost all desktop scanners, are supported, together with Windows Image Acquisition (WIA) drivers on Windows XP.
Using Image Settings options The Image Settings options control how scanned images are filtered and compressed in the Adobe PDF document. Default settings are suitable for a wide range of document pages, but you may want to change settings for higher quality images, smaller file sizes, or scanning issues. Two controls determine how each scanned page is represented in the PDF document: ● ● For Color/Grayscale, select either Adaptive or JPEG. For Monochrome, select JBIG2, Adaptive, or CCITT Group 4.
Scanning tips Before you scan paper documents, consider the following tips and techniques: ● ● ● Acrobat scanning accepts images between 10 and 3,000 ppi. However, if you select Searchable Image or Full Text & Graphics for PDF Output Style, input resolution of 144 ppi or higher is required, and input resolution higher than 600 ppi is downsampled to 600 ppi or lower. For most pages, black-and-white scanning at 300 ppi produces text best suited for conversion.
Converting image-only scanned pages to searchable text If you did not apply OCR when you scanned the paper document, you can apply it afterward using the Recognize Text Using OCR command. OCR software enables you to search, correct, and copy the text in a scanned Adobe PDF file. You can convert the pages in one of three file formats: Formatted Text and Graphics, Searchable Image (Exact), and Searchable Image (Compact).
Correcting words on converted pages If you choose the PDF Formatted Text and Graphics format as the PDF Output Style, Acrobat "reads" bitmaps of text and tries to substitute words and characters for the bitmaps. When it isn't certain of a substitution, it marks the word as a suspect. Suspects are shown in the PDF as the original bitmap of the word, but the text is included on an invisible layer behind the bitmap of the word. This makes the word searchable even though it is displayed as a bitmap.
Creating Adobe PDF files from downloaded web pages An Adobe PDF file created from HTML pages is like any other PDF file. You can download and convert web pages by specifying a URL, by opening web pages from a link in an Adobe PDF file, and by dragging and dropping a web link or HTML file onto an Acrobat window icon.The web pages are converted to PDF and opened in the document pane. You can navigate through the file and add comments and other enhancements to it.
Converting web pages by specifying a URL You can download and convert web pages from the top level of a URL, with each web page becoming multiple PDF pages if necessary. You determine whether to download pages from the top level of a site, from a specified number of levels below the top level, or from the entire site. If you later append another level to a site that is already converted to a PDF file, only the additional levels are added. To convert web pages by specifying a URL: 1.
Downloading and converting linked web pages If a web page that you converted to an Adobe PDF file contains links, you can download and convert any of these linked web pages. The new pages can be appended to the current PDF file or opened in a new file. After pages have been converted, links to these pages change to internal links, and clicking a link takes you to the PDF page, rather than to the original HTML page on the web.
Specifying conversion settings for capturing web pages You can specify conversion settings for each type of file to be downloaded. These options apply to web pages to be converted to PDF, not to pages already converted. You can use the Preferences dialog box to restore the original options. To open the Web Page Conversion Settings dialog box: 1. Do one of the following: ● Choose File > Create PDF > From Web Page, or choose From Web Page from the Create PDF menu on the toolbar.
Setting display options for converted HTML pages You can determine the font properties and other display characteristics, such as text and background colors, of HTML pages that you convert to Adobe PDF pages. To set display options for HTML pages: 1. Do one of the following to open the Web Page Conversion Settings dialog box: ● Choose File > Create PDF > From Web Page, or choose From Web Page from the Create PDF menu on the toolbar. ● Click the Create PDF From Web Page button on the toolbar.
Setting Web Capture preferences You can set several preferences for opening Adobe PDF documents created from web pages and for customizing the process of converting web pages to Adobe PDF documents. To set Web Capture preferences: 1. In the Preferences dialog box, select Web Capture on the left. 2. In the Verify Stored Images menu, specify how often to check if images have changed on the website. 3. Choose whether to open linked pages in Acrobat or in a web browser. 4.
Creating Adobe PDF files from screen captures You can quickly convert screen captures to Adobe PDF files. To convert screen captures to Adobe PDF files: Do one of the following: ● ● (Windows) In an authoring application such as Adobe Photoshop, capture the current window to the Clipboard. Then in Acrobat, choose File > Create PDF > From Clipboard Image, or choose From Clipboard Image from the Create PDF menu. (You can also use the PrntScrn key to copy the screen to the Clipboard.
Setting conversion options for image files You can set compression and color management options for supported image files. The compression settings are predefined (and unavailable) for JPEG and JPEG2000. Note: JPEG2000 compression is not backward compatible with Acrobat 4.0. Full object stream compression is not backward compatible with Acrobat 4.0 or 5.0.
Setting conversion options for nonimage files You can set Adobe PDF settings and Adobe PDF Security settings for supported application files. For Adobe PDF settings, you can select a predefined set of options or you can edit the settings by clicking View. (See Using default Adobe PDF settings files and Creating custom Adobe PDF settings.) For Adobe PDF Security, you can select a predefined option--None, Reconfirm Security For Each Job, or Use Last Known Security Settings.
Setting display options for converted text files You can determine the font properties and other display characteristics of text files that you convert to Adobe PDF files. To set display options for plain text files: 1. Do one of the following to open the Web Page Conversion Settings dialog box: ● Choose File > Create PDF > From Web Page, or choose From Web Page from the Create PDF menu on the toolbar. ● Click the Create PDF From Web Page button on the toolbar.
Adobe PDF Settings Using default Adobe PDF settings files Creating custom Adobe PDF settings Adobe PDF settings options Making custom Adobe PDF settings available to other users Compressing and downsampling images Accessing and embedding fonts
Using default Adobe PDF settings files Adobe PDF settings, which are customizable, determine the characteristics of the PDF file created. You can choose from several sets of default Adobe PDF settings. (Options may vary depending on the Adobe authoring application.) You should evaluate the default PDF settings with your service provider and decide whether to use those or create a custom set based on their prepress and post-processing requirements. Note: Check your Adobe PDF settings periodically.
Creating custom Adobe PDF settings You may want to create custom conversion settings for certain jobs or output devices. The selections you make determine such things as whether the document fonts are embedded and subsetted at 100%, how vector objects and images are compressed and/or sampled, and whether the resulting Adobe PDF file includes high-end printing information such as OPI comments. For detailed information about all the settings, see Adobe PDF settings options.
Adobe PDF settings options You can edit the options in a selected settings file. The settings panels appear different in Windows and Mac OS.
General options The General options enable you to specify the version of Acrobat to use for file compatibility and other file and device settings. Adobe PDF Settings dialog box with the General panel displayed Compatibility Sets the compatibility level of the Adobe PDF file. When you create PDF files, you need to decide which PDF version to use. Generally speaking, you should use the most recent version (in this case version 1.
Images options The Images options specify compression and resampling for images. You may want to experiment with these options to find an appropriate balance between file size and image quality. (See Compressing and downsampling images.) Adobe PDF Settings dialog box with the Images panel displayed Downsample To downsample color, grayscale, or monochrome images, Distiller combines pixels in a sample area to make one larger pixel.
Fonts options The Fonts options specify which fonts to embed in an Adobe PDF file, and whether to embed a subset of characters used in the PDF file. You can embed OpenType, TrueType, and Type 1 fonts. Fonts that have license restrictions are preceded by the Lock icon . If you select a font with a license restriction, the nature of the restriction is described in the explanation area of the Adobe PDF Options dialog box. For more information on working with fonts, see Accessing and embedding fonts.
Color options Whether you are using color management information in the PostScript file, using Distiller CSFs, or defining custom settings, you set all color management information for Distiller on the Color panel of the Adobe PDF Settings dialog box. For more information on color management, see Managing color in Acrobat. Adobe PDF Settings dialog box with the Color panel displayed Settings File Choose the color setting you want to use.
Advanced options The Advanced options specify which Document Structuring Conventions (DSC) comments to keep in an Adobe PDF file and how to set other options that affect the conversion from PostScript. In a PostScript file, DSC comments contain information about the file (such as the originating application, the creation date, and the page orientation) and provide structure for page descriptions in the file (such as beginning and ending statements for a prologue section).
Standards options You can check document content in the PostScript file to make sure it meets standard PDF/ X1-a, PDF/X-3, or PDF/A criteria before creating the Adobe PDF file. For PDF/Xcompliant files, you can also require that the PostScript file meet additional criteria by selecting options in the Standards panel. The availability of options depends on the standard you select. The PDF/X standards are ISO standards for graphic content exchange.
Making custom Adobe PDF settings available to other users You can reuse and share settings with other users. If you save the custom settings file in the default settings folder, it becomes available to all users, and is included in the Default Settings menu. But you can also add Adobe PDF settings files that were saved in another location to the Default Settings menu. To add custom Adobe PDF settings to the Default Settings menu: Do one of the following: ● ● ● Drag the .
Compressing and downsampling images When converting PostScript files to Adobe PDF, you can compress text and line art (which is also called vector objects), and compress and downsample color, grayscale, and monochrome images. Line art is described with a mathematical equation and is usually created with a drawing program such as Adobe Illustrator. Images are described as pixels and are created with paint programs or from scanners.
Methods of compression Distiller applies ZIP compression to text and line art, ZIP or JPEG compression to color and grayscale images, and ZIP, CCITT Group 3 or 4, or Run Length compression to monochrome images. Suitable compression methods for different art types A. ZIP B. JPEG C. CCITT D.
Applying different settings to different images When Distiller processes a file, it normally applies the compression settings to images throughout the file. If you want images in a file to be compressed and downsampled using different methods, you can do this in several ways: ● ● ● ● Use Adobe Photoshop to resample and compress images before processing with Distiller. In this case, you should deselect the compression and downsampling or subsampling options in Distiller.
Accessing and embedding fonts When converting a PostScript file to Adobe PDF, Distiller needs access to the file's fonts to be able to insert appropriate information in the PDF file. Distiller can access a file's fonts in several ways: ● ● ● Type 1, TrueType, and OpenType fonts can be included in the PostScript file. For information on including fonts in a PostScript file, see the documentation that came with the application and printer driver you are using to create the PostScript file.
Adding and removing fonts Acrobat provides a default font folder for Distiller to monitor. You can also add your own font folders. If a PostScript file that Distiller is converting refers to a font but does not contain the font itself, Distiller looks in these folders for the font information.
About font embedding and substitution A font is embedded only if it contains a setting by the font vendor that permits it to be embedded. Embedding prevents font substitution when readers view or print the file, and ensures that readers see the text in its original font. Embedding increases file size only slightly, unless the document uses double-byte fonts--a font format commonly used for Asian languages. You can embed the entire font, or just a subset of the characters used in the file.
Previewing Adobe PDF documents without embedded fonts You may want to see a preview of how substituted fonts will look in your Adobe PDF document to help you decide which fonts to embed. To preview an Adobe PDF document without embedded fonts: In Acrobat, choose Advanced > Use Local Fonts to specify whether Acrobat should ignore the fonts installed on your system. When Use Local Fonts is not selected, Acrobat displays the PDF file using substitute fonts for all fonts that are not embedded.
Finding PostScript font names If you need to enter a font name manually on the Fonts panel of the Adobe PDF Settings dialog box, you can use an Adobe PDF file to find the exact spelling of the name. To find a PostScript font name: 1. 2. 3. 4. Use any application to create a one-page document with the font. Create an Adobe PDF file from the document. Open the PDF file with Acrobat, and choose File > Document Properties > Fonts.
Saving and Converting Adobe PDF Content Saving Adobe PDF files Reducing Adobe PDF file size Converting Adobe PDF documents to other file formats Converting images to an image format
Saving Adobe PDF files If you modify an Adobe PDF document in Adobe Acrobat Professional--for example, by adding comments--you can save your changes by saving the PDF file or saving a copy of the PDF file. You can also save changes to your work incrementally and then recover those changes if a problem occurs. Note: Saving a digitally-signed PDF document invalidates the signature.
Saving document changes If the document properties allow, you can save your changes to the current Adobe PDF document. Otherwise, you can save your changes to a new PDF file. To save changes to a PDF document: Do one of the following: ● ● To save the changes to the current document, choose File > Save. To save the modified document to a new file, choose File > Save As. For Save As Type (Windows) or Format (Mac OS), choose Adobe PDF Files (*.pdf). Type a name and location, and click Save.
Preventing and recovering lost changes The Autosave feature guards against losing your work in case of a power failure by incrementally, and at regular intervals, saving file changes to a specified location. The original file is not modified. Instead, Acrobat creates an autosave file of changes, which you can recover in the event of a power failure or other problem. An autosave file includes the changes you made to the open file since the last automatic save.
Reducing Adobe PDF file size Reducing the size of Adobe PDF files improves their performance--particularly when they're being accessed on the web--without altering their appearance. You can sometimes reduce the file size of an Adobe PDF file simply by using the Save As command. This resaves the file and does not require access to the source file used to generate the Adobe PDF file.
Converting Adobe PDF documents to other file formats You can convert text and images in Adobe PDF documents to a different file format using the Save As command. When you save files to an image file format, each page is saved as a separate file. You can also extract content from PDF documents using the selection tools to select text, tables, and images, and then copy and paste them into other applications. For example, you can select a table and open it in Microsoft Excel.
Conversion options for PostScript or Encapsulated PostScript (EPS) You can convert an Adobe PDF document to PostScript for use in printing and prepress applications. The PostScript file includes full DSC (Document Structuring Conventions) comments and other advanced information preserved by Distiller. You can also create an EPS file from any Adobe PDF document for placement or opening in other applications. The options available depend on whether you are converting a document to PostScript or EPS.
Conversion options for HTML, XML, or plain text format By default, images are converted to JPEG format. Encoding Refers to the binary values, based on international standards, used to represent the text characters. UTF-8 is a Unicode representation of characters using one or more 8-bit bytes per character. UTF-16 is a Unicode representation of characters using one or more 16-bit bytes per character. ISO-Latin-1 is an 8-bit representation of characters that is a superset of ASCII.
Conversion options for JPEG and JPEG2000 format When you save a PDF document in an image format, each page is saved as a separate file. By default, files are saved in the same folder as the source file. If you have combined and converted multiple JPEG files into an Adobe PDF file and you want to retrieve one or more of the JPEG images for editing, you can use the Export function of the Picture Task plug-in to export images in JPEG format and open them in an image-editing application.
Conversion options for PNG format PNG format is useful for images that will be used on the web. When you save an Adobe PDF document in an image format, each page is saved as a separate file. By default, files are saved in the same directory as the source file. Interlace None creates an image that displays in a web browser only after downloading is complete. Adam7 creates an image that displays low-resolution versions in a browser while the full image file is downloading.
Conversion options for TIFF format TIFF is a flexible bitmap image format supported by virtually all paint, image-editing, and page-layout applications. When you save an Adobe PDF document in an image format, each page is saved as a separate file. By default, files are saved in the same directory as the source file. Resolution is determined automatically. Monochrome Choose a compression format. CCITTG4 is the default and generally produces the smallest file size. ZIP compression also produces a small file.
Conversion options for Rich Text Format or Microsoft Word format If you have an Adobe PDF version of a document, but you don't have the original application file, you can save the text to Rich Text Format (RTF), a standard for exchanging content between text-editing applications. Images are saved by default in JPEG format. You can also convert Adobe PDF files to Microsoft Word format (.doc).
Converting to accessible text You can convert a PDF document to accessible text or plain text. Accessible text follows the reading order preference selected in the Reading preferences, and includes comments and form fields in its output. Accessible text also includes some formatting, such as line breaks. Any alternate text in the document tags is used in place of images and figures.
Converting images to an image format In addition to saving every page (text, images, and vector objects) to an image format using the File > Save As command, you can convert each image in an Adobe PDF file to an image format. Note: You can export raster images, but not vector objects. To convert each image in an Adobe PDF file to an image file format: 1. Choose Advanced > Export All Images. 2. In the Export All Images As dialog box, choose the image type for Save As Type (Windows) or Format (Mac OS).
FORMS About Adobe PDF forms Setting Forms preferences
About Adobe PDF forms An Adobe PDF form is an electronic-based document that can collect data from a user and then send that data via email or the web. A PDF form can contain static or interactive form fields; interactive form fields let the user fill in the form using his or her computer, while static form fields must be printed and filled in by hand.
Elements of an Adobe Acrobat PDF form A PDF form created by Acrobat Professional can contain the following form elements: Button Can specify an action, such as opening a file, playing a sound, or submitting data to a web server. Check boxes Present a group of choices from which you can typically select one or more items. Combo box Presents a list of items in a pop-up menu for you to choose from or lets you enter your own values.
Guidelines for creating a new form in Adobe Acrobat Professional To design a form from scratch, follow these general steps: ● ● ● ● ● Define the form data you need to collect. Your data requirements determine the types of form fields to add to the form. Design the form based on usability and visual appeal. Study examples of related forms, and sketch out the form on paper. Determine the size of the form.
Setting Forms preferences To control various aspects of your interaction with form fields, use the Forms preferences. Note: These preferences aren't saved with a PDF form. The Forms preferences affect only how Acrobat handles forms that you open. To set Forms preferences: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and select Forms on the left. 2.
Creating Adobe PDF Forms Using Adobe Designer to create forms (Windows) Making a form fillable Creating forms from scratch Creating and editing form fields Setting Acrobat form field properties Positioning form fields Using templates to generate forms dynamically with Acrobat Creating buttons Making Adobe PDF forms accessible Making Adobe PDF forms web-ready Using custom JavaScripts in forms
Using Adobe Designer to create forms (Windows) Adobe Designer is an application that comes with Adobe Acrobat Professional for Windows and can also be purchased separately. Designer lets you lay out a form from scratch, use a form template, or create a fillable and interactive form based on a nonfillable form. More advanced features in Designer let you use scripting objects, integrate a form with a data source, and create dynamic forms.
About Adobe Designer (Windows) Adobe Designer simplifies the creation of form designs for deployment as Adobe PDF or HTML forms. Using Designer, you can drag images and form objects, such as list boxes, drop-down lists, and buttons, onto a blank form. You can design a form, define its logic, modify it to match paper counterparts or meet strict legislative requirements, and then preview and test the form using Designer before deploying it.
Starting Adobe Designer (Windows) You can start the Adobe Designer application from within Adobe Acrobat Professional while initiating a forms-related task to perform in Designer or start Designer as you would any other stand-alone application on your computer. (For complete information on using Adobe Designer, choose Help > Adobe Designer Help in Adobe Designer.) Note: Acrobat comments and file attachments in a PDF document aren't included in the PDF document copy that is opened in Designer.
Making a form fillable You can add interactive form fields to a PDF document by using the extensive form tools in Adobe Designer (Windows) or the basic form tools in Acrobat Professional. If you want the most feature-rich form creation tools, have more advanced form needs, or have forms critical to your business, use Adobe Designer. (See Starting Adobe Designer (Windows).) To start Designer using Acrobat and edit a PDF document: 1. Open the PDF document in Acrobat. 2.
Creating PDF forms from existing paper forms Creating an Adobe PDF form from an existing form lets you maintain your organization's corporate identity and branding while saving you the effort of re-creating the form. To use an existing paper form, you can scan the paper form directly into Acrobat or you can scan the paper form and convert it to PDF using another application (see Creating Adobe PDF files from other applications).
Creating forms from scratch Adobe Designer is a client-based point-and-click graphical form design tool that simplifies the creation of form designs for deployment as Adobe PDF or HTML forms. Designer lets you create a new blank form or create a new form from a template. You also have the option to explore sample forms. Using Designer, form authors can drag and drop images and other objects, such as list boxes, drop-down lists, and command buttons, onto their forms.
Creating and editing form fields If you've already created a PDF form with the Acrobat form tools, but want to take advantage of the extensive form tools in Designer, you can use Designer to import the PDF form or you can use the Edit Fillable Form command in Acrobat to start the import process. The more limited form features in Acrobat let you create a form field by choosing one of the form tools, defining the area of the field on the Adobe PDF document page, and naming the field.
Editing or deleting form fields in Acrobat You can edit the properties of, resize, or delete a single form field or multiple form fields simultaneously. To resize one or more form fields: 1. Select the form fields you want to resize. (See Selecting form fields.) 2. Do one of the following: ● To resize the fields by dragging, select the form tool that was used to create the form field, and then drag any border handle on the field. Press Shift to maintain the current aspect ratio of the form field.
Selecting form fields You can select multiple form fields and then modify the appearance, size, and location of all of them at once. When you select multiple form fields, the last one you select is highlighted in red, and is designated as the anchor. The other form fields are highlighted in blue. If you use a marquee to select form fields, the form field that was created first is designated as the anchor.
Duplicating form fields You can duplicate form fields on the same page or across pages. When you duplicate a form field, users can fill in one form field and have that information appear in all the form fields with the same name, no matter what page they are on. The copied form fields can be given different appearances, but they must have the same name and actions. Changing an action in a form field changes the action for all form fields with the same name, with the exception of mouse actions.
Creating multiple form fields with Acrobat You can quickly create multiple form fields that have the same field types or even different form field types. You set up the first row or column of form fields, which act as the anchor row or column. Then you select the number of rows and columns, the size of the fields, and the overall position of all the fields on the page. The new fields are named according to the anchor name and appended with a number.
Setting Acrobat form field properties You can set a variety of properties for an Acrobat form field, depending on the form field type. For example, the combo box and text form fields include format, validation, and calculation properties; however, these settings are not available for a check box form field. To save time when creating form fields, you can define default properties for a specific form field type, which you can then use as a template when you add another form field of the same type.
Defining the tabbing order of form fields If a PDF document isn't tagged and doesn't have a specified tab order, the order in which the form fields were created determines their tabbing order. If a PDF document is tagged, the document structure determines the form fields' tabbing order unless the user has deselected the Tab Order option in the Accessibility preferences. (See Setting accessibility preferences.
Changing Acrobat check box properties Check boxes are the simplest form fields and they share the same General, Appearance, and Actions tabs as the other form field types. The Options tab contains a few simple properties that you can change to customize your check box form field. Note: The size of the check inside the check box is determined by the size of the font you specify on the Appearance tab. To change check box properties: 1.
Changing combo box properties The Options tab in the Combo Box Properties dialog box specifies a list of items and export values for a user to select from, and how the items are managed. You can also allow the user to enter a custom value directly into the combo box. To change combo box properties: 1. In the Combo Box Properties dialog box, click the Options tab. 2. In the Item field, enter the first item in the list. 3.
Changing text field properties Text fields can be set up to accept user input, to display text strings, and to allow multiple lines of text. You can also set a wide variety of text field properties, such as limiting the number of characters a user can type into the field, and displaying lines between each character inside the text field. Text fields with and without the Comb property A. Four text fields with a border color, using the Comb property B.
Format options In the Select Format Category menu, you can choose the format of data entered in text and combo box form fields, such as numbers, percentages, dates, and times. In the Special category, you can select the format for ZIP codes, telephone numbers, and social security numbers. You can also use the Arbitrary Mask option to specify the types of characters the user can enter in any given position, and how the data displays in the field.
Validation options Use validation properties to restrict entries to specified ranges, values, or characters. This ensures that users enter the appropriate data for a specified form field. You can also use custom JavaScripts to define other types of validation, such as allowing only alphabetic entries in a form field. To access the Acrobat JavaScript Scripting Reference, go to http:// partners.adobe.com/links/acrobat (English only) on the Adobe website.
Calculation options The calculation options let you perform mathematical operations on existing form-field entries and display the result. You can use the common operations predefined in the Calculate Properties dialog box, or you can define more complex operations using a custom JavaScript. To access the Acrobat JavaScript Scripting Reference, go to http:// partners.adobe.com/links/acrobat (English only) on the Adobe website.
Changing list box properties The properties for a list box form field are similar to the properties for a combo box. However, the Selection Change tab allows you to assign a JavaScript action that is executed any time a user selects or switches between items in the list. For example, you can play a sound or display an image as the user changes selections. To change list box properties: 1. In the List Box Properties dialog box, click the Options tab. 2. Enter a name in the Item field. 3.
Changing radio button properties To create related radio buttons, each radio button field must have the same Name property as the related radio buttons, and each must have a unique export value. The export value is the information that distinguishes and identifies the radio button and can be used by a CGI application on a web server. (See Defining CGI export values.) To change radio button properties: 1.
Changing digital signature field properties When you create a digital signature form field, you can specify an action to be executed when the form field is signed. (See Signing Adobe PDF documents.) To change digital signature field properties: 1. In the Digital Signature Field Properties dialog box, click the Signed tab, and then do one of the following: ● Select Nothing Happens When Signed. This is the default. ● Select Mark As Read-Only to lock the named field when the form field is signed.
Positioning form fields You can position form fields in a PDF file manually; by aligning, centering, or distributing multiple fields relative to one other; or by using a grid for precise positioning.
Moving form fields manually You can manually position one or more form fields in a PDF file by dragging, by using keyboard keys, or with the Cut and Paste commands. To move one or more form fields: 1. Select the form fields. 2. Do one of the following: ● Approximately position the form field by moving the pointer inside the selected form field, and drag the field to the new location.
Aligning, centering, and distributing form fields You can quickly position form fields by aligning them relative to one another, centering them relative to the page, or distributing them relative to one another. To align form fields: 1. On the Forms toolbar, select the tool used to create the form field. 2. Press Shift and select the form fields that you want to align. You must select a minimum of two form fields. 3.
Positioning form fields with grids You can use grids to help position form fields at precise points on a page. The grid lines do not get printed. You can define the grid spacing, color, and position of a grid. You can also choose whether to have the boundaries of a form field snap to grid lines when you are editing the form field. (See Viewing grids.
Using templates to generate forms dynamically with Acrobat You can define a page in your document as a template, which can then be used to dynamically generate a new form or duplicate PDF pages on the fly. In essence, you can build a form that dynamically creates another form. Templates allow the user to fill out as many form pages as needed. Additional pages (complete with new form fields) are spawned on the fly. To access the Acrobat JavaScript Scripting Reference, go to http:// partners.adobe.
Creating buttons Buttons are most commonly associated with forms, but you can add them to any document. Buttons can open a file, play a sound or movie clip, submit data to a web server, and much more. When deciding on how to initiate an action, remember that buttons offer the following capabilities that links and bookmarks do not: ● ● ● ● A button can activate a series of actions, not just a single action. A button can have alternate appearances, determined by mouse behavior when over the button.
Creating interactive buttons Buttons are an easy, intuitive way to let users initiate an action in Adobe PDF documents. Buttons can have a combination of labels and icons to lead users through a series of actions or events by changing as the mouse is moved. For example, you can create buttons with "Play," "Pause," and "Stop" labels and appropriate icons. Then you can set actions for these buttons to play, pause, and stop a movie clip.
Customizing button displays A button can have a label, an icon, or both. You can change how the button appears in each mouse state (Up, Down, and Rollover). For example, you could create a button that has a "Home" label until the pointer is moved over the button, when it might have a "Click to return to Home page" label. Button layouts A. Label only B. Icon only C. Icon top, label bottom D. Label top, icon bottom E. Icon left, label right F. Label left, icon right G.
Showing and hiding image buttons In some cases, you may want the button area to be invisible until the pointer moves over it. By alternately showing and hiding a button, you can create interesting visual effects in a document. For example, when you move a pointer over a city on a map, a detail map of the city could be displayed, and the detail map could disappear when the pointer moves away from the city. Showing and hiding icons A. Pointer not over button area B. Pointer enters button area C.
Making Adobe PDF forms accessible You can make your form fields accessible to vision- and motion-challenged users by adding tags to the PDF file and by properly structuring it. (See Making existing Adobe PDF documents accessible.) In addition, you can use the Tooltip form field property to provide the user with information about the field or to provide instructions; for example, using the Tooltip property's value, the screen reader could say "Your name.
Making Adobe PDF forms web-ready PDF forms can be useful for submitting and collecting information over the web. This is done by providing several button actions that perform functions similar to some HTML scripting macros. You must have a CGI application on the web server to collect and route the data to a database. Any existing CGI application that collects data from forms (in HTML, FDF, or XML format) can be used. (See http://partners.adobe.com/asn/acrobat/ forms.jsp.
Creating Acrobat submit buttons Use the Submit A Form action to send form data to an email address or to a web server by specifying a Uniform Resource Locator (URL). You can also use the submit button to send other files back to a server or database. For example, you can attach scanned images or files to a form. The files are submitted along with the rest of the form data when you click the submit button.
Creating Reset Form buttons Use the Reset A Form action to create a button that allows users to clear any form data already entered. To create a Reset Form button: 1. On the Forms toolbar, select the Button tool, and create a button. (See Creating interactive buttons.) 2. Double-click the button to open the Button Properties dialog box. 3. Click the Actions tab, and select Mouse Up from the Select Trigger menu. 4. Select Reset A Form from the Select Action menu, and then click Add. 5.
Creating Import Data buttons You can use the Import Form Data action to enable users to fill out common form fields, such as name and email address, with data imported from another form. Users can also use the Import Data button to populate common form fields with their personal profile information. Only form fields that match are updated. Those that do not match are ignored.
Defining CGI export values An export value is the information sent to a CGI application to identify a user-selected form field. You need to define an export value only if both of the following are true: ● ● The data is collected electronically in a database over a company intranet or the web. The data is different from the item designated by the form field, or the form field is a radio button.
Using custom JavaScripts in forms The JavaScript language lets you create interactive web pages. Adobe has enhanced JavaScript so that you can easily integrate interactivity into your PDF forms. The most common uses for JavaScript in Acrobat Professional forms are formatting, calculating, validating data, and assigning an action. You also configure Adobe PDF forms to connect directly to databases using ODBC (Windows only). To access the Acrobat JavaScript Scripting Reference, go to http://partners.adobe.
Filling in Adobe PDF Forms About completing Adobe PDF forms Completing Adobe PDF forms Importing form data Exporting form data Emailing completed forms
About completing Adobe PDF forms Adobe PDF forms can be static or interactive. Static PDF forms must be printed in order to be filled in, while interactive PDF forms contain form fields you can fill in on-screen. A PDF form is made interactive if its creator sets up the document with appropriate form fields and properties in Adobe Designer, Adobe Acrobat Professional, Acrobat Content Server, or even Adobe® GoLive® CS. You can print a PDF form or export the form data to a separate file.
Completing Adobe PDF forms If a PDF form contains interactive form fields, you can fill in the form with the Basic toolbar's Hand tool. When you place the Hand tool pointer over an interactive form field, the pointer icon changes from the Hand icon Pointing Hand Plus icon , the Arrow icon aren't interactive, the Hand icon PDF form and fill it out by hand. to the Pointing Hand icon , or the I-beam icon , the .
Completing fields automatically You can use the Auto-Complete Forms preferences to save time when filling in forms. If the first few characters you type in a form field match something you've typed in a previous form field, the Auto-Complete feature either displays a list of the most probable matches or automatically enters a very probable match for you. To set Auto-Complete preferences: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and select Forms from the list on the left. 2.
About form fields that span multiple pages Dynamic PDF forms can contain a dynamic text field that grows in size to accommodate the data you've entered into it; if necessary, the field may span onto the next page. A scroll bar appears in dynamic text fields when the data you enter exceeds the current size of the field; when you're finished entering data and the field is deactivated, the text field expands to display all of the entered data.
About typing in forms with barcodes PDF forms can contain barcode form fields that the creator of the PDF document added for various identification purposes, such as for an inventory of products. Barcode fields are either static or interactive. Interactive barcode fields that are created in Adobe Designer automatically encode the data that's entered into the form fields.
Spell-checking text in forms You can spell-check the text you typed in note comments and form fields. However, you cannot check the spelling of text in the underlying Adobe PDF document. (To do that, use the source application to spell-check the document before you create the PDF document.) Unrecognized words appear underlined after you type them. You can edit these words in context, or you can open the Check Spelling dialog box.
Importing form data In addition to filling out a PDF form manually, you can import file data from a text (TXT), Extensible Markup Language (XML), Acrobat Form Data Format (FDF), XML Data Package File (XDP), FormFlow99 Data Files (XFD), or Acrobat XFDF (XFDF) file into a PDF form. Some file formats are available only when you're importing the data into particular PDF forms, such as a PDF form created in Adobe Designer.
Exporting form data You can export the data you've entered into a form to a separate file. Exporting form data lets you save existing data to a file that's considerably smaller than the original PDF file. A smaller file is preferable for archiving or sharing the data electronically. You can save the form data as a tab-separated text (TXT), Acrobat XFDF (XFDF), Acrobat Form Data Format (FDF), or Extensible Markup Language (XML) file.
Emailing completed forms PDF forms can contain an email-based submit button that exports the information that you entered into the PDF form, which you must then email with your own email application. You have the option to email the PDF with a desktop or web-based email application, or you can submit the form data at a later time. Note: If the PDF form doesn't contain an email-based submit button, it may have a submit button that sends the form data via the web or some other service.
Submitting PDF forms with a desktop email application When you click an email-based submit button in a PDF form, you have the option to submit the form data with your preferred desktop email application. To submit a PDF form with a desktop email application: 1. After you've filled in the PDF form, click the submit or return form button on the PDF form. 2. In the Select Email Client dialog box, select Desktop Email Application; then click OK. 3.
Submitting PDF forms with a web-based email service When you click an email-based submit button in a PDF form, you have the option to submit the form data with a web-based email service. To submit a PDF form with a web-based email service: 1. Click the submit or return form button on the PDF form. If the form fields are blank, the Email A Blank Copy Of This Form dialog box appears; click Email A Blank Copy. 2. In the Select Email Client dialog box, select Internet Email; then click OK. 3.
Submitting a PDF form at a different time When you click an email-based submit button in a PDF form, you have the option to not submit the form data and instead to save the form data on your computer to send at a different time. To submit a PDF form at a different time: 1. Click the Submit or Return Form button on the PDF form. If the form fields are blank, the Email A Blank Copy Of This Form dialog box appears; click Email A Blank Copy. 2.
Collecting Data from Submitted Forms Collecting form data by email
Collecting form data by email After you've created a PDF form that contains form fields and an email-based submit button, you can use the Initiate Form Data Collection Workflow command to quickly distribute the form to others via email. Once a form recipient has filled in the PDF form, they're automatically guided step-by-step to ensure that their form data is returned to the email address specified by the email-based submit button.
Creating a spreadsheet from form data Once you've collected PDF form data in FDF or XML format from multiple users, you can organize the form data into a comma-delimited spreadsheet file (CSV). After exporting the form data to a CSV file, you can work with the data in a spreadsheet application, such as Microsoft Excel.
REVIEW AND MARKUP Types of review workflows Reviewing documents with additional usage rights Tool operation basics Using email in a review Managing reviews using the Tracker
Types of review workflows You can conduct reviews for many types of content by sending out a PDF version of the source document for review. Adobe Acrobat 7.0 can set up your review, invite participants, and track the responses from reviewers. To initiate a review, all you need is a PDF document to review, an email application, and a mail server connection.
Reviewing documents with additional usage rights By including additional usage rights in a PDF document, you can invite Adobe Reader 7.0 users--in addition to Acrobat users--to participate in document reviews. (Adobe Reader 7.0 is a free download, available from the Adobe website.) Additional usage rights, such as commenting rights, are document-specific. Acrobat 7.0 Professional adds commenting rights to the review PDF document when you use the wizard to initiate an email-based review.
Tool operation basics Adobe Acrobat provides all the tools you need to complete a PDF document review. Acrobat includes wizards to help initiators set up email-based and browser-based reviews, invite participants, and send the PDF document as an attachment or URL with instructions for completing the review.
Using email in a review To send a PDF document for review, you need an email application and a mail server connection. Acrobat works with most email applications. If more than one email application is installed on your system, Acrobat may try to start the application you don't normally use when sending a PDF document as an attachment. If this occurs, do one of the following: ● ● ● (Windows) Double-click Internet Options in the Windows Control Panel.
Managing reviews using the Tracker The Tracker adds a distinct advantage to managed email-based, browser-based, and offline reviews: It monitors all Adobe PDF documents that you send and receive for reviews. PDF documents and related information are stored automatically in three permanent folders and can be moved to folders that you create. (See Tracking review comments.
Using Commenting Tools About adding comments Selecting tools to add comments Adding note comments Indicating text edits Highlighting, crossing out, and underlining text Adding stamps Marking up documents using drawing tools Adding comments in a text box Using the Callout tool Using the Pencil tool Using the Dimensioning tool Adding attachments as comments Spell-checking comments and forms Setting Commenting preferences Changing the appearance of comments
About adding comments A comment refers to a note, highlight, stamp, and any other markup that you've added to an Adobe PDF document using the commenting tools. A note is the most commonly used comment. You can place comments anywhere in the document; you can group comments together, and you can determine the style and format of the comment.
Selecting tools to add comments The Commenting and Drawing Markups toolbars don't appear by default unless you select them or open a PDF document in a review workflow. In a review workflow, one or more toolbars appear over the document pane. To use commenting tools outside a review workflow, select and add them to the default toolbar. The tool you want may appear on the toolbar, or may be available by expanding a pop-up menu on the toolbar.
Adding note comments A note comment is the most frequently used comment. You can use the Note tool to add notes on any page in the document, and you can position them anywhere on the page. When you add a note comment, a note icon and a pop-up window appear. You can add bold, italics, and other attributes to text in a pop-up window, similar to formatting text in a word-processing application. If you enter more text than is visible in the pop-up window, the text scrolls.
Indicating text edits You can use text edit comments in an Adobe PDF document to indicate where text should be edited in the source file. These text edit comments do not change the actual text in the PDF document. Instead, they indicate which text should be deleted, inserted, or replaced in the source file from which the Adobe PDF document was created. Text in the document marked to be deleted appears crossed out.
Highlighting, crossing out, and underlining text You can use the Highlight Text tool, the Cross-Out Text tool, and the Underline Text tool to add comments to an Adobe PDF document. Select these tools from the Commenting toolbar or from the Highlighting toolbar. You can use these comments by themselves or in conjunction with notes. For example, you may want to highlight a section of text and then double-click the markup to add text in a pop-up window. To highlight, cross out, or underline text: 1.
Adding stamps You can use the Stamp tool to apply a stamp to an Adobe PDF document in much the same way you would use a rubber stamp on a paper document. You can choose from a list of predefined stamps, or you can also create your own stamps. Dynamic stamps obtain information from your system and from the Identity panel of the Preferences dialog box, allowing you to indicate name, date, and time information on the stamp. Stamp Tool categories A. Dynamic stamp B. Sign Here stamp C.
Creating custom stamps You can create custom stamps from PDF, JPEG, bitmap, Adobe Illustrator (AI), Adobe Photoshop (PSD), and Autodesk AutoCAD (DWT, DWG) files. When you select the file to be used for the stamp, you must create a category to store the stamp. If you want to add an image to a PDF document one time only, simply paste the image into the document. Pasted images have the same characteristics as other stamp comments; each includes a pop-up window and editable properties.
Deleting custom stamps Use the Stamps palette to delete custom stamps and stamp categories. You can delete only the custom stamps that you created, not the predefined stamps. When you delete a stamp, the stamp is removed from the Stamp Tool menu, but the stamp file is not deleted. To delete stamps: 1. From the Stamp Tool menu on the Commenting toolbar, choose Show Stamps Palette. 2.
Marking up documents using drawing tools You can use the drawing tools to mark up a document with lines, circles, and other shapes, called drawing markups. You can also add a note to the pop-up window of any drawing markup. Drawing tools appear on the Drawing Markups toolbar and its subset, the Drawing toolbar. When selecting a drawing tool, consider the effect you want: ● ● The Rectangle tool , the Oval tool you create simple shapes.
Marking up AutoCAD drawings (Windows) You can add comments and markups to a PDF document that was created from an Autodesk AutoCAD drawing. The review initiator can import these comments into the original drawing to assist the revision process. (See Exporting markups to an AutoCAD drawing.) Acrobat includes several tools that are suitable for reviewing plans and designs in the Drawing Markups toolbar. Note: AutoCAD drawings must be converted to PDF in AutoCAD by using PDFMaker.
Grouping markups You can group two or more markups together so that your comments function as a single comment. You might group your markups temporarily to move them to a new location or to modify their properties rather than editing each one individually. Grouping also helps to distinguish your markups from other reviewers' markups in a document review. Note: You cannot group text edit markups. To group markups: 1. Using the Hand tool, select a markup. 2.
Adding comments in a text box You can use the Text Box tool to create a box that contains text in an Adobe PDF document. You can position it anywhere on the page and adjust it to any size. A text box comment remains visible on the document page; it does not close like a note comment. Another way to add a text box comment is to simply paste copied text into the PDF document.Text font and size use the system default settings.
Using the Callout tool Use the Callout tool to create text box markups that point to specific areas of a PDF document. Callout markups are especially useful when you want to single out--but not obscure--a particular area of the document. Callout markups have three parts: a text box, knee line, and end point line. You can resize each part by dragging a handle; the knee line can be resized only horizontally. The text box grows as you type so that all text remains visible.
Using the Pencil tool The Pencil tool lets you draw free-form lines in Adobe PDF documents. Use the Pencil Eraser tool to erase parts of the pencil markups that you drew. To sketch with the Pencil tool: 1. Select the Pencil tool from the Arrow tool menu on the Drawing toolbar, or choose Tools > Drawing Markups > Pencil Tool. 2. Move the pointer to where you want to begin drawing. You don't have to use one unbroken stroke.
Using the Dimensioning tool Use the Dimensioning tool to add a line markup that spans between two points. You can add lines that include your text comments in technical drawings or blueprints. Dimensioning lines can be drawn from right to left or left to right and then positioned in any direction. Each end of the line includes an anchor point and arrow. Each dimensioning markup includes a text box centered above the line that expands to accommodate lengthy entries.
Adding attachments as comments Acrobat allows you to add a file or audio attachment as a comment by using the Attach A File As A Comment tool on the Commenting toolbar. To view an attachment, the reader must have an application installed that can open the attachment. Comment attachments are tracked with other comments in a review workflow, unlike file attachments that you add using the Attach A File tool. Comment attachments appear in the Attachments tab with a page number indicating their location.
Using the Record Audio Comment tool You can use the Record Audio Comment tool to add a prerecorded WAV or AIFF file as a comment or to record and place an audio comment in a document. Attached audio files can be played back on any platform. However, the appropriate hardware and software for playing audio files must be installed. To add a prerecorded audio comment: 1. On the Commenting toolbar, choose Record Audio Comment tool from the Attach A File As A Comment menu. 2.
Using the Attach File As Comment tool Use the Attach File As Comment tool in the Commenting toolbar to embed a file at a selected location in an Adobe PDF document, so that the reader can open it for viewing. By adding attachments as a comment, you can reference longer documents that can't easily be pasted into a pop-up window or text box. If you move the PDF document to a new location, the embedded file automatically goes with it.
Pasting an image from the Clipboard You can use the Paste Clipboard Image As Stamp tool to add images to a PDF document. You can copy most image formats from drawing and image-editing applications, such as Adobe Photoshop and Adobe Illustrator. If you want to add the image to PDF documents repeatedly, create a custom stamp of the image. (See Creating custom stamps.) Note: The Paste Clipboard Image As Stamp tool is not available until you copy an image. To paste an image from the Clipboard: 1.
Spell-checking comments and forms You can spell-check the text you add in note comments and form fields. However, you cannot check the spelling of text in the underlying Adobe PDF document. (To do that, use the source application to spell-check the document before you create the PDF document.) Unrecognized words appear underlined after you type them. You can edit these words in context, or you can open the Check Spelling dialog box. You can also spell-check text that you add to form fields as tool tips.
Setting Spelling preferences You can specify whether words are spell-checked while you type, which underline color is used for underlined words, and which dictionary language is used as the default. To set spelling preferences: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and choose Spelling from the list on the left. 2.
Adding words to a dictionary You can add to the list of words (the dictionary) that are recognized when spell-checking text in note comments and form fields. Adding names and company terminology can reduce the number of words that are flagged during a spell check. You can also exclude words from being considered. For example, if you want to use an alternate spelling for a common word like "bicycle," add it to the list of excluded words so that it is flagged during a spell check.
Setting Commenting preferences Set Commenting preferences to change the way you view comments in PDF documents. For example, you can make comments easier to read by selecting a larger font size, or make comments easier to create by making sure that the Note tool remains selected after you add a note comment. If you don't want the Note tool to switch to the Hand tool after you add a note, select the Keep Tool Selected option in the Properties toolbar.
Changing the appearance of comments You can change a comment's color and appearance in the Properties toolbar or the Properties dialog box. For some comment types, the Properties toolbar contains different options than the Properties dialog box. To change the format of text in pop-up windows, use either the Options menu in the pop-up window or the Properties toolbar. The title and options for the Properties toolbar vary depending on which tool or object is selected.
Initiating Document Reviews Setting up an email-based review Setting up a browser-based review Tracking review comments
Setting up an email-based review When an initiator sends an Adobe PDF document in an email-based review, reviewers receive the PDF document as an email attachment. They can add their comments to the PDF document and return the document with their comments by using the Send Comments button in the Commenting toolbar. In email-based reviews, Acrobat enables commenting tools and features in Adobe Reader that would otherwise be unavailable.
Starting an email-based review Before you start an email-based review, make sure that your email application is configured to work with Acrobat. (See Using email in a review.) To start an email-based review: 1. Start the review initiation wizard by using one of the following methods: ● Choose Send By Email For Review from the Send For Review pop-up menu. ● Choose File > Send For Review > Send By Email For Review.
Receiving comments After a reviewer sends comments in an email-based review, the initiator receives the comments in an email attachment. When the attachment is opened, the initiator has the option to merge comments to the master PDF document, open a separate copy of the PDF file, or postpone the process. In a browser-based review, all comments are uploaded to the comments repository specified by the initiator.
Inviting additional reviewers If you initiated an email-based or browser-based review, it's easy to invite more reviewers. If you're a reviewer and want other people to participate, ask the review initiator to invite the reviewers. That way, the initiator can automatically track all participants and receive notification of when their comments are received. To invite additional reviewers in Acrobat: 1. Do one of the following: ● From the Send For Review pop-up menu, choose Invite Additional Reviewers.
Setting up a browser-based review When an initiator sends an Adobe PDF document in a browser-based review, reviewers receive an email message with an FDF attachment that opens the PDF document in a web browser and configures their review settings to upload comments to the comments repository for that session. They can add their comments and upload them by using the Send And Receive Comments button in the Commenting toolbar.
Starting a browser-based review Acrobat includes a wizard that helps you initiate a browser-based review. The wizard helps you select the PDF document, choose the server location for the uploaded PDF file, invite reviewers, and send an email invitation with an FDF attachment. When reviewers open this attachment, the review document opens in a web browser, and their review settings are configured automatically.
Example of setting up a browser-based review You can set up a browser-based review in many different ways. The following steps provide you with sample workflows for setting up a WebDAV server in Windows XP. To set up a web server review in Windows XP: 1. Make sure that you have access to a WebDAV server. See your system administrator. 2. In My Network Places, click Add A Network Place, and follow the prompts.
Setting Reviewing preferences for browser-based reviews Before you set up a browser-based review, you must specify the location where the review comments are stored. This location is called the comments repository. You can use a network folder, database, WebDAV, or web discussions server to store comments. If your organization subscribes to automatic configuration services, these services configure the comments repository automatically in the Reviewing preferences and in the setup wizard.
Tracking review comments The Tracker lists all Adobe PDF documents that you have sent and received for email-based and browser-based reviews, and for offline review documents. PDF documents that you send for review are listed as links in the My Reviews folder in the Tracker; deleting a link in the Tracker window doesn't delete the PDF file. When reviewers send comments, the Tracker updates the date and time they were received.
Sending review reminders During the review, you may want to send participants a reminder of their approaching deadline. While you can send an email message to a single participant by clicking an email link in the Tracker, you can notify the entire group by using the reminder feature. To send a review reminder: 1. In the Tracker, expand My Reviews. 2. Right-click (Windows) or Control-click (Mac OS) the PDF document in review, and then choose Send Review Reminder from the pop-up menu. 3.
Participating in Document Reviews About reviewing documents Participating in an email-based review Participating in a browser-based review Displaying the How To window during reviews Viewing and reviewing comments Replying to another reviewer's comments Deleting reply messages
About reviewing documents When you receive an Adobe PDF document to review, the way you review the document depends on how it was sent: ● ● ● If the initiator sent you the document as part of an email-based review, special instructions and toolbar options appear when you open the email attachment. You can add comments to the document and then use the Send Comments button on the Commenting toolbar. (See Participating in an email-based review.
Participating in an email-based review When you open the attached PDF document as part of an email-based review, a tracked copy of the document opens with a Document Message Bar, which indicates that the document is part of a review. You must use the tracked copy of the review document to ensure that your comments appear in the Tracker window and merge into the initiator's original document automatically when you send them.
Participating in a browser-based review When you receive an email message that invites you to participate in a browser-based review, opening the FDF attachment opens the online PDF document in your web browser. The FDF file also configures your review settings for the session and connects you to the online comments repository. You can add comments, upload them for others to see, download other reviewers' comments, and change comment status.
Sending and receiving comments in a browser-based review When you add comments to a PDF document in a browser-based review, those comments remain on your computer until you send them by clicking the Send And Receive button on the Commenting toolbar. (This button glows when you have unsent comments.) Until you send and receive comments, you may not be able to see other reviewers' most recent comments, and they can't see your comments.
Working offline in a browser-based review If you prefer to work in Acrobat, you can review an Adobe PDF document offline. You can make your comments to the saved PDF document in Acrobat, and then go back online and send them to the server. Note: If you change the login for your operating system in the course of reviewing the PDF document, comments you add after making the change won't upload to the server. To review a document offline: 1.
Displaying the How To window during reviews The Reviewing panel in the Preferences dialog box lets you make sure that the How To window displays the appropriate topics during the review cycle. The How To window is closed except when a tracked PDF document is opened in an email-based or browserbased review. To display the How To window: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and select Reviewing. 2. Select Reset Automatic How To Pages, and then click OK.
Viewing and reviewing comments The most common type of comment is the note comment, which is like a sticky note attached to a document. A note comment appears in a pop-up window. A note comment includes two parts: the note icon, or markup, that appears on the page, and a text message, or comment, that appears in a pop-up window when you place the pointer on or select the note icon. Comments can be in the form of text boxes, audio clips, stamps, and attachment files. (See About adding comments.
Replying to another reviewer's comments To respond to other reviewers' comments, use the Reply option from the Options menu in the pop-up window or in the Comments List. Replying to other comments is especially useful in a browser-based review, or if the review initiator wants to let participants know how their suggestions were implemented. When one or more reviewers reply to another message, the set of messages is called a thread. All messages in a thread appear in the pop-up window and the Comments List.
Deleting reply messages If you delete a comment that has been replied to, only the "parent" comment is deleted. Any replies to the deleted comment remain in the document but are no longer part of a thread. These comments may become difficult to read because they are stacked. You may want to view them in the Comments List. In a browser-based review, you can delete your own comments and replies, but you cannot delete others' replies unless you work offline.
Managing Comments Selecting, moving, and deleting comments Using the Comments List Exporting and importing comments Printing a summary of comments Comparing two Adobe PDF documents Exporting comments to a Word document (Windows) Exporting markups to an AutoCAD drawing
Selecting, moving, and deleting comments To search for specific comments, filter comments, import and export comments, change comment status, and summarize comments for printing, you can use the Comments List. The Comments List displays the comments in the Adobe PDF document, and provides a toolbar with common options. When deleting comments, note the following: ● ● ● If comments are placed on top of one another, deleting a comment may be difficult without deleting other comments.
Using the Comments List The Comments List lists the comments in an Adobe PDF document. You can use the Comments List to delete comments, change their status, or reply to them. You can sort comments in many ways, including by date, author, or page number. Each comment displays its associated text next to the comment icon. If you edit this text in the Comments List, the comment in the document window is also updated. Comments List To open the Comments List: 1.
Changing the review status of comments You can change the review status of comments to Accepted, Rejected, Cancelled, or Completed. Changing the review status is useful when you want to show or hide only a certain set of comments, and when you want to let review participants know how you are going to handle the comment. When the review status of a comment is set, the review status appears below the comment in the Comments List, along with the name of who set the review status.
Marking comments with checkmarks Checkmarks can be used to indicate whatever you like. For example, you can use them to keep track of which comments you have read or which ones you want to remember. Checkmarks are for your personal use and do not appear when others view the PDF document unless you change the status of comments. (See Changing the review status of comments.) To mark comments with checkmarks: In the Comments List, click the checkmark box next to a comment so that the Checkmark icon appears.
Sorting comments You can sort comments in the Comments List by author, page, type, date, color, checked state, or status by person. In a thread of replies, only the first message is sorted, and the reply messages are sorted in the same category as the first message in the thread. To sort comments in the Comments List: 1. Click the Comments tab. 2. Choose an option from the Sort menu in the Comments List.
Showing and hiding comments You can hide or show comments based on type, reviewer (author), status, or checked state. Hiding comments is also called filtering. Filtering affects the appearance of comments in both the document window and the Comments List. When you print or summarize comments, you can specify whether hidden comments are printed or summarized. When you hide a note comment that has been replied to, all other replies in the thread are hidden as well.
Finding comments You can use a special comment search feature to find specific comments based on their text. To find a comment: 1. Click the Comments tab to display the Comments List. 2. Click the Search Comments button on the Comments List toolbar. 3. In the Search PDF window, specify the word or phrase you want to search for, and then click Search Comments. For information on additional search options, see About searching text.
Exporting and importing comments When you participate in an email-based review or a browser-based review, you don't need to use the Import and Export commands to send and receive comments. Comments are exported and imported as part of the review process. If you're not participating in one of these reviews, you may need to export the comments and send them to someone, or import the comments that you have received.
Printing a summary of comments Summarizing comments is a convenient way to get a synopsis of all the comments associated with an Adobe PDF document. When you summarize comments, you can either create a new PDF document with comments that you can print, or you can print the summary directly. The summary is neither associated with nor linked to the PDF document that the comments are derived from. Summarizing comments A. Document and comments with connector lines on a single page B.
Comparing two Adobe PDF documents As you revise an Adobe PDF document and save it to a different name or location, you can be sure that you have the latest version by comparing it against an older version. If you're revising a document using comments you received during a review, you may need to view a previous version to make sure that you included all the revisions.
Exporting comments to a Word document (Windows) In some instances, reviewers make comments in an Adobe PDF document that was created from a Microsoft Word document. If you need to make changes to the original Word document based on these comments, it may be easier for you to import the comments directly into the Word document, rather than switch back and forth between Word and Acrobat.
Transferring text edits to a Word document (Windows) Imported comments appear in the Word document as Word comment bubbles along the side of the document. Text that has been inserted, crossed out, or replaced using the text edit tools in the PDF document can be deleted or transferred directly to the source Word document. When you export the comments to Word, you can choose to delete the Word text marked in cross-out, or insert text marked to be inserted. (See Indicating text edits.
Tips for exporting comments to a Word document When exporting PDF comments to a Word document, note the following: ● ● ● ● ● Ideally, a copy of the Word document should have comments imported into it only once. If you want to import comments more than once, you may want to make a copy of the Word document before you import the comments. The PDF document must be created using PDFMaker for Word and include tags for comments to import as expected. (See Converting Microsoft Office files (Windows).
Migrating unresolved comments to a revised PDF document To import comments to a PDF document after the document has been revised, use the Migrate Comments feature. This feature searches the revised document for specific word groupings and structural elements to place comments in the correct location. Note: Untagged PDF documents lack the internal structure necessary to correctly place imported comments in a revised document, so results may be less reliable than in tagged documents.
Exporting markups to an AutoCAD drawing You may have reviewers add comments to an Adobe PDF document that was created from an Autodesk AutoCAD drawing in Windows XP and 2000. If you need to change the AutoCAD drawing based on these comments, you can import the comments directly into the AutoCAD drawing, rather than switch between AutoCAD and Acrobat. To do this, you must use AutoCAD PDFMaker to create a PDF document that includes layout information. (See Converting Autodesk AutoCAD files (Windows).
Transferring markups to an AutoCAD drawing When you export comments from a PDF document in Acrobat, AutoCAD starts and opens the AutoCAD source file. You can select options to import all comments in a PDF file, or filter comments by reviewer, type, status, or checked state. All imported comments appear in the Adobe Acrobat Markups layer as custom objects. After they're imported, you can edit, filter, or delete them. To transfer markups to an AutoCAD drawing: 1.
Reviewing comments in an AutoCAD drawing You can change the appearance of comments and note pop-up windows after you import them. To view and modify comments: 1. To modify comments, right-click the comment, choose Acrobat Comments, and then choose an option: ● Set Status allows you to assign a status to the comment. ● Set State allows you to add a checkmark to the comment. ● Open Pop-up, Close Pop-up opens or closes the pop-up window for the selected comment.
Tips for exporting markups to an AutoCAD drawing Before you export comments from a PDF document, consider the following: ● ● ● Make sure that the PDF document was created with Acrobat PDFMaker for AutoCAD and includes layout information. For example, the Include Layout Information option in the Conversion Settings dialog box must be selected when creating the PDF file. Make a backup copy of the AutoCAD file to which you want to import comments.
SECURITY About security Viewing the security settings of an open Adobe PDF document
About security Acrobat security is similar to home security. Just as you lock your doors to prevent someone from entering your house without permission, you use Acrobat security features to lock a PDF document. For example, you can use passwords to restrict users from opening, printing, and editing PDF documents. You can use digital signatures to certify PDF documents, and you can encrypt PDF documents so that only an approved list of users can open them.
Viewing the security settings of an open Adobe PDF document When you receive a restricted PDF document, you may need to enter a password to open it. If a document is encrypted, you may not be able to open it without permission from the person who created it. In addition, restricted or certified documents may prevent you from printing your files or copying information to another application.
Digitally Signing Adobe PDF Documents About digital signatures Signing Adobe PDF documents Certifying documents Using the Signatures tab Validating signatures Setting Digital Signature preferences
About digital signatures A digital signature, like a conventional handwritten signature, identifies the person signing a document. Unlike traditional signatures on paper, however, each digital signature stores information about the person signing a document. Signatures help prevent unwanted changes to a PDF document. For example, an author may not want a PDF document with company letterhead to be changed after it's signed. (See Signing Adobe PDF documents.
Signing Adobe PDF documents An author of a PDF document can simply add a signature to indicate approval. Alternatively, a PDF document can be signed more than once and by more than one person. For example, the author can save a PDF document containing form fields as a certified document, allowing only form fields to be filled in. When another user opens the PDF document, a message indicates whether the certification is still valid. This user can then fill out the form and sign the document when finished.
Signing Adobe PDF documents in Acrobat A digital signature can be either visible or invisible. A visible signature appears in both the document and the Signatures tab. An invisible signature appears only in the Signatures tab. Adding a signature does not affect the validity of existing signatures in the document. When you sign a document, your signature and the related information can be stored in a signature field embedded on the page. A signature field is an Acrobat form field.
Signing Adobe PDF documents in a web browser To sign a PDF document on the web, the document must contain an empty signature field. When you click a signature field, a Sign button appears rather than the Sign And Save and Sign And Save As buttons, which appear when you sign a document directly in Adobe Acrobat. When you sign a document in a browser, only the incremental portion of the file is saved to your hard drive. To sign a document in a web browser: 1.
Changing signature appearance You can specify how your signature appears in the signature field. For example, you can include an image of your company logo. When you use an SVG image in a signature, only the image is used, not the white space around it. The image is cropped and scaled to fit in the signature field. Note: To use a signature appearance that you've created, you choose it during the last step of signing the document. (See Signing Adobe PDF documents in Acrobat.
Setting up Palm OS appearance files To use a Palm OS appearance file for your digital signature, you must add the Palm OS application file to your Palm Desktop application. In Windows, the AcroSign.prc file is in the Program Files\Adobe\Acrobat 7.0\Acrobat\PalmPilot folder. In Mac OS, the AcroSign.prc is inside the Acrobat application. Control-click the Acrobat 7.0 icon, and choose Show Package Contents. Browse to the Palm Pilot folder in the Mac OS folder.
Clearing or removing digital signatures When you clear all signature fields, the signatures are deleted, but the empty signature fields remain. You can also remove the signature fields if the author of the PDF document allowed editing. To clear all signature fields in a document: In the Signatures tab, choose Clear All Signature Fields from the Options menu. To remove a signature field: 1. Clear the signature field. 2. Choose Document > Digital Signatures > Delete Signature Field.
Certifying documents When you save an Adobe PDF document as certified, you attest to its contents and specify the types of changes that are permitted for the document to remain certified. For example, suppose that a government agency creates a form with signature fields. When the form is complete, the agency certifies the document, allowing users to change only form fields and sign the document.
Using the Signatures tab The Signatures tab lists all the signature fields in the current document. Each signature in the palette has an icon identifying its current verification status. The blue ribbon icon indicates that the certification is valid. The Digital Signature icon along with the name of the field in the Signatures tab indicates the presence of the empty signature field. The Checkmark icon indicates that the signature is valid.
Validating signatures When you validate a signature, you verify the signer's identity and assess any changes made after the document was signed. For an identity to be valid, the signer's certificate, or one of its parent certificates that was used to issue the signer's certificate, must be in your list of trusted identities, and it must not have expired or been revoked. (See Getting digital ID information from other users.
Viewing previous versions of a signed document If a document is signed more than once, all the signed versions are maintained in a single Adobe PDF file. Each version is saved as append-only so that it cannot be modified. All signatures and their corresponding versions appear in the Signatures tab. To view a previous signed version: Select the signature in the Signatures tab, and choose View Signed Version from the Option menu.
Comparing versions of a signed document After a document is signed, you can display a list of the changes made to the document after the last version. To compare two versions of a signed document: Select the signature in the Signatures tab, and choose Compare Signed Version To Current Version from the Option menu.
Setting Digital Signature preferences You can use the Security panel of the Preferences dialog box to change your signature appearances, specify a default security method, change validation settings, and specify other advanced preferences. (See also Changing signature appearance.) To set advanced digital signature preferences: 1. In the Preferences dialog box, select Security on the left, and then click Advanced Preferences. 2.
Adding Security to Adobe PDF Documents About document security Adding passwords and setting security options Encrypting Adobe PDF files using certificates Encrypting Adobe PDF files using security policies Using eEnvelopes to send secure files
About document security When creating Adobe PDF documents, authors can use the following methods to enhance document security: ● ● ● ● Password security. You can add passwords and set security options to restrict opening, editing, and printing PDF documents. (See Adding passwords and setting security options Certification security. Encrypt a document so that only a specified set of users have access to it. (See Encrypting Adobe PDF files using certificates.) Adobe Policy Server.
Opening Adobe PDF documents with security restrictions When you receive a PDF document that is protected by security restrictions, you may need to authenticate your identity or type a password before you can open the document. In addition, some protected documents may prevent you from printing, editing, or copying content in the document. You can discover the protection settings by holding the pointer over the padlock icon that appears in the lower left corner of protected documents.
Adding passwords and setting security options You can limit access to an Adobe PDF document by setting passwords and by restricting certain features, such as printing and editing.You can also use other methods to create secure documents, such as encrypting or certifying a document. (See About document security.) A PDF document can have two kinds of passwords: a Document Open password and a Permissions password.
Password security options The following security options are located in the Password Security dialog box. These options also appear if you change security options while using Acrobat Distiller to create a PDF document. Many of these options are available when you create security policies. Compatibility Set the type of encryption for opening a password-protected document. The Acrobat 3.
Encrypting Adobe PDF files using certificates When you encrypt a PDF file using a certificate, you specify a list of recipients and define the recipients' level of access to the file--for example, whether the recipients can edit, copy, or print the file. You can also encrypt a document using security policies. (See Encrypting Adobe PDF files using security policies.
Encrypting Adobe PDF files using security policies Do you often apply the same security settings to multiple PDF documents? For example, do you encrypt documents with a certain password and set of permissions, or encrypt documents for your accountant using a public key certificate? In Adobe Acrobat 7.0, you can save security settings as policies that you can reuse.
Understanding how security policies are authenticated on a server In addition to allowing the reuse of the same security settings, policies stored on Adobe Policy Server have the added benefit of letting you expire and revoke documents no matter how many copies were created or distributed, maintain accountability by auditing who opens protected documents, and retain usage flexibility. Security policies A. Policies are stored on the server. B. Policies are applied to the PDF document. C.
Using Adobe Policy Server Adobe Policy Server is a web server-based security system that provides dynamic control over PDF documents. Adobe Policy Server can be configured to run with LDAP, ADS, and other enterprise systems. Policies provided by Adobe Policy Server are stored on the server and can be refreshed from the server. You must log into Adobe Policy Server to use these server policies. While security policies are stored on a policy server, the PDF documents are not.
Managing security policies Use the Managing Security Policies dialog box to create, copy, edit, and delete security policies. You can also indicate Favorite policies that appear on the Secure menu. To manage security policies: 1. From the Secure menu on the Tasks toolbar, choose Manage Security Policies. 2. From the Show menu, choose whether you want to display organizational policies, user policies that you've created, or all policies that you have access to. 3.
Creating user security policies You can create three types of security policies: password security (to password-protect documents), public key certificate security (to encrypt documents for a list of recipients), and Adobe Policy Server policies. Creating policies for password and public key certificate security lets you reuse the same security settings for a set of documents without having to change security settings for each document.
Applying security policies to a document You can apply either an existing organization policy or a user policy to a PDF document. You must be online with a connection to your Adobe Policy Server host in order to apply an Adobe Policy Server policy to a document. Adobe Policy Server security policies must be stored on a policy server, but the PDF document to which the policies are applied need not be.
Removing user security policies applied to a document Use the Remove Security Settings For This Document command from the Secure menu in the Tasks toolbar to remove a user security policy from an open PDF document. If you made a PDF document available to a group of users and if you want to revoke permission to open it, you can change the policy. For details on editing security policies, choose Secure > Use APS Web Console from the Tasks toolbar, and then click Help.
Using eEnvelopes to send secure files When adding security to a document, you can choose to encrypt only the attachments. The PDF document in which documents are embedded is called an eEnvelope. Encrypting only the document attachments is especially useful for sending secure file attachments without modifying the file attachments themselves. The eEnvelope is not otherwise encrypted or permission-restricted. When other users open the eEnvelope, they can extract the file attachments and save them to disk.
Creating eEnvelopes for secure delivery of file attachments You can create an eEnvelope using an automated method. Choosing the Secure PDF Delivery command lets you step through a wizard in which you select a predefined envelope template, attach files, apply security settings, and send the document. To create secure eEnvelopes from a wizard: 1. 2. 3. 4. 5. From the Secure menu on the Tasks toolbar, choose Secure PDF Delivery.
Digital IDs and Certification Methods Using digital IDs and certification methods Managing digital ID certificates Setting Trust Manager preferences
Using digital IDs and certification methods A digital ID lets you create a digital signature or decrypt a PDF document that has been encrypted. A digital ID is sometimes referred to as a private key, a credential, or a profile. When you sign or decrypt a document, you select which digital ID to use. A digital ID is usually password protected and can be stored on your computer as a PKCS#12 file, on a smart card, or in the Windows Credential Store.
Obtaining a digital ID from a third party In general, digital IDs are issued by a third party for use in any official capacity. Thirdparty providers, such as Entrust, include advanced security features. The provider of digital ID certificates is sometimes called a certificate authority or a signature handler. Third-party providers verify your identity, issue the private key, protect the public key, and maintain system integrity.
Creating a digital ID If you're not using a third-party digital ID, you can create your own self-signed digital ID. When you create a self-signed digital ID, the resulting file stores an encrypted private key used for signing or decrypting documents and a public key contained in a certificate, which is used for validating signatures and encrypting documents.
Finding and adding existing digital IDs If you created a digital ID file that does not appear in your list of digital IDs, you can search for the missing digital ID file and add it to your list. One of the common encryption methods that Acrobat uses, PKCS#12, has the .pfx file name extension in Windows and . p12 in Mac OS. Digital ID files from some earlier versions of Acrobat use an .apf extension. If you select an .apf digital ID file, you may be prompted to convert the file to a supported file type.
Selecting digital IDs Before you certify, sign, or encrypt a PDF document, you may be prompted to select a digital ID file. To avoid being prompted repeatedly, you can select a digital ID to use all the time or until you quit Acrobat. You can determine whether these digital ID files are used for signing or encrypting PDF documents, or both. To select a default self-signed digital ID file: 1. Choose Advanced > Security Settings. 2. Select a digital ID on the left. 3.
Using third-party digital IDs When you certify, sign, or encrypt a document, you can use a third-party security method. When you install a third-party signature provider, new menu commands may appear. Use these commands instead of, or in addition to, the Manage Digital IDs commands. In addition, a Third-Party Preferences submenu may appear on the Edit menu (Windows) or on the Acrobat menu (Mac OS) so that you can change the provider's preference settings. To specify a third-party security method: 1.
Managing digital ID certificates A digital ID certificate contains a public key that is used to validate digital signatures and to encrypt documents. ● ● Validating signatures. Before other users can validate your signature on documents they receive, they must have access to your certificate, which you can share with them. Likewise, other users can share their certificates with you so that you can build a list of trusted user certificates, called trusted identities, for validating signatures.
Sharing your digital ID certificate You can share your self-signed digital ID certificate with others by exporting your certificate as an FDF file, or you can email your certificate directly. If you use a thirdparty security method, you usually don't need to share your certificate with others. See the documentation for the third-party provider. To share your digital ID certificate: 1. Choose Advanced > Security Settings. 2. Select Digital IDs on the left. 3.
Getting digital ID information from other users You can keep a copy of other users' digital ID certificates in a list of trusted identities. Your list of trusted identities is like an address book that stores digital ID certificates. The list lets you validate the signatures of these users on any documents you receive. You can also use the list of trusted identities to encrypt files. (See Encrypting Adobe PDF files using certificates.
Checking information on certificates The Certificate Viewer dialog box provides user attributes and other information on a certificate. When other users import your certificate, they may ask you to check your fingerprint information against the information they receive with the certificate. You can check certificate information for your own digital ID files or for ID files that you import.
Determining the trust level of a certificate You can change the trust settings of a certificate. For example, if you have confidence in a certificate that you received from someone else, you can change the settings so that you explicitly trust digital signatures and certified documents created with this certificate, and you can even trust a certified document's dynamic content and embedded JavaScript. To view the trust level of a certificate: 1. 2. 3. 4. Choose Advanced > Trusted Identities.
Configuring identity search directories Identity search directories help you locate specific digital ID certificates from network servers, including LDAP (Lightweight Directory Access Protocol) servers. By developing a trusted digital ID certificate storage area, you or a member of your workgroup can facilitate the use of encryption in your workgroup. After you locate a digital ID certificate, you can add it to your list of trusted identities so that you don't have to look it up again.
Setting Trust Manager preferences Use the Trust Manager panel of the Preferences dialog box to change multimedia security settings for trusted and nontrusted documents. For example, you can allow multimedia files to be played in trusted documents but not in nontrusted documents. A document is trusted if it's added to the list of trusted documents and authors.
ACCESSIBILITY AND REFLOW About accessibility and Adobe PDF documents Understanding and optimizing Reflow Reflowing the contents of tagged Adobe PDF documents Checking the accessibility of Adobe PDF documents
About accessibility and Adobe PDF documents Adobe Acrobat 7.0 incorporates two distinct sets of accessibility features--that is, features that assist users with blindness, low-vision, and mobility impairments. The first set of features helps authors create accessible documents from new or existing PDF documents. These features include simple methods for checking accessibility and adding tags to PDF documents. (See Making existing Adobe PDF documents accessible.
Elements of accessible Adobe PDF documents When you create Adobe PDF documents or adapt existing documents for accessibility, you'll want to consider the following factors: Reading order To effectively read information on a page, a screen reader or Text-to-Speech requires that content be structured. Adding tags to an Adobe PDF document structures the content; it identifies headings, paragraphs, sections, tables, and other page elements and defines the intended reading order of the page.
Understanding how tags affect accessibility To make sure that your Adobe PDF documents can be accessed reliably, you must add tags to them. Tagging adds an underlying organizational structure, or logical structure tree, to the document. The logical structure tree refers to the organization of the document's content, such as title page, chapters, sections, and subsections.
Understanding and optimizing Reflow You can reflow a PDF document to read it on handheld devices, smaller displays, or standard monitors at large magnifications, without having to scroll horizontally to read each line. The Reflow command facilitates the reading of documents; reflowed documents can't be printed or saved. When you reflow an Adobe PDF document, some content carries into the reflowed document and some doesn't. In most cases, only readable text reflows into the reflowed document.
Reflowing the contents of tagged Adobe PDF documents The tagged Adobe PDF document reflows one page at a time in the document window. You can't save or print documents when they're in a reflowed state. Note: Downloading a PDF file to a handheld device requires Adobe Reader for Palm OS. Adobe Reader for Palm OS has two components: the desktop program you install on your computer, and the reader application that installs on your handheld device the next time you synchronize it with your computer.
Checking the accessibility of Adobe PDF documents It's always a good idea to check your Adobe PDF documents for accessibility before distributing them to users. The Quick Check feature quickly examines your Adobe PDF document for structure and tags to see if it has the information necessary to make it accessible. It also checks for protection settings that prohibit access and determines if the document is a scanned image (and therefore inaccessible).
Creating Accessible Adobe PDF Documents Making existing Adobe PDF documents accessible Creating tagged Adobe PDF from web pages Creating tagged Adobe PDF from authoring applications
Making existing Adobe PDF documents accessible You can improve the accessibility of Adobe PDF documents by adding tags in Adobe Acrobat. If your PDF documents don't contain tags, Adobe Reader or Acrobat may attempt to automatically tag the document when the user reads or reflows it, but the results may be disappointing. If you provide your users with tagged Adobe PDF documents, the logical structure tree in those documents refers the appropriate contents to the screen reader in an orderly way.
Tagging Adobe PDF documents for accessibility Creating a tagged document directly from an authoring application is the best way to make PDF documents accessible to screen readers and reflow correctly on handheld devices. If your PDF document was created without tags, Adobe Acrobat can add them. The tagging feature identifies most elements of a PDF document, including irregularly shaped columns, bulleted lists, captions that span columns, images that overlap text, and colored backgrounds.
Viewing the results of adding tags When you tag a PDF file, Acrobat returns a confidence log report in the How To window. This report lists pages where potential problems were encountered and offers suggestions for fixing them. While Acrobat can track the intended order of most page elements and tag them appropriately, pages with complex layouts or unusual elements may not always result in the desired structure and may require editing. (See Correcting tags.
Creating tagged Adobe PDF from web pages You can create tagged Adobe PDF files from within Acrobat when you convert web pages to Adobe PDF. (See Converting web pages in Internet Explorer (Windows).) To create a tagged Adobe PDF file from a web page: 1. 2. 3. 4. 5. In Acrobat, choose File > Create PDF > From Web Page. For URL, type the address of the web page, or navigate to the web page location. Click Settings. In the General tab, select Create PDF Tags, and then click OK.
Creating tagged Adobe PDF from authoring applications In most cases, you create tagged Adobe PDF files from within an appropriate authoring application, such as Adobe® FrameMaker®, Adobe InDesign, or Microsoft Word. Creating tags in the authoring application generally provides better results than adding tags in Adobe Acrobat. PDFMaker provides conversion settings that let you create tagged PDF documents in Microsoft Excel, PowerPoint, and Word. (See About PDF conversion settings (Microsoft Office files).
Editing the Structure of Tagged Adobe PDF Documents Checking a document's reading order Correcting tags Checking and adding alternate text to figures Creating new highlighted regions for page content Working with tables
Checking a document's reading order When you use the Add Tags To Document command on a PDF document, Adobe Acrobat analyzes the page structure to determine the role and order of page content. Once the page has been analyzed, a logical structure tree is added that determines the order in which page content is reflowed and read by screen readers or the Read Out Loud feature.
Using the TouchUp Reading Order tool You can view and adjust the reading order of a tagged PDF document by using the TouchUp Reading Order tool. When selected, the TouchUp Reading Order tool opens a dialog box that lets you display overlay highlights that show the order of page content. Each highlighted region is numbered and highlighted with opaque gray or colored blocks; the number indicates the region's placement in the page's reading order.
TouchUp Reading Order options You can select TouchUp Reading Order options from the dialog box, from the pop-up menu that appears when you right-click (Windows) or Control-click (Mac OS) a highlighted region, or from the Options menu in the Order tab. The TouchUp Reading Order tool includes the following options: Text Tags the current selection as text. Figure Tags the current selection as a figure. Text contained within a figure tag may be defined as part of the image and not be read by screen readers.
Identifying and correcting reading-order problems Reading-order problems are readily apparent when you use the TouchUp Reading Order tool. Each section of contiguous page content appears as a separate highlighted region and is numbered according to its placement in the reading order. Within each region, text is ordered left to right and top to bottom. (You can change this order in the TouchUp preferences.
Correcting tags The TouchUp Reading Order tool lets you fix any tagging problems that might prevent assistive technologies from reading the content smoothly. You can identify content that is tagged incorrectly and redefine it with the correct tag, such as a line of text that's tagged with an adjacent image. Nonessential content that has been tagged, such as ornamental page borders, can be removed from the logical structure.
Changing the tag for a highlighted region If Acrobat tags a page element incorrectly, you can change the tag type for the highlighted region. Note: Save your work frequently, as the TouchUp Reader Order tool includes no Undo command. To restore the PDF document to the last saved state, choose File > Revert. To change the tag type for a highlighted region: 1. Select the TouchUp Reading Order tool on the Advanced Editing toolbar. 2.
Adding or removing content from a highlighted region The TouchUp Reading Order tool always displays as few highlighted regions as possible. If content within a highlighted region doesn't follow properly, you may need to split a region to reorder it. Highlighted regions may also contain adjacent page content that is unrelated or that requires a different tag type. Page content may become orphaned from related elements, particularly if the content doesn't fit within a rectangular shape.
Checking highlighted regions of figures and tables You can use the TouchUp Reading Order tool to identify and correct tagging results for figures and tables. Determine whether figures include or require alternate text in order to be read correctly with assistive technologies. Ideally, figure tags should identify image content that is meaningful to the document as a whole, such as graphs or illustrative photographs.
Removing page artifacts and elements When tagging a PDF document, Acrobat can't always distinguish between instructive figures and decorative page elements. Items that visually enhance page layout, such as decorative borders, lines, or background elements, can add clutter to the structure layout and should be removed. Therefore, Acrobat may incorrectly tag artifacts or page elements as figure tags.
Checking and adding alternate text to figures If you want screen readers to describe graphical elements that illustrate important concepts in the document, you must provide the description. Figures and multimedia aren't recognized or read by a screen reader unless you add alternate text to the tag properties. If you apply alternate text to text elements, only the description, not the actual text, is read. Use the Tags tab to add alternate text that summarizes the contents of the tables.
Creating new highlighted regions for page content You can use the TouchUp Reading Order tool to create tags in untagged PDF documents or to add new tags to an existing structure. However, manual tagging doesn't provide the same level of detail to the tagging structure as the Add Tags To Document command, such as paragraphs, bulleted and numbered lists, line breaks, and hyphens. Before you clear the existing structure, make sure that manual tagging is your only recourse.
Creating headings To help readers navigate through the document and find the information they need, make sure that headings are tagged with the appropriate level to indicate their hierarchy in the content. Then, convert heading tags to bookmarks. (See Creating bookmarks.) To create a heading tag: 1. Select the TouchUp Reading Order tool, and then select the heading text in the PDF document. 2. In the TouchUp Reading Order dialog box, select the appropriate heading tag (for example, Heading 1, Heading 2).
Creating figures You can select an element and define it as a figure by using the TouchUp Reading Order tool. Once you define it as a figure, you can add alternate text to describe the figure. If a tagged image in the document doesn't contain useful or illustrative information for the user, you can remove the element from the tagging structure so that it isn't read out loud or reflowed. (See Removing page artifacts and elements.
Starting over on a page If adding tags to a PDF document in Adobe Acrobat results in a tagging structure that is overly complicated or too problematic to fix, you can use the TouchUp Reading Order tool to remove or replace the current structure. If the document contains mostly text, you can select a page and then remove headings, tables, and other elements to create a cleaner, simpler tagging structure. To create a new tagging structure by adding new tags: 1.
Working with tables Tables pose a special challenge for screen readers because they present textual or numerical data to be easily referenced visually. Content within table cells can be complex and might contain lists, paragraphs of text, form fields, or another table. For best results when tagging tables, use the application that you created the document with to add tags when you create the PDF document. (See Creating tagged Adobe PDF from authoring applications.
Advanced Tools for Correcting Tagging Errors Using the Tags tab Editing, moving, and redefining tags Using the Content tab
Using the Tags tab The Tags tab allows you to view and edit tags in the logical structure tree, or tags tree, of a PDF document. In the Tags tab, tags appear in a hierarchical order that indicates the reading sequence of the document. The first item in this structure is the Tags root. All other items are tags and are children of the Tags root.
Editing, moving, and redefining tags You can edit the tag's title, change the tag's location, or change the tag type for an element. All page content must be tagged, marked as an artifact, or removed from the logical structure tree. (See Tags tab options.) Logical structure tree in the Tags tab A. Figure tag B. Image content C. Paragraph tag To edit a tag title: 1. In the Tags tab, expand the section of the logical structure that you want to edit. 2.
Tags tab options In the Tags tab, use either the Options menu or the context menu that appears by rightclicking (Windows) or Control-clicking (Mac OS) a tag in the logical structure tree to choose the following options: New Tag Creates a new tag in the logical structure tree after the currently selected item. Specify type and title of the new tag. Find Tag From Selection Searches for the tag in the Tags tab that contains the text or object that you have selected in the document pane.
Adding supplementary information to tags Some tagged Adobe PDF documents may not contain all the information necessary to make the document contents fully flexible. For example, if you want to make the document available to a screen reader, the PDF document should contain alternate text for figures, language properties for portions of the text that use a different language than the default language for the document, and an expansion text for abbreviations.
Tagging Comments When you tag a PDF document that includes comments, the comments are tagged as well. (See Tagging Adobe PDF documents for accessibility.) However, if you add comments to a PDF document that's already tagged, your comments are untagged unless you enable comment tagging before you add your comments. (See About adding comments.) If a document contains untagged comments, you can locate them in the logical structure tree and tag them by using the Find option in the Tags tab.
Correcting tables and table elements Use the TouchUp Reading Order tool to make sure that tables are tagged correctly. If you need to structure figures and text within the cells of your table, you may prefer to re-create the table in the authoring application before you convert it as an accessible PDF document. Adding tags on a cell level in Acrobat is a labor-intensive procedure.
Using the Content tab Use the Content tab to correct reflow problems in a PDF document that can't be corrected by using the TouchUp Reading Order tool. Because you can damage a PDF document by editing content objects, make sure that you're familiar with PDF structure before you make any changes. For comprehensive information about PDF structure, download the PDF Reference, Fifth Edition, from the Adobe partner website at http://partners.adobe. com/links/acrobat (English only).
Content tab options The Content tab includes several options that you can choose either from the Options menu or by right-clicking (Windows) or Control-clicking (Mac OS) an object in the tab. You can choose the following options: New Container Adds a new container object at the end of the selected page or container. Edit Container Dictionary Specifies the dictionary for the container. Errors in this dialog box may damage the PDF document. Available only for containers that include dictionaries.
Customizing Adobe Acrobat for Accessibility About accessibility preferences Setting accessibility preferences Using keyboard shortcuts for menu commands and navigation Scrolling automatically Using a screen reader Using the Read Out Loud feature
About accessibility preferences Adobe Acrobat provides several settings that help make PDF files more accessible for visually impaired and motion-impaired users. These settings change how PDF documents appear on-screen and are read by a screen reader. They also allow users to navigate documents using only keyboard shortcuts. The Accessibility Setup Assistant provides onscreen instructions for setting preferences in Acrobat.
Setting accessibility preferences If you start Adobe Acrobat for the first time in Windows while a screen reader or screen magnifier is running, the Accessibility Setup Assistant, a wizard, starts to help you set Acrobat preferences for better accessibility. Indicate the type of assistive device that you use to present the best options for your system. If you use Mac OS or want to change your preferences later, you must start the Accessibility Setup Assistant from the Advanced menu.
Accessibility options The Accessibility Setup Assistant helps you select several options that improve accessibility in Acrobat, particularly if you use assistive technologies. You can manually select additional options in various panels of the Preferences dialog box. The Accessibility Assistant includes the following options: Note: Some options may not be available, depending on the type of assistive device you specify; the assistant presents only options that are appropriate for your device.
Using high-contrast colors Acrobat provides various options for making text in Adobe PDF documents easier to see and read on-screen. You can enlarge small type, and adjust the colors and contrast of text and background. Magnify the displayed document by using the Viewing toolbar, the Zoom options on the status bar, or the commands on the View menu. (See Magnifying and reducing the view.) The Accessibility preferences change only the colors for the page background, document text, and line art.
Setting Reading preferences You can use the Reading preferences to determine how documents are read by screen readers or the Read Out Loud feature, and in what order. Set the volume and speed, and choose between voices that come with the system or that are installed with speech engines (such as SAPI 4 and SAPI 5 on Windows). Note: For information on other preferences that affect accessibility, see Accessibility options. To set preferences for reading text out loud: 1.
Selecting a reading order On pages with multiple columns or stories, the natural visual progression through various blocks of text may be complicated, especially if the page design is complex or if the document is poorly structured. Choosing a reading order can improve how untagged Adobe PDF documents are read, by both screen readers and the Read Out Loud feature. The reading order also affects the order of text when you choose File > Save As and select the Text (Accessible) *.txt option.
Enabling single key accelerators You can improve the functionality of your keyboard by using single key accelerators. Most keyboard shortcuts in Acrobat don't require that you enable this option. (See Keys for selecting tools.) To enable single key accelerators: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). 2. Select General, and then select Use Single-Key Accelerators To Access Tools.
Using keyboard shortcuts for menu commands and navigation You can navigate by using the keyboard instead of the mouse. See About keyboard shortcuts. In Mac OS, several keyboard access features are available. In Windows, some of the keyboard shortcuts used to navigate in Acrobat may differ from those used in other Windows applications.
Setting up full keyboard access (Mac OS only) In Mac OS, you can navigate and interact within the Acrobat work area and Adobe PDF documents by setting up the appropriate system-level preferences. To set up full keyboard access: 1. On the Apple menu, choose System Preferences, and select Keyboard & Mouse (Mac OS 10.3) or Keyboard (Mac OS 10.2). 2. Click the Keyboard Shortcuts tab (Mac OS 10.3) or Full Keyboard Access tab (Mac OS 10.2). 3. Select the Turn On Full Keyboard Access option. 4.
Using shortcuts within web browsers (Windows only) You can use the keyboard to control Acrobat within Internet Explorer in Windows. At first, the focus is on the PDF document and the Acrobat application, so navigation and command keystrokes function normally. Pressing Ctrl+Tab shifts the focus to the web browser. Pressing the Tab key shifts the focus back to the document.
Scrolling automatically The automatic scrolling feature makes it easier to scan through long PDF documents, especially reflowed documents. You can scroll through pages without using keystrokes or mouse actions. To scroll automatically through a document: 1. Choose View > Automatically Scroll. 2. Do any of the following: ● To change the scrolling speed, press a number key (9 is the fastest and 0 is the slowest), or press the Up Arrow or Down Arrow key.
Outputting accessible text for a braille printer You can save the text in a PDF document to print on a braille printer. Accessible text can be imported and printed out as formatted, grade 1 or 2 braille documents by using a braille translation application. See the documentation included with the braille translator for more information. To save a PDF document as accessible text: 1. Choose File > Save As. 2. Choose Text (Accessible) from the Format pop-up menu, name the file, and then click OK.
Using a screen reader Adobe Acrobat supports assistive technologies that enable visually impaired users to interact with computer applications, such as screen readers and screen magnifiers. When assistive technologies are in use, Acrobat may add temporary tags to open PDF documents to improve their readability. Use the Accessibility Setup Assistant to improve how Acrobat interacts with the type of assistive technology you use. (See Setting accessibility preferences.
Using the Read Out Loud feature You can use the Read Out Loud feature to read aloud as many pages of an Adobe PDF document as you want. Read Out Loud reads the text in comment pop-ups and alternate text descriptions for images and fillable fields. In tagged PDF documents, content is read in the order it appears within the logical structure. In untagged documents, the reading order is inferred, unless a reading order has been specified. (See Selecting a reading order.
EDITING About editing Adobe PDF documents About electronic publication of Adobe PDF documents Improving electronic output
About editing Adobe PDF documents A common misconception about Adobe PDF documents is that they should behave like any other document with images and text, letting you freely copy, paste, and move items on a page. Consider an Adobe PDF file as a snapshot of your original document--whether it's an Adobe InDesign file or Microsoft Office file: Reserve the more substantial changes for the authoring application, and use Adobe Acrobat to enhance the "snapshot" PDF file for readability and distribution.
About electronic publication of Adobe PDF documents When you publish your Adobe PDF documents electronically using Acrobat Professional, you want to make it as easy as possible for your readers to open and read them so that they find the information they need quickly. If you distribute PDF files to a large and varied audience, it's to your advantage to do everything you can to accommodate the diverse needs of that audience.
Improving electronic output When you distribute Adobe PDF files electronically, there are a number of steps you can take to ensure that the user's reading experience is as smooth as possible, such as streamlining downloading, using recommended naming conventions for files, and providing keywords for searching. Also, make sure that your files are fully accessible for users who depend on screen readers and other devices. (See Making existing Adobe PDF documents accessible.
Enabling Fast Web View in Adobe PDF files Fast Web View restructures an Adobe PDF document for page-at-a-time downloading (byte-serving) from web servers. With page-at-a-time downloading, the web server sends only the requested page, rather than the entire PDF document. This is especially important with large documents that can take a long time to download from a server. Check with your web master to make sure that the web server software you use supports page-at-time downloading.
Adding a Welcome page When a user first visits a website or opens a CD, it can be difficult to know where to begin or to determine what's in the document collection. To point your users in the right direction, consider including a Welcome page. Such a page typically gives an overview of the included documents and provides links to specific places in them. If you're setting up a website, you may want to use an HTML page as the Welcome page and put links to the PDF documents in the HTML code.
Naming Adobe PDF documents When naming an Adobe PDF document that is going to be distributed electronically, it's a good idea to follow standard naming conventions: ● ● Use ISO 9660 file names, because some network and email programs truncate long file names. An ISO 9660 file name can contain up to eight characters (with no spaces), optionally followed by an extension (a period and from one to three characters).
Adding searchable information and setting the binding You can provide a title, a subject, an author, and one or more keywords for an Adobe PDF document in Acrobat or in a browser. These entries are also reflected in the document metadata. (See Adding searchable information to document properties.) Metadata provides users with basic information about the document and gives them a useful way to search for that information, especially if the document is part of a collection that is going to be indexed.
Adding Navigability to Adobe PDF Documents Using page thumbnails Defining the tabbing order Using bookmarks Using links Using actions for special effects Navigating Adobe PDF documents converted from web pages Working with articles
Using page thumbnails Page thumbnails are miniature previews of the pages in a document. You can use page thumbnails in Adobe Acrobat Professional to jump quickly to a selected page or to adjust the view of the page. When you move, copy, or delete a page thumbnail, you actually move, copy, or delete the corresponding page. This makes page thumbnails especially useful during the development phase of an Adobe PDF document.
Creating page thumbnails Because page thumbnails make a file larger, they are not automatically created with a document unless specified. Instead, you create page thumbnails dynamically by clicking the Pages tab in the navigation pane. The process of drawing page thumbnails may require several seconds, particularly in larger documents. To prevent page thumbnails from redrawing each time you click the Pages tab, embed the page thumbnails. You can unembed or re-embed them, as needed.
Adding page actions with page thumbnails To enhance the interactive quality of a document, you can specify actions, such as changing the zoom value, to occur when a page is opened or closed. To set an action associated with a page opening or closing: 1. Click the Pages tab in the navigation pane. 2. Select the page thumbnail corresponding to the page, and choose Page Properties from the Options menu. 3. In the Page Properties dialog box, click Actions. 4.
Defining the tabbing order In the Pages tab, you can set the order in which a user tabs through form fields, links, and comments for each page. To set the tabbing order for form fields, links, and comments: 1. Click the Pages tab in the navigation pane. 2. Select a page thumbnail, and choose Page Properties from the Options menu. 3.
Using bookmarks A bookmark is a type of link with representative text on the Bookmarks tab in the navigation pane. Each bookmark goes to a different view or page in the document. You can use electronic bookmarks as you would paper bookmarks, to mark a place in a document to which you want to return. You can also use a bookmark to direct your reader's attention where you want it.
Creating bookmarks Bookmarks generated from a table of contents are usually adequate to navigate through a document. However, you can set bookmarks to point to specific sections to draw the reader's attention to them. You can also set the appearance of bookmarks and add actions to them. To create a new bookmark: 1. Open the page where you want the bookmark to link to, and adjust the view settings. You can always change the destination and view settings later. 2.
Managing bookmarks Initially, a bookmark displays the page that was in view when you created the bookmark, which is the bookmark's destination. Although you can set bookmark destinations as you create each bookmark, it is sometimes easier to create a group of bookmarks, and then set the destinations later. Once you've created a bookmark, you can change its text, destination, or action type. You can also change the appearance of a bookmark to draw attention to it.
Creating a bookmark hierarchy You can nest a list of bookmarks to show a relationship between topics. Nesting creates a parent/child relationship. You can expand and collapse this hierarchical list as desired. To expand or collapse a bookmark: Do one of the following: ● ● Click the plus sign or horizontal triangle next to the bookmark icon to show any children. Click the minus sign or inverted triangle to collapse the list again.
Adding tagged bookmarks Tagged bookmarks give you greater control over page content than do regular bookmarks. Because tagged bookmarks use the underlying structural information of the document elements (for example, heading levels, paragraphs, table titles) to create bookmarks, they can be used for editing the document, such as deleting pages. You can identify these bookmarks by the Tagged Bookmark icon .
Using links Links, or hyperlinks, let you jump to other locations in the same document, to other electronic documents including attachments, or to websites. You can use links when you want to ensure that your reader has immediate access to related information. You can also use links to initiate actions. You can also add actions to play a sound or movie file. (See Integrating media into documents.) Clicking a link jumps to another page, document, or website.
Creating links You can use the Link tool to create links. You can make the links visible or invisible.You can create links directly from text and images using the Select tool and the Snapshot tool. To create a link using the Link tool: 1. Go to where you want to create a link from in the document. 2. Choose Tools > Advanced Editing > Link Tool, or select the Link tool on the Advanced Editing toolbar.
Changing the appearance of links You can change the appearance settings for links at any time by using the Properties toolbar or the Link Properties dialog box. The Link Properties dialog box opens automatically when you create a custom link and has more options than the Properties toolbar. For other link types, you must open the dialog box manually. You can choose properties to make a link visible or invisible. To change the appearance of a link: 1.
Adding actions to a link To enhance the interactive quality of a document, you can specify an action, such as changing the zoom value, to occur when a link is clicked. (See Using actions for special effects.
Editing links You can edit a link at any time. You can change its hotspot area or associated link action; delete or resize the link rectangle; or change the destination of the link. Changing the properties of an existing link affects only the currently selected link. You can change the properties of several links at once if you select the links using the Link tool or the Select tool. To move or resize a link rectangle: 1.
Creating links from URLs You can automatically create links from all URLs in a document or from URLs on selected pages. To create links from URLs in an Adobe PDF document: 1. Choose Advanced > Links > Create From URLs In Document. 2. In the Create Web Links dialog box, select All to create links from all URLs in the document, or select From and enter a page range to create links on selected pages.
Removing all web links You can remove all web links from an Adobe PDF document. To remove all web links from an Adobe PDF document: 1. Choose Advanced > Links > Remove All Links From Document.
Linking to file attachments In Acrobat 7.0, PDF documents can have file attachments, which appear in the Attachments tab. To open attachments, you can either use the Attachments tab or, better yet, create a link in your document that lets users open the file attachment within the document pane. You can also create links between attached files, or from an attachment back to the parent PDF document. Note: Don't confuse file attachments with files that can be opened from a link.
Using destinations A destination is the end point of a link represented by text in the Destinations tab. Destinations enable you to set navigation paths across a collection of Adobe PDF documents. Linking to a destination is recommended when linking across documents because, unlike a link to a page, a link to a destination is not affected by the addition or deletion of pages within the target document. To display and sort the destinations list: 1. Choose View> Navigation Tabs > Destinations.
Using actions for special effects You can cause an action to occur when a bookmark or link is clicked, or when a page is viewed. For example, you can use links and bookmarks to jump to different locations in a document, execute commands from a menu, and perform other actions. Actions are set in the Properties dialog box. The Locked option prevents the appearance and actions associated with an object from being accidentally changed.
Adding actions For bookmarks or links, you specify an action that occurs when the bookmark or link is clicked. For other items, such as pages, media clips and form fields, you define a trigger that causes the action to occur and then define the action itself. You can add multiple actions to one trigger. See Types of triggers. To specify action options: 1. Do one of the following: ● Using the Hand tool, right-click (Windows) or Control-click (Mac OS) the bookmark or page thumbnail, and choose Properties.
Action types You can assign the following actions to links, bookmarks, pages, media clips, and form fields: Execute A Menu Item Executes a specified menu command as the action. Go To A Page View Jumps to the specified destination in the current document or in another document. Import Form Data Brings in form data from another file, and places it in the active form. Open A File Launches and opens a file.
Types of triggers Triggers determine how actions are activated in media clips, pages, and form fields. For example, you can specify a movie or sound clip to play when a page is opened or closed, or when the mouse pointer enters a field. The most commonly used trigger is Mouse Up. You can use the following triggers for media clips and form fields (not links or bookmarks): Mouse Up When the mouse button is released after a click.
Navigating Adobe PDF documents converted from web pages You can work with an Adobe PDF document created from web pages as with any other PDF document. Depending on how you configured Acrobat, clicking a link on a converted web page adds the pages for that link to the end of the PDF document if they aren't already included. For other ways to append web pages, see Creating Adobe PDF files from downloaded web pages. Note: Remember that one web page can become multiple PDF pages.
Using tagged bookmarks to organize converted web pages When you first create an Adobe PDF document from web pages, tagged bookmarks are generated if Create Bookmarks is selected in the Web Page Conversion Settings dialog box. A standard (untagged) bookmark representing the web server appears at the top of the Bookmarks tab. Under that bookmark is a tagged bookmark for each web page downloaded; the tagged bookmark's name comes from the page's HTML title or the URL, if no title is present. Bookmarks tab A.
Adding tagged bookmarks to converted web pages If Create PDF Tags is selected in the Web Page Conversion Settings dialog box when you download web pages, structure information that corresponds to the HTML structure of the original pages is stored in the PDF document. You can use this information to add tagged bookmarks to the file for paragraphs and other items that have HTML elements. To add tagged bookmarks to an Adobe PDF document: 1. Choose New Bookmarks From Structure from the Options menu. 2.
Getting information on converted web pages You can display a dialog box with the current page's URL, the page's title (from the HTML
tag or URL of the page), the date and time downloaded, the content type (such as HTML text or JPEG image), and the preferred zoom setting (based on the scaling and image size). To get information on the current web page: Choose Advanced > Web Capture > Page Info.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-451.html>PAGE 451</a></h6><p>Refreshing converted web pages You can refresh web pages in an Adobe PDF document to retrieve the most up-to-date version from the website. When you refresh, you download the entire website or link again and build a new PDF document. The resulting new PDF document lists any pages where components have changed, including text, web links, embedded file names, and formatting. New pages are downloaded if they have been added to the site.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-452.html>PAGE 452</a></h6><p>Comparing converted pages with current web pages You can start a web browser and display a web page corresponding to the page you've already converted to an Adobe PDF page. This can be useful if you want to compare any differences between the downloaded Adobe PDF version and the current web page at the site. To compare a converted page with a current web page: Do one of the following: ● ● ● To open the current page in a web browser, choose Advanced > Web Capture > Open Page In Web Browser.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-453.html>PAGE 453</a></h6><p>Working with articles Many traditional print documents, such as magazines and newspapers, arrange text in multiple columns. Stories flow from column to column and sometimes across several pages. While the format is effective for printed material, this type of structure can be difficult to follow on-screen because of the scrolling and zooming required. The article feature enables you to guide readers through material presented in multiple columns and across a series of pages.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-454.html>PAGE 454</a></h6><p>Defining articles You create an article by defining a series of boxes around the content in the order in which you want the content read. The navigational path you define for an article is known as the article thread. You use the Article tool to create a thread connecting the various boxes that hold the content of the article, unifying them into a continuous text flow. Each article box you create has a label.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-455.html>PAGE 455</a></h6><p>Editing and deleting articles You can edit an existing article thread with the Article tool. You can delete, insert, combine, move, or resize an article box and edit article properties. To delete an article or article box: 1. Select the Article tool to display the articles in the document. 2. Choose View > Navigation Tabs > Articles, and do one of the following: ● To delete the entire article, select the article in the Articles tab, and press the Delete key.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-456.html>PAGE 456</a></h6><p>Editing Adobe PDF Documents Copying and pasting text, tables, and images Editing text Editing images and objects Selecting and editing links, fields, and other objects Cropping pages Rotating pages Extracting, moving, and copying pages Deleting and replacing pages Setting up a presentation Combining Adobe PDF documents Numbering pages Adding headers and footers Adding watermarks and backgrounds Incorporating Adobe PDF documents into documents with OLE support</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-457.html>PAGE 457</a></h6><p>Copying and pasting text, tables, and images In Acrobat Professional, you can select text, a table, or an image in an Adobe PDF document, copy it to the Clipboard, or paste it into a document in another application. The Select tool lets you select any page item. (In Acrobat 6.0, three different tools--Select tool, Select Image tool, and Select Table tool--let you select different page items.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-458.html>PAGE 458</a></h6><p>Copying text The Select tool lets you select text or columns of text in an Adobe PDF document. You can use the Copy and Paste commands to copy the selected text into another application. Or you can use the context menu to add comments and create links from the text. Note the following: ● ● ● ● ● ● You can specify in the General preferences that whenever the Hand tool is over text in an Adobe PDF document, it functions as the Select tool.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-459.html>PAGE 459</a></h6><p>Copying tables You can select and copy a table to the Clipboard. You can also save it to a file that can then be loaded or imported to another application. If you have a CSV-compliant application on your system, such as Microsoft Excel, you can open the selected table directly in the application. If the document is tagged, you can click a table in a PDF document to select the entire table. To copy a table using the Select tool: 1. Select the Select tool . 2. Hold the pointer over the table.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-460.html>PAGE 460</a></h6><p>Copying images You can copy and paste individual images from an Adobe PDF document to the Clipboard, to another application, or to a file using the Select tool. If you want to copy all the images from a PDF document, see Converting Adobe PDF documents to other file formats. You can create links from text and images using the Select tool and the Snapshot tool. See Creating links. If you cannot select an image because of overlapping text, choose the Select Images Before Text option in General Preferences.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-461.html>PAGE 461</a></h6><p>Copying a combination of text and image as an image You can use the Snapshot tool to copy the contents of the selection marquee (either text, an image, or both) to the Clipboard or to another application. Both text and images are copied as an image. To copy an image, text, or both in image format using the Snapshot tool: Select the Snapshot tool ● ● ● and do one of the following: Click anywhere in the page to capture the entire content displayed on the screen.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-462.html>PAGE 462</a></h6><p>Editing text You can perform minor corrections to a PDF document using the TouchUp Text tool. You can edit text, and you can edit a variety of properties, including font, font size and horizontal scale, word and character spacing, baseline offset or shift, fill and stroke characteristics, and font embedding and subsetting. You must have an included font installed on your system in order to edit text.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-463.html>PAGE 463</a></h6><p>Editing text with the TouchUp Text tool In general, you should use the TouchUp Text tool for minor text edits in an Adobe PDF document. For extensive revisions, you should edit the document in its original application and then regenerate the PDF file. You can also regenerate only pages needing revision and insert them into the PDF document. (See Deleting and replacing pages.) To edit text using the TouchUp Text tool: 1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-464.html>PAGE 464</a></h6><p>Editing text attributes Use the TouchUp tool to edit text attributes, such as font, font size, and letter spacing. To edit the text attributes: 1. Choose Tools > Advanced Editing > TouchUp Text Tool, or select the TouchUp Text tool on the Advanced Editing toolbar. 2. Click in the text whose attributes you want to edit. A paragraph of text is enclosed in a bounding box. You can select text within the paragraph by dragging. 3. Right-click (Windows) or Control-click (Mac OS) the text, and choose Properties.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-465.html>PAGE 465</a></h6><p>Adding new text to a document Use the TouchUp Text tool to add text to a document. To add new text to a document: 1. Choose Tools > Advanced Editing > TouchUp Text Tool, or select the TouchUp Text tool on the Advanced Editing toolbar. 2. Ctrl-click (Windows) or Option-click (Mac OS) where you want to add text. 3. In the New Text Font dialog box, select the font and writing mode, and click OK. 4. Enter the new text.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-466.html>PAGE 466</a></h6><p>Inserting special characters You can insert certain special characters (line breaks, soft hyphens, nonbreaking spaces, and em dashes) in a tagged Adobe PDF document to improve the way it reflows. (See Reflowing the contents of tagged Adobe PDF documents.) You can also insert these special characters in any Adobe PDF document to improve the way it's read by a screen reader or simply to edit it for general readability purposes. You do not need to have the font installed in order to insert special characters.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-467.html>PAGE 467</a></h6><p>Embedding or unembedding fonts using the TouchUp Text tool You must have a font installed on your system in order to edit text attributes. If an embedded or subsetted font is not installed on your system, you can make changes only to color, word spacing, character spacing, baseline offset, or margins. To embed or unembed fonts using the TouchUp Text tool: 1. Choose Tools > Advanced Editing > TouchUp Text Tool, or select the TouchUp Text 2. 3. 4. 5. 6. ● ● ● ● ● tool on the Advanced Editing toolbar.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-468.html>PAGE 468</a></h6><p>Editing images and objects Using the TouchUp Object tool, you can select an image or object in a PDF document and move it to a new location, edit it using the TouchUp Object tool features, or take it into Adobe Photoshop, Adobe Illustrator, or another application directly from the PDF document, and edit it.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-469.html>PAGE 469</a></h6><p>Editing images using the TouchUp Object tool You use the TouchUp Object tool to make last-minute corrections to images and objects in an Adobe PDF document. For major revisions, use your original authoring application, and then regenerate the PDF document. You can use the TouchUp Object tool context menu to perform some editing tasks on images without starting an external editing application. To open the context menu, rightclick (Windows) or Control-click the text using the TouchUp Object tool.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-470.html>PAGE 470</a></h6><p>Editing images with an editing application In addition to moving and making minor corrections to images, you can use the TouchUp Object tool to take an image from a PDF document into Adobe Photoshop, Adobe Illustrator, or another application to edit it. Once you complete the editing, you can place the image or object directly back in the PDF document. You specify the preferred editing applications in the TouchUp preferences.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-471.html>PAGE 471</a></h6><p>Setting TouchUp preference options The TouchUp preferences define the default editing applications used when art and images are selected using the TouchUp Object tool. To set the TouchUp preferences: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). (You can also choose Preferences in the document pane menu.) 2. Select TouchUp on the left side of the Preferences dialog box. 3. Select Choose Image Editor, and choose an image editor. 4.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-472.html>PAGE 472</a></h6><p>Selecting and editing links, fields, and other objects You can use many of the editing tools to select and edit objects, such as links, fields, and multimedia objects, in an Adobe PDF document. A selected object usually shows a bounding box; selection handles show when the pointer moves over the object. When the pointer moves over a locked object, no selection handles show. When objects are selected, one is red and the rest are blue.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-473.html>PAGE 473</a></h6><p>Cropping pages The Crop Pages dialog box lets you adjust the visible page area for specified pages of your document. You can adjust page margins by setting specific parameters. The resulting cropped area shows the content that appears when the page is displayed or printed. To undo a crop operation, reset the margins in the Crop Pages dialog box. Cropping does not reduce file size because information is not discarded, but hidden from view.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-474.html>PAGE 474</a></h6><p>Setting art, trim, and bleed box preferences You can set the Page Display preferences to show any art, trim, and bleed boxes that are defined in the Adobe PDF document. To set the art, trim, and bleed box preferences: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and select Page Display on the left side of the Preferences dialog box. (You can also choose Preferences from the document pane menu.) 2.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-475.html>PAGE 475</a></h6><p>Rotating pages You can rotate all pages in a document or only selected pages. Rotation is based on 90° increments. To rotate a page, a range of pages, or all pages: 1. Do one of the following: ● Choose Document > Rotate Pages. ● From the Options menu on the Pages tab, choose Rotate Pages. 2. For Page Range, specify whether all pages, pages corresponding to page thumbnails selected in the Pages tab, or a range of pages are to be rotated. 3.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-476.html>PAGE 476</a></h6><p>Extracting, moving, and copying pages You can extract pages from an Adobe PDF file using the Extract command. You can delete the extracted pages or copy them to a separate file. When you extract a page from a PDF document, all comments and links associated with the page content are also extracted. Form fields are also extracted. Bookmarks and articles associated with the pages, however, are not extracted. You can also use page thumbnails to copy or move pages within a document and between documents.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-477.html>PAGE 477</a></h6><p>Deleting and replacing pages You can delete pages from an Adobe PDF document with the Delete command or by deleting the page's page thumbnail or tagged bookmarks. You can minimize the size of the document file by using the Reduce File Size command to save the restructured document under a new name. Important: You cannot undo the Delete command. You can replace an entire PDF page with another PDF page. When you replace a page, only the text and images on the original page are replaced.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-478.html>PAGE 478</a></h6><p>Setting up a presentation Full Screen mode is often used for presentations. In Full Screen mode, Adobe PDF pages fill the entire screen, and the Acrobat menu bar, toolbar, and window controls are hidden. You can also set other opening views, so that your documents or collections of documents open to a consistent view. In either case, you can add page transitions to enhance the visual effect as the viewer pages through the document.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-479.html>PAGE 479</a></h6><p>Defining the initial view as Full Screen mode To use the Full Screen mode, you need to define how the document opens. These settings are made in the Document Properties dialog box and are specific to the document. The settings that control how the user navigates through the document or whether the view moves from page to page automatically are set in the Full Screen preferences. The Full Screen preferences are specific to a system.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-480.html>PAGE 480</a></h6><p>Defining an initial view You can define an initial view, including magnification level and page layout, that appears when a user opens your document or document collection. A common initial view appearance is to open the document in Full Screen Mode. See Defining the initial view as Full Screen mode. You can define an opening view for a collection of documents as described in Defining the initial view as Full Screen mode. To define an initial view for a document: 1. Choose File > Document Properties. 2.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-481.html>PAGE 481</a></h6><p>Initial View options for document properties The Initial View options in the Document Properties are organized into three areas: Document Options, Window Options, and User Interface Options. Document Options Determine the appearance of the document within the document window, the page layout and magnification, which panes open, how it scrolls, and the page number at which the document opens. ● ● ● ● ● Show determines which panes and tabs are displayed in the application window by default.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-482.html>PAGE 482</a></h6><p>Adding page transitions You can create an interesting effect that occurs each time a page advances by using page transitions. Use the Set Page Transitions feature to add transitions to one or more pages in a document. You can also set page transitions for a group of documents using the Batch Processing command. (See About batch sequences.) To define page transitions: 1. Do one of the following: ● Choose Document > Set Page Transitions.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-483.html>PAGE 483</a></h6><p>Combining Adobe PDF documents You can use the Insert command to append or insert an Adobe PDF document into another PDF document.You can also insert one or more documents into a PDF document using drag and drop. To combine files using the Create PDF From Multiple Files command, see Creating Adobe PDF files from multiple files. To combine two Adobe PDF documents using the Insert Pages command: 1. With the target document open, choose Document > Insert Pages. 2.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-484.html>PAGE 484</a></h6><p>Numbering pages The page numbers on the document pages do not always match the page numbers that appear below the page thumbnails and in the status bar. Pages are numbered with integers, starting with page 1 for the first page of the document. Because some Adobe PDF documents may contain front matter, such as a copyright page and table of contents, their body pages may not follow the numbering shown in the status bar.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-485.html>PAGE 485</a></h6><p>Adding headers and footers Headers and footers are used to present information, such as date, page numbers, or the title of the document, in the top or bottom margins of a document. You can replace existing headers or footers in the document, and you can adjust the margins to make sure that the headers and footers don't overlap existing page items. The Add Headers & Footers dialog box contains separate tabs for headers and footers. Each tab contains three boxes.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-486.html>PAGE 486</a></h6><p>Adding watermarks and backgrounds A watermark is text or an image that appears on top of existing document content when a document is viewed and printed. For example, in a list of tasks to complete, you could use a watermark to place "Complete" over the task list when the tasks are complete. A background is an image that is placed behind text or images on the page. Before and after adding a watermark To add watermarks and backgrounds: 1. Choose Document > Add Watermark & Background. 2.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-487.html>PAGE 487</a></h6><p>Incorporating Adobe PDF documents into documents with OLE support You can incorporate Adobe PDF documents into any container document that supports Object Linking and Embedding (OLE) and later edit the PDF documents in Acrobat. To incorporate PDF documents into an application with OLE support: Do one of the following: ● ● Choose the OLE container application's Insert Object command to insert the document directly into the container application.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-488.html>PAGE 488</a></h6><p>Working with Adobe PDF Layers About Adobe PDF layers Navigating with layers Editing the properties of Adobe PDF layers Adding navigability to layers Merging layers Flattening Adobe PDF layers Editing layered content</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-489.html>PAGE 489</a></h6><p>About Adobe PDF layers Acrobat supports the display, navigation, and printing of layered Adobe PDF content output by applications such as Adobe InDesign, AutoCAD, and Visio. You can rename and merge layers, change the properties of layers, and add actions to layers. You can also lock layers to prevent them from being hidden. You can control the display of layers using the default and initial state settings.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-490.html>PAGE 490</a></h6><p>Navigating with layers Information can be stored on different layers of a PDF document. The layers that appear in the PDF document are based on the layers created in the original application. You cannot create layers in Acrobat; however, you can examine layers and show or hide the content associated with each layer using the Layers tab in the navigation pane. Items on locked layers cannot be hidden. Note: A Lock icon in the Layers tab indicates that a layer is for information only.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-491.html>PAGE 491</a></h6><p>Editing the properties of Adobe PDF layers You can rename or lock Adobe PDF layers, set the default state, and set the initial visibility, print, and export states in the Layer Properties dialog box. You can combine the default state setting, the visibility setting, and the print setting to control when a layer is visible and when it prints. If a layer contains a watermark, for example, you may want the layer to not show on-screen but always to print and always to export to other applications.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-492.html>PAGE 492</a></h6><p>Adding navigability to layers You can add links and destinations to layers, allowing you to change the view of a document when the user clicks a bookmark or link. Note: In general, changes to layer visibility made using the eye icon in the Layers tab are not recorded in the Navigation toolbar. To associate layer visibility with bookmarks: 1. Set the required layer properties, visibility, and magnification level for the target PDF layer in the document pane. 2.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-493.html>PAGE 493</a></h6><p>Merging layers You can merge one or more layers in an Adobe PDF document. Merged layers acquire the properties of the layer into which they are merged (the target layer). The merging of layers cannot be undone. To merge layers in a PDF document: 1. Click the Layers tab, and select Merge Layers from the Options menu. 2. In the left pane (Layers To Be Merged), select one or more layers to be merged. Ctrl-click (Windows) or Command-click (Mac OS) to select multiple layers, and click Add.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-494.html>PAGE 494</a></h6><p>Flattening Adobe PDF layers Flattening Adobe PDF layers hides any content that is not visible when the flattening operation is executed. Layers are consolidated, and the flattening action cannot be undone. To flatten layers: Click the Layers tab, and select Flatten Layers from the Options menu.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-495.html>PAGE 495</a></h6><p>Editing layered content You can select or copy content in a layered Adobe PDF document using the Select tool or the Snapshot tool. You can edit content using a touch-up tool. These tools recognize and select any content that is visible, regardless of whether the content is on a selected layer. (See Editing text with the TouchUp Text tool.) You can also use the TouchUp Object tool to edit images. (See Editing images using the TouchUp Object tool.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-496.html>PAGE 496</a></h6><p>Working with File Attachments About file attachments Opening and saving attachments Adding attachments to Adobe PDF documents Searching in attachments Deleting attachments</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-497.html>PAGE 497</a></h6><p>About file attachments Acrobat lets you attach PDF and other files to an Adobe PDF document so that the reader can open them for viewing. If you move the PDF document to a new location, the attachments automatically go with it. You can add two types of file attachments to PDF documents from the File toolbar: document-level attachments and page-level attachments.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-498.html>PAGE 498</a></h6><p>Opening and saving attachments Opening and saving attachments is simple in Acrobat. However, you must have an application installed that can handle the file format of the attachment. You can open a PDF attachment in Acrobat and make changes to it--if you have permissions to do so--and your changes are applied to the PDF attachment. When you open a non-PDF attachment, you have an option of opening or saving the file; opening the file starts the application that handles the file format of the attachment.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-499.html>PAGE 499</a></h6><p>Saving modified files into the primary Adobe PDF document If you make changes to a non-PDF attachment, you must delete the existing file attachment in the primary PDF document and then create a new file attachment with the modified document.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-500.html>PAGE 500</a></h6><p>Working with attachments created in Acrobat 6.0 or earlier In Acrobat 7.0, you can view and save attachments in PDF files that were created in Acrobat 5.0 or 6.0. To ensure that attachments you created in Acrobat 7.0 open in earlier versions of Acrobat, save a PDF file that contains an attachment with the option to show attachments when the file is opened. To create attachments that can be viewed in Acrobat 5.0 or 6.0: 1. Add a PDF attachment to the document. (See Adding attachments to Adobe PDF documents.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-501.html>PAGE 501</a></h6><p>Adding attachments to Adobe PDF documents Sometimes you want to attach a separate file to your PDF document that contains related information. In Acrobat 7.0, you can attach a PDF file or a file from other applications to your PDF document. To attach a file as a comment, see Adding attachments as comments.) To attach a file to a PDF document: 1. Do one of the following: ● Choose Document > Add File Attachment. ● Click the Attach A File button on the File toolbar.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-502.html>PAGE 502</a></h6><p>Personalizing attachments with a description Adding a description to an attachment helps you differentiate between similar files in the Attachments tab. To add a description to an attachment: 1. Select the attached file, and choose Options > Edit Description. 2. Edit the text of the description. 3. Save the file.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-503.html>PAGE 503</a></h6><p>Linking between files In Acrobat 7.0, you can link from a PDF document to a file attachment and vice versa, or link between file attachments. See Creating links and Linking to file attachments.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-504.html>PAGE 504</a></h6><p>Searching in attachments When searching for specific words or phrases, you can include PDF attachments in the search. To do this, use either the Search Documents & Attachments button in the Attachments tab or the advanced search options in the Search PDF window. Search results from attachments appear in the Results list beneath the attachment file name, which includes the attachment icon. Non-PDF attachments are ignored by the search engine. To search PDF attachments from the Attachments tab: 1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-505.html>PAGE 505</a></h6><p>Deleting attachments Use the Attachments tab to delete one or more attachments. To delete one or more attachments: 1. Click the Attachments tab, and select one or more attachments. 2. Click the Delete button, or choose Delete Attachment from the Options menu.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-506.html>PAGE 506</a></h6><p>Optimizing Adobe PDF Documents Using PDF Optimizer</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-507.html>PAGE 507</a></h6><p>Using PDF Optimizer PDF Optimizer provides many settings for reducing the size of Adobe PDF files. Whether you use all of these settings or only a few depends on how you intend to use the files and on the essential properties a file must have. In most cases, the default settings are appropriate for maximum efficiency--saving space by removing some embedded fonts, compressing images, and removing items from the file that are no longer needed.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-508.html>PAGE 508</a></h6><p>Using Images settings The Images panel of the PDF Optimizer lets you set options for color, grayscale, and monochrome image compression. Images panel of PDF Optimizer. You can change the PDF compatibility in this dialog box. In the Image Settings area, you can select the following options: ● Downsample reduces file size by lowering the resolution of images, which involves merging the colors of original pixels into larger pixels. (See Compressing and downsampling images and Images options.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-509.html>PAGE 509</a></h6><p>Using Scanned Pages settings The Scanned Pages panel of the PDF Optimizer lets you optimize compression of page regions based on color content, balancing file size with image quality, and apply filters. If the Optimize Compression Of Page Regions Based On Color Content option is selected, options in the Images panel are not available; however, a variety of filters can be applied. Use the slider to set the balance between file size and image quality.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-510.html>PAGE 510</a></h6><p>Using Fonts settings One of the primary benefits of an Adobe PDF file is that the pages appear exactly as they are in the authoring application on the creator's computer, regardless of whether the person viewing the file has the same application and fonts as the author. To ensure an exact match to the original, you should embed all fonts used in the document.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-511.html>PAGE 511</a></h6><p>Using Transparency settings If your Adobe PDF document includes artwork that contains transparency, you can use the settings in the Transparency panel of PDF Optimizer to flatten transparency and reduce file size. (Flattening incorporates transparency into corresponding artwork in Acrobat 5.0 and later files by sectioning it into vector-based areas and rasterized areas.) PDF Optimizer applies transparency settings to all pages in the document before applying other optimization settings.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-512.html>PAGE 512</a></h6><p>Using Discard Objects settings The Discard Objects panel of the PDF Optimizer lets you specify objects to remove from the Adobe PDF document and lets you convert smooth lines to curves. The level of compatibility that you choose from the Make Compatible With menu determines the objects that you discard. Objects that can be discarded include both objects created in Acrobat and objects created in other applications. Selecting an object removes all occurrences of that object within the PDF document.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-513.html>PAGE 513</a></h6><p>Using Clean Up settings The settings in the Clean Up panel of the PDF Optimizer remove useless items from the document. These items include elements that are obsolete or unnecessary to your intended use of the document. Be aware that removing certain elements may seriously affect the functionality of the PDF document. By default, only elements that do not affect functionality are selected. If you are unsure of the implications of removing other options, you should use the default selections.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-514.html>PAGE 514</a></h6><p>Processing Adobe PDF Documents in Batches About batch sequences Running batch sequences Using predefined batch sequences Reorganizing the commands in a batch sequence Making batch sequences interactive Editing the options in a command Selecting source files and output options for batch processing Creating batch sequences Setting the batch-processing preferences</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-515.html>PAGE 515</a></h6><p>About batch sequences When you apply one or more routine sets of commands to your files, you can save time and keystrokes by using an automated batch sequence--a defined series of commands with specific settings and in a specific order that you apply in a single step. You can apply a sequence to a single document, to several documents, or to an entire collection of documents. You can use the batch sequences provided with Acrobat or define your own.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-516.html>PAGE 516</a></h6><p>Running batch sequences Acrobat includes a number of simple, predefined batch sequences that you can use to streamline your work. You do not have to open any of the Adobe PDF files before you begin to run these batch sequences. To batch-process PDF documents: 1. Choose Advanced > Batch Processing. 2. In the Batch Sequences dialog box, select the batch sequence you want from the list, and click the Run Sequence button. See Using predefined batch sequences. 3.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-517.html>PAGE 517</a></h6><p>Using predefined batch sequences The predefined batch sequences represent common tasks that you routinely need to perform to prepare files for distribution. Create Page Thumbnails Embeds miniature images of each page for display on the Pages tab. (See Creating page thumbnails.) Fast Web View Enables users to download long documents incrementally. (See Enabling Fast Web View in Adobe PDF files.) Open All Opens all the specified files.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-518.html>PAGE 518</a></h6><p>Reorganizing the commands in a batch sequence You can alter batch sequences, whether they are batch sequences you created yourself or predefined. You can add, rearrange, and delete commands in the batch sequence definitions to suit your work requirements. To change the commands in a batch sequence: 1. Choose Advanced > Batch Processing. 2. In the Batch Sequences dialog box, select the batch sequence you want to change, and then click Edit Sequence. 3.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-519.html>PAGE 519</a></h6><p>Making batch sequences interactive If your work requires that different documents use slightly different settings of the same commands, you can still use batch processing to automate the work. You can set up your batchprocessing definitions to have pauses between specific commands so that you can modify command options before they execute. Note: You can't add interactivity to commands that don't have interactive options. To add interactive pauses to a batch sequence: 1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-520.html>PAGE 520</a></h6><p>Editing the options in a command You can edit a batch sequence by rearranging the commands included in the batch sequence (see Reorganizing the commands in a batch sequence), but you can also edit the options within the individual commands. To edit the options for a batch-processing command: 1. Choose Advanced > Batch Processing, select the batch sequence, and click Edit Sequences. 2. In the Batch Edit Sequence dialog box, click Select Commands. 3.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-521.html>PAGE 521</a></h6><p>Selecting source files and output options for batch processing You can choose which files to apply batch processing to, where the resulting output goes, and how to name and save the files. To specify batch-processing source and output files and their locations: 1. Choose Advanced > Batch Processing, select the batch sequence you want to edit, and click Edit Sequence. 2. From the Run Commands On menu, choose the files you want the batch sequence to process. 3.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-522.html>PAGE 522</a></h6><p>Creating batch sequences You can create custom batch sequences to suit your specific work requirements. To create a new batch sequence: 1. Choose Advanced > Batch Processing. 2. Click New Sequence. 3. Type a descriptive name for your sequence in the Name Sequence dialog box and click OK. 4. In the Batch Edit Sequence dialog box, click Select Commands. 5. Select a command on the left side of the Edit Sequence dialog box and click Add. Select as many commands as needed. 6.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-523.html>PAGE 523</a></h6><p>Setting the batch-processing preferences Several preferences apply globally to batch processing. You can set these preferences at any time, regardless of whether or not a document is open. To set the batch-processing preferences: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). 2. On the left side of the dialog box, select Batch Processing. 3.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-524.html>PAGE 524</a></h6><p>Working with Digital Media in Adobe PDF Documents Integrating media into documents Setting Multimedia preferences Specifying Acrobat 5.0-compatible media properties Specifying Acrobat 6.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-525.html>PAGE 525</a></h6><p>Integrating media into documents When adding media clips to an Adobe PDF document, consider the following: ● ● ● ● When you add a movie or sound clip to a PDF document, you choose whether the clip is available in Acrobat 6.0 or later, or in Acrobat 5.0 or earlier. If you select Acrobat 6 Compatible Media, your audience can take advantage of new features, such as embedding movie clips in the PDF document. However, viewers must use version 6.0 or later of Acrobat or Adobe Reader to view the media files.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-526.html>PAGE 526</a></h6><p>Adding movie clips When the Acrobat 6 Compatible Media option is selected, you can embed media files in a PDF document, or you can create a link to them. You can also allow for different renditions of a movie to be played, depending on the user's settings. For example, you may want to allow a low-resolution movie to be shown if the user has a slow Internet connection, or you may want to allow a different player to be used if the default player isn't available to the user.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-527.html>PAGE 527</a></h6><p>Adding sound clips You can add sound clips using the Sound tool. You can also use page actions to play sound clips from links, bookmarks, and form fields. (See Using actions for special effects.) The steps for adding a sound clip are nearly identical to adding a movie clip. To add a sound clip: 1. To select the Sound tool , do one of the following: ● Choose Tools > Advanced Editing > Sound Tool. ● Right-click (Windows) or Control-click (Mac OS) the toolbar, and then choose Advanced Editing.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-528.html>PAGE 528</a></h6><p>Adding and editing renditions By default, the media clip you specify in the Add Movie or Add Sound dialog box is the first and only rendition listed in the Multimedia Properties dialog box. This rendition is assigned to the Mouse Up action, which means that when the mouse button is clicked and released, the rendition is played. You can edit the existing rendition to change its properties, and you can add other renditions in case the previous renditions can't be played.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-529.html>PAGE 529</a></h6><p>Rendition settings The Rendition Settings dialog box appears when you click Edit Rendition on the Settings tab of the Multimedia Properties dialog box. These options are available only for Acrobat 6-compatible media clips. Rendition Settings dialog box Note: Media players have different capabilities. Some rendition settings, such as player controls, are not available for some players.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-530.html>PAGE 530</a></h6><p>Setting Multimedia preferences You can select the preferred media player to play sound and movie clips, determine whether the Player Finder dialog box is displayed, and set multimedia accessibility options for visually impaired users. For example, some movie clips include subtitles, dubbed audio, or supplemental text captions. You can determine whether these items are displayed when the movie is played in your Adobe PDF document. You can also add sound and movie clips to your document.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-531.html>PAGE 531</a></h6><p>Specifying Acrobat 5.0-compatible media properties If you want your media clip to be Acrobat 5.0-compatible, you cannot select a number of options that are available only in Acrobat 6.0 or later. Acrobat 5.0-compatible media clips can be played in Acrobat 5.0 and earlier. To specify Acrobat 5.0-compatible media properties: 1. Select the Sound tool or the Movie tool , and then double-click the play area. 2.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-532.html>PAGE 532</a></h6><p>Specifying Acrobat 6.0-compatible media properties You can change the appearance of the play area, specify whether the media clip is played back once or continuously, and set a number of other properties. One advantage to using Acrobat 6.0-compatible media clips is that you can set up a list of alternate renditions. That way, if a high-resolution movie can't be played on the user's system, or if the assigned player isn't available, the next available rendition of the movie can be played instead.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-533.html>PAGE 533</a></h6><p>Interacting with 3D content In Adobe Acrobat, you can view and interact with high-quality, 3D (three-dimensional) content created in professional 3D CAD (Computer Aided Design) or 3D modeling programs. 3D content may initially appear as a two-dimensional poster image. To interact with the 3D content, use tools from the 3D toolbar that appears above the enabled 3D content. You can also select tools by right-clicking (Windows) or Control-clicking (Mac OS) the 3D canvas.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-534.html>PAGE 534</a></h6><p>Adding 3D content In Adobe Acrobat 7.0 Professional, you can embed a 3D file (U3D) in a PDF document by using the 3D tool. When you embed your 3D file, you may include a JavaScript file to add extra functionality, such as custom menus, tools, and animations, and you can specify a poster frame to represent the image before the 3D content is enabled. If your 3D file lacks lighting, Acrobat automatically enables lighting.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-535.html>PAGE 535</a></h6><p>Using Picture Tasks features The Picture Tasks plug-in is specifically designed to allow you to extract JPEG formatted pictures sent to you in an Adobe PDF file that was created with Adobe Photoshop® Album, Adobe Photoshop® Elements 2.0, or Adobe Acrobat using JPEG source files. With Picture Tasks, you can export and save the pictures to your local machine, and edit them using Photoshop or Photoshop Elements.You can also print them locally using standard photo print sizes and layouts.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-536.html>PAGE 536</a></h6><p>Opening the Picture Tasks page Picture Tasks features are activated in the toolbar every time you open a Picture Tasksenabled Adobe PDF file. You can open the Picture Tasks page in the How To window for links to key features. To open the Picture Tasks page in the How To window: Do one of the following: ● Choose Help > How To > Picture Tasks. ● Click the Picture Tasks button ● Choose How To Picture Tasks from the Picture Tasks pop-up menu on the toolbar. on the toolbar.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-537.html>PAGE 537</a></h6><p>Exporting pictures Use the export function of the Picture Tasks plug-in to save any number of pictures contained within an Adobe PDF file to your local machine. You can also export pictures to a slideshow. To export pictures: 1. On the toolbar, choose Export Pictures from the Picture Tasks pop-up menu . 2. In the Export Pictures dialog box, select each picture you want to export, or click Select All to export all pictures. 3.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-538.html>PAGE 538</a></h6><p>Editing pictures You can edit exported pictures on your local machine using Adobe Photoshop, Photoshop Elements, or another image-editing application. If you use the Export And Edit Pictures command, the pictures are exported, saved, and automatically opened in an image-editing application. Note: When you export pictures from an Adobe PDF file and then edit pictures in an image-editing application, the changes you make are not reflected in the PDF file that contains the original pictures.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-539.html>PAGE 539</a></h6><p>Sharing or ordering prints online (Windows only) Use the Online Services features to send your images to online printing service providers to order prints to be sent to you, or to share the images with others online. You can share, or order prints from, Adobe PDF files or Adobe PDF project files. (A PDF project file is an Adobe PDF file that was created using a specific template in Photoshop Elements 2.0 or Photoshop Album 1.0, such as a calendar or photo album.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-540.html>PAGE 540</a></h6><p>Printing pictures and projects on a local printer You can print pictures to a local printer from an Adobe PDF file in just a few steps. Print any number of pictures by choosing standard photo-print sizes in the Print dialog box. Print Pictures dialog box To print pictures: 1. 2. 3. 4. ● ● ● ● ● On the toolbar, choose Print Pictures from the Picture Tasks pop-up menu . In the Select Pictures dialog box, select each picture you want to print, or click Select All to print all pictures. Click Next.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-541.html>PAGE 541</a></h6><p>Using Photoshop Album Starter Edition to create slideshows With Adobe Photoshop Album 2.0 Starter Edition software, you can freely explore the basic features of Photoshop Album 2.0. Photoshop Album 2.0 Starter Edition makes it easy to find, fix, and share your digital photos. Organize your digital photos in a snap. Instantly fix photo flaws in just a click or two. Easily share your memories in a slideshow with captions, or email individual photos to family and friends. If Photoshop Album 1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-542.html>PAGE 542</a></h6><p>SEARCH AND INDEX About searching Adobe PDF documents</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-543.html>PAGE 543</a></h6><p>About searching Adobe PDF documents Acrobat includes several methods that allow you to find what you're looking for: ● ● ● Search within PDF documents or a PDF index to find words or PDF files that meet specified criteria. You can search PDF documents for words that appear in the text, layers, form fields, digital signatures, comments, bookmarks, attachments, document properties, custom document properties, metadata, object data, and indexed structure tags.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-544.html>PAGE 544</a></h6><p>Searching for Text in Adobe PDF Documents About searching text Searching for words in an Adobe PDF document Searching across multiple Adobe PDF documents Setting Search preferences</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-545.html>PAGE 545</a></h6><p>About searching text You can search for specific words in the text of an open Adobe PDF document, a set of PDF documents in a specified location, PDF files on the Internet, or a catalog of indexed PDF documents. You can search PDF documents for words in the text, layers, form fields, digital signatures, comments, bookmarks, attachments, document properties, custom document properties, XMP metadata, object data, indexed structure tags, and image XIF (extended image file format) metadata.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-546.html>PAGE 546</a></h6><p>Searching for words in an Adobe PDF document You can use either the Find toolbar or the Search PDF window to locate a word, series of words, or partial word in the active Adobe PDF document.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-547.html>PAGE 547</a></h6><p>Search options The Find toolbar provides the following search options in the toolbar's Find Options menu. The Search PDF window provides these options in either the basic or advanced search mode: ● ● ● ● Whole Words Only finds only occurrences of the complete word you enter in the text box. For example, if you search for the word stick, the words tick and sticky aren't found. Case-Sensitive finds only occurrences of the words that are in the case that you typed.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-548.html>PAGE 548</a></h6><p>Advanced search options The Advanced Search options in the Search PDF window can either broaden or restrict your search results. You can view Advanced Search options by clicking Use Advanced Search Options at the bottom of the Search PDF window when the window displays Basic Search options. Note: The options Whole Words Only, Case-Sensitive, Include Bookmarks, and Include Comments are also available when the window is in basic search mode. For information on these options, see Search options.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-549.html>PAGE 549</a></h6><p>Closing the Search PDF window There are several methods of closing the Search PDF window: ● ● ● (Windows only) Click Hide at the top of the Search PDF window. The document pane returns to its larger size. If you accidentally close the Search PDF window, simply reopen it to view your most recent search results. Click Done at the bottom of the Search PDF window. The How To window returns to its state before you clicked Search.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-550.html>PAGE 550</a></h6><p>Searching across multiple Adobe PDF documents You can use the Search PDF window to find words in Adobe PDF files stored in a specific location on your hard disk or network, in prepared Adobe PDF index files, and in Adobe PDF files on the Internet.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-551.html>PAGE 551</a></h6><p>Searching all Adobe PDF files in a specific location You can search multiple Adobe PDF files that are in a specific location, such as a folder on your hard disk or local network. You do not need to open the files. Note: If documents are encrypted (have security applied to them), you cannot search them as part of a multiple-document search. You must open those documents first and search them one at a time.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-552.html>PAGE 552</a></h6><p>Using advanced search options for multiple-document searches When you choose to search multiple PDF documents, three sets of additional search criteria are available under Use These Additional Criteria. These options let you restrict the results to those that match specified date criteria or that contain additional words in a particular document property, including the author, title, subject, file name, keywords, bookmarks, comments, image metadata, XMP metadata, object data, and indexed structure tags.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-553.html>PAGE 553</a></h6><p>Refining results of multiple-document searches After you search more than one document, you can use the Refine Results pane to reduce the number of search results by adding additional criteria. This can save time, because only the existing results are searched. For example, you can first search for all documents by a specific author and then define a search query for that subset of documents. The result is a subset of documents by the specified author and that contain the search string.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-554.html>PAGE 554</a></h6><p>Searching Adobe PDF index files An Adobe PDF index is a specially prepared file that catalogs multiple Adobe PDF files and is available through Search. If a full-text index is available for a set of Adobe PDF documents, you can search the index for a word rather than searching each individual document. A full-text index is an alphabetized list of all the words used in a document or, more typically, in a collection of documents. (See Creating a search index.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-555.html>PAGE 555</a></h6><p>Using Boolean queries in multiple-document searches A Boolean search offers more options for searching for exact phrasing, alternate words, and excluded words. To use a Boolean query in a multiple-document search: 1. Choose Edit > Search or click the Search button , and click Use Advanced Search Options. 2. For Look In, choose the location you want to search. 3. For Return Results Containing, choose Boolean Query. 4. For the search terms, type the query, using Boolean terms and syntax. 5.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-556.html>PAGE 556</a></h6><p>Searching Adobe PDF documents on the Internet If you have an active Internet connection, you can search for Adobe PDF documents meeting your search criteria. To search Adobe PDF documents on the Internet: 1. 2. 3. 4. 5. Choose Edit > Search, or click the Search button . At the bottom of the Search PDF window, click Search PDFs On The Internet. Type the word or phrase that you want to find. To limit the search results, select a search criteria option. Click Search The Internet.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-557.html>PAGE 557</a></h6><p>Setting Search preferences You can set the Search preferences, which apply to all subsequent searches, with the Find toolbar or Search PDF window. Search preferences that affect only searches with the Search PDF window and not the Find toolbar are noted in the option description. To set Search preferences: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). 2. Click Search. 3. Set options you want, and click OK.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-558.html>PAGE 558</a></h6><p>Indexing Multiple Adobe PDF Documents About using Catalog to index Adobe PDF documents Preparing documents for indexing Guidelines for cross-platform indexing compatibility Adding searchable information to document properties Guidelines for document properties information Guidelines for catalog Readme files Creating a search index Updating, rebuilding, and purging existing indexes Scheduling index updates Moving document collections and their indexes Setting catalog preferences</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-559.html>PAGE 559</a></h6><p>About using Catalog to index Adobe PDF documents The Catalog feature creates indexes that can be used to search a specific collection of Adobe PDF files. You can distribute or publish the index with your set of Adobe PDF files to make it easier for users to find the information they need. For example, you can burn an index of PDF files to a CD or publish an index of PDF files to a website to let users conveniently search for a particular PDF file or word.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-560.html>PAGE 560</a></h6><p>Preparing documents for indexing Begin by creating a folder to contain the Adobe PDF files you want to index. When you run the Catalog feature, it generates the index definition file (which has a .pdx extension) and a support folder that is nested in the folder with the documents. The support folder contains files that are generated automatically during the indexing process. The support folder has the same name as the .pdx file.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-561.html>PAGE 561</a></h6><p>Guidelines for cross-platform indexing compatibility When you create files that may be used or distributed through a server using another platform, long file names can become truncated. This can make it more difficult for users to find information or identify appropriate files. Although Adobe Acrobat has a sophisticated mapping filter for identifying the formats of indexed documents, unnecessarily complex file names can slow down searches or even prevent documents from being located.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-562.html>PAGE 562</a></h6><p>Adding searchable information to document properties To make files easier to search, you can add information (called metadata) to your document properties. Be sure to refer to the guidelines before entering metadata to any Adobe PDF file but especially to files that you will index with the Catalog feature. (See Guidelines for document properties information.) To add document properties information: 1. Open an Adobe PDF file. 2. Choose File > Document Properties. 3.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-563.html>PAGE 563</a></h6><p>Guidelines for document properties information When adding data for document properties, consider the following recommendations: Title Use a good descriptive title in the Title field. The file name of the document should appear in the Search Results dialog box. Information placement Always use the same option (field) for similar information. For example, don't use the Subject option to add an important term for some documents in the collection and the Keywords option for others.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-564.html>PAGE 564</a></h6><p>Guidelines for catalog Readme files Another recommended practice is to place a separate Readme file in the folder with the index. Use this Readme file to describe the index, such as the following information: ● ● ● ● ● ● The kind of documents indexed. The search options supported. The person to contact or a phone number to call with questions. A list of numbers or words that are excluded from the index.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-565.html>PAGE 565</a></h6><p>Creating a search index When you are ready to build an index for Adobe PDF files, be sure that you have prepared the files and collections properly. The Catalog feature indexes all PDF documents in the folders you select. (See Preparing documents for indexing.) To define and build a new index: 1. Choose Advanced > Catalog, and then click New Index. 2. In Index Title, type a file name. (See Guidelines for cross-platform indexing compatibility.) 3. For Index Description, type a description.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-566.html>PAGE 566</a></h6><p>Advanced options for index descriptions When you create a new index, you can enter the following information in the Options dialog box. Index definitions (left), index options (right) Do Not Include Numbers Select this option if you want the index to exclude all numbers that appear in the document text. Excluding numbers can significantly reduce the size of an index, making searches faster. Add IDs To Adobe PDF v1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-567.html>PAGE 567</a></h6><p>Adding custom properties Use the Custom Properties option to allow index users to search within the custom properties of PDF documents. For example, when you create an index, you can add the custom property Document_Name and assign a property type of string. A user searching the index can then select the index and search within the custom property by selecting Document_Name from the Use These Additional Criteria menu. (See Creating document properties.) To add custom properties: 1. 2. 3. 4.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-568.html>PAGE 568</a></h6><p>Excluding specific words from the index You can exclude--or stop--up to 500 specific words from appearing in an index. For example, you might want to exclude words such as the, a, but, or, for, and by. Excluding words from an index can make the index 10% to 15% smaller. Individual stop words can contain up to 128 characters and are case sensitive. To exclude numbers, use the Do Not Include Numbers option in the Options dialog box.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-569.html>PAGE 569</a></h6><p>Updating, rebuilding, and purging existing indexes When you build a new index, the results are a new .pdx file and a new folder that contains one or more .idx files. The .pdx file, which is small, makes the information in the .idx files available to the search function. The .idx files contain the index entries that a user finds in the index, so their file sizes--individually or collectively--can be large. All of these files must be available to users who want to search the index.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-570.html>PAGE 570</a></h6><p>Scheduling index updates You can schedule when and how often to automatically build, rebuild, update, and purge an index by using the Catalog feature and a Catalog batch PDX (.bpdx) file. A .bpdx file is a text file that contains a list of platform-dependent catalog index file paths and flags. You use a scheduling application, such as Windows Scheduler or Scheduler for Mac OS, to display the .bpdx file in Acrobat. Acrobat then re-creates the index according to the flags in the .bpdx file.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-571.html>PAGE 571</a></h6><p>Moving document collections and their indexes You can develop and test an indexed document collection on a local hard drive and then move the finished document collection to a network server or disk. An index definition contains relative paths between the index definition file (PDX) and the folders containing the indexed documents. If these relative paths are unchanged, you don't have to rebuild the index after moving the indexed document collection.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-572.html>PAGE 572</a></h6><p>Setting catalog preferences You can set preferences for indexing that apply globally to all subsequent indexes you build. You can override some of these preferences for an individual index by selecting different settings during the index-definition process. To set catalog preferences: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS) and select Catalog. 2. Select the preferences you want to change.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-573.html>PAGE 573</a></h6><p>PRINT PRODUCTION About print production in Acrobat</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-574.html>PAGE 574</a></h6><p>About print production in Acrobat Whether your projects are destined for high-end printing or a digital press, you will find a host of advanced capabilities in Acrobat for preparing and producing printed products. Acrobat provides creative professionals and prepress service providers with production and output capabilities for handling the most sophisticated layouts created in professional products such as Adobe Photoshop CS, Adobe Illustrator CS, and Adobe InDesign CS.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-575.html>PAGE 575</a></h6><p>Using Print Production Tools About print production tools About trapping Specifying Adobe In-RIP Trapping options Previewing output Converting colors Using the Ink Manager Embedding printer marks Adjusting page margins and page sizes Fixing hairlines Previewing and applying transparency flattening</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-576.html>PAGE 576</a></h6><p>About print production tools Adobe Acrobat Professional 7.0 adds sophisticated print production tools that enable a complete PDF workflow for high-resolution color output. The print production tools are located in the Tools menu, the Document menu, and on the Print Production toolbar. The Ink Manager and Transparency Flattening are also located in the Advanced Print Setup dialog box. Print Production toolbar A. Trap Presets tool B. Output Preview tool C. Preflight tool D. Convert Colors tool E.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-577.html>PAGE 577</a></h6><p>About trapping When a commercially printed document uses more than one ink on the same page, each ink must be printed in register (perfectly aligned) with any other inks that it abuts, so that there is no gap where the different inks meet. However, it's impossible to ensure exact registration for every object on every sheet of paper running through a printing press, so misregistration of inks can occur. Misregistration causes an unintended gap between inks.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-578.html>PAGE 578</a></h6><p>Specifying Adobe In-RIP Trapping options Trapping is a complex process that depends on the interaction of various color, ink, and printing factors; the correct settings vary, depending on specific printing conditions.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-579.html>PAGE 579</a></h6><p>Using trap presets to specify trap settings A trap preset is a collection of trap settings you can apply to a page or range of pages in an Adobe PDF document. The Trap Presets dialog box provides a simple interface for entering trap settings and saving a collection of settings as a trap preset. You can apply trap presets to any or all pages in the current document. If you don't apply a trap preset to a trapping page range, that page range will use the [Default] trap preset.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-580.html>PAGE 580</a></h6><p>Assigning a trap preset to pages You can assign a trap preset to a document or to a range of pages in a document. Pages with no abutting colors will print faster if you disable trapping on those pages. Trapping doesn't actually occur until you print the document. Trap assignments list the presets you have applied to various pages; the trap assignments are updated each time you click Assign. To assign a trap preset to pages: 1. 2. 3. 4. In the Trap Presets dialog box, click Assign.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-581.html>PAGE 581</a></h6><p>Setting trap widths Differences in paper characteristics, screen rulings, and printing press conditions require different amounts of trap. Each Trap Width control allows a maximum value of 8 points. To determine the appropriate trap widths for each job, consult with your prepress service provider. Trap presets provide two different settings for trap width (the amount of overlap for each trap): ● ● ● Default specifies the trap width in points for trapping all colors except those involving solid black.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-582.html>PAGE 582</a></h6><p>Setting trap appearance A join is where two trap edges meet at a common endpoint. You can control the shape of the outside join of two trap segments and the intersection of three traps. The Trap Appearance section in the New Trap Preset dialog box has two options: ● Join Style controls the shape of the outside join of two trap segments. Choose from Miter, Round, and Bevel.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-583.html>PAGE 583</a></h6><p>Setting trap thresholds You can adjust trap thresholds, as recommended by your prepress service provider, to correspond to your printing conditions. Trap thresholds are available for the following color conditions: ● ● ● ● ● Step indicates the degree to which components (such as CMYK values) of abutting colors must vary before Acrobat creates a trap. Type a value from 1% to 100%, or use the default of 10%. For best results, use a value from 8% to 20%.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-584.html>PAGE 584</a></h6><p>Adjusting trapping tolerance Some jobs need only the most extreme color changes trapped, while others require traps for more subtle color changes. The Step value specifies the threshold at which the trapping engine decides to create a trap. To change how much the component inks in abutting colors can vary before causing those colors to trap, increase or decrease the value for Step in the New Trap Preset dialog box. The lower the Step percentage, the more often traps are created between colors.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-585.html>PAGE 585</a></h6><p>Using sliding traps You can use a sliding trap to prevent abrupt shifts in trap placement along a gradient edge. During trapping, the trapping engine adjusts (slides) the trap position--from spreading the lighter color into the darker one, to straddling the centerline between them. In the New Trap Preset dialog box, the Sliding Trap value determines when the trapping engine starts to straddle the centerline of the color boundary.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-586.html>PAGE 586</a></h6><p>Trapping imported images You can create a trap preset to control traps within images, and to control traps between bitmap images (such as photographs and those saved in raster PDF files) and vector objects (such as those from a drawing program and vector PDF files). The New Trap Preset dialog box includes the following options: ● ● ● ● ● Trap Placement provides options for determining where the trap falls when trapping vector objects to bitmap images.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-587.html>PAGE 587</a></h6><p>Trapping with black and rich black The value you type for Black Color in the New Trap Preset dialog box determines what Acrobat considers to be a solid black and a rich black. A rich black is any black color that uses a support screen--adding percentages of one or more process inks to strengthen the black. The Black Color setting is useful when you must compensate for extreme dot gain (as when using low-grade paper stock). These situations cause black percentages lower than 100% to print as solid areas.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-588.html>PAGE 588</a></h6><p>Adjusting ink neutral density values You can adjust the ink neutral density (ND) values that the selected trapping engine uses to determine the precise placement of traps. The default ND values for process inks are based on the neutral density readings of process ink swatches that conform to industry standards in different parts of the world. The language version of Acrobat determines which standard it conforms to. For example, the ND values for the U.S.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-589.html>PAGE 589</a></h6><p>Working with specialty inks or varnishes Using certain inks involves special trapping considerations. For example, if you are using a varnish on your document, you don't want the varnish to affect trapping. However, if you're overprinting certain areas with a completely opaque ink, there is no need to create traps for items underneath. Ink options are available for these situations. It's usually best not to change the default settings, unless your prepress service provider recommends changing them.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-590.html>PAGE 590</a></h6><p>Specifying trapping sequence You can adjust the trapping sequence (also called the trapping order). The trapping sequence matches the order in which inks are printed at the press, but it does not match the order in which separations are produced at the output device. The trapping sequence is particularly important when you're printing with multiple opaque colors, such as metallic inks. Opaque inks with lower sequence numbers are spread under opaque inks with higher sequence numbers.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-591.html>PAGE 591</a></h6><p>Previewing output The Output Preview dialog box provides a convenient way to use the open Adobe PDF document to preview separations, proof colors, view colors by source in addition to ink plates, and highlight warning areas for out-of-gamut areas, ink coverage limits, and overprinting. The top part of the dialog box has several controls. The Preview pop-up menu allows you to switch between previewing separations and previewing color warnings.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-592.html>PAGE 592</a></h6><p>Previewing color separations You can preview separation plates and ink coverage to ensure that the printed piece meets your requirements. Total Area Coverage specifies the total percentage of all inks used. For example, 280 means 280% ink coverage, which could be accomplished with 60C, 60M, 60Y, and 100K. Too much ink can saturate paper and cause drying problems or change the expected color characteristics of the document.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-593.html>PAGE 593</a></h6><p>Viewing color warnings Output problems can occur when a document's colors are not reproducible on a particular press, or rich black is used unintentionally on type. To diagnose such color problems before handing off an Adobe PDF document for high-end output, you can use the various color warnings in the Output Preview dialog box. Pixels in areas that trigger the warning are displayed in the warning color, which is identified by the swatch color next to the warning type.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-594.html>PAGE 594</a></h6><p>Soft-proofing colors In a traditional publishing workflow, you print a hard proof of your document to preview how the document's colors look. In a color-managed workflow, you can use the precision of color profiles to soft-proof your document directly on the monitor--to display an onscreen preview of how your document's colors will look when reproduced on a particular output device.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-595.html>PAGE 595</a></h6><p>Converting colors If your Adobe PDF document will be output to a high-end output device or incorporated in a prepress workflow, you can convert color objects in the document to CMYK or another color space. Acrobat uses the source color spaces of objects in an Adobe PDF document to determine what (if any) color conversion is required, for example, from RGB to CMYK.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-596.html>PAGE 596</a></h6><p>About embedding color profiles You can embed profiles that describe the characteristics of the document's color spaces. Acrobat attaches the appropriate profile, as specified in the Destination Space area of the Convert Colors dialog box, to the selected color space in the Adobe PDF document. For example, a document might contain five objects: one in Grayscale and two each in the RGB and CMYK color spaces.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-597.html>PAGE 597</a></h6><p>About embedding color profiles as output intents An output intent provides a way to match the color characteristics of an Adobe PDF document with those of a target output device or production environment in which the document will be produced as a printed product. An output intent describes the color reproduction characteristics of a possible output device or condition of production.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-598.html>PAGE 598</a></h6><p>About removing embedded color profiles You can remove embedded profiles altogether or remove them and attach new profiles that meet your specifications. Unembedding is useful if the Adobe PDF file contains embedded colors profiles and you want to preserve those CMYK and grayscale color values.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-599.html>PAGE 599</a></h6><p>Converting colors to a destination color space Depending on the color spaces you select, the Convert Colors command will preserve, convert, or map color values from the source color space to the specified destination space as follows: ● ● ● Objects with untagged RGB data (DeviceRGB) convert from the working space RGB profile to the CMYK gamut of the destination space. The same is done with untagged CMYK (DeviceCMYK) and grayscale (DeviceGray) values.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-600.html>PAGE 600</a></h6><p>Using the Ink Manager The Ink Manager modifies the way inks are treated while the current PDF document is open. Ink Manager settings affect how inks are viewed using Output Preview, and how inks print when separations are generated. Ink Manager options are especially useful for prepress service providers: ● ● ● If a process job includes a spot color, a service provider can open the document and remap the spot-color ink to equivalent CMYK process colors.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-601.html>PAGE 601</a></h6><p>Embedding printer marks When you prepare a document for print production, a number of marks are needed to help the prepress service provider align separation films when producing proofs, measuring film for correct calibration and ink density, trimming film to size, and so on. Printer marks indicate the boundaries of document boxes supported by Adobe PDF, such as trim boxes and bleed boxes.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-602.html>PAGE 602</a></h6><p>Adjusting page margins and page sizes Use the Crop Pages tool to adjust the margins of document boxes supported by Adobe PDF, including media, trim, bleed, and art boxes. This is useful if the printer marks you add using the Add Printer Marks tool (not the Marks And Bleeds panel of the Advanced Print Setup dialog box) would be clipped because the crop box is too small to accommodate the marks. Prepress service providers can also use this tool to expand the page size for imposition tasks.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-603.html>PAGE 603</a></h6><p>About document boxes Using Acrobat, you can define several rectangular areas (or boxes) on a PDF page, or preview those areas if they were defined in a PDF document created in another application that uses PDF 1.3 technology, such as Adobe InDesign. You can view these document boxes on the page in the Acrobat document pane or on the page preview on the right side of the Crop Pages dialog box. You can view document boxes by selecting Display Art, Trim, Bleed Boxes in the Page Display preferences.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-604.html>PAGE 604</a></h6><p>Creating and modifying document boxes If the original PDF document was created without trim, bleed, or art boxes, you can define them in the PDF document using the Crop Pages dialog box. To display the Crop Pages dialog box: Do one of the following: ● ● ● Choose Tools > Print Production > Crop Pages. Select the Crop Pages tool on the Print Production toolbar. Choose Tools > Advanced Editing > Crop Tool. To adjust the margins of a document box, or to change the page size (media box), see Cropping pages.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-605.html>PAGE 605</a></h6><p>Fixing hairlines Very thin lines, called hairlines, are problematic in commercial printing. If left as is in Adobe PDF documents, they might not appear in the final printed piece. The Fix Hairlines tool can find most hairlines and replace them with a heavier weight line. Fix Hairlines can also replace hairlines in Type3 fonts and PostScript patterns. However, font characters and patterns can be used in a variety of contexts in the same document, so changing the line width may produce unexpected results.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-606.html>PAGE 606</a></h6><p>Previewing and applying transparency flattening You use the preview options in the Flattener Preview window to detect objects in a PDF document that are transparent, as well as objects that will be affected by transparency flattening. Transparent content is highlighted in red, while the rest of the artwork appears in grayscale. You can use this information to adjust the flattening options before you apply the settings to the document. The flattener preview is available only for PostScript printers.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-607.html>PAGE 607</a></h6><p>Transparency flattener options You can set the following options in the Flattener Preview window, PDF Optimizer, or the Advanced Print Setup dialog box. Raster/Vector Balance Use the slider to set the percentage of vector information that will be preserved. Higher settings preserve more vector objects, while lower settings rasterize more vector objects; intermediate settings preserve simple areas in vector form and rasterize complex areas.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-608.html>PAGE 608</a></h6><p>Preflighting Adobe PDF Documents About preflight Inspecting a document Working with Preflight results Understanding preflight profiles Editing an existing preflight profile Advanced tools for creating and modifying multiple preflight profiles Importing or exporting preflight profiles Creating and verifying PDF/X-compatible files Automatically inspecting Adobe PDF files Setting Preflight preferences</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-609.html>PAGE 609</a></h6><p>About preflight To verify that your Adobe PDF document contains only the features, fonts, and formatting that you've specified, use the Preflight tool to inspect the document's contents. Preflight analyzes the contents of a PDF document to determine its validity for print production and other conditions, but it never corrects a document.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-610.html>PAGE 610</a></h6><p>Inspecting a document The Acrobat Professional Preflight feature analyzes the contents of the document and compares the results with a set of acceptable user-defined values, called preflight profiles. If Preflight finds a conflict between a document property and the parameters in the selected profile, the results are listed in the Preflight dialog box and the optional report. You can modify an existing profile or create your own. (See Understanding preflight profiles.) Preflight dialog box A. Commands B.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-611.html>PAGE 611</a></h6><p>Working with Preflight results You can view the results of a Preflight inspection as a list, as comments, or individually in the Preflight dialog box. In the Results list, mismatches appear according to the severity of the mismatch, with all Errors first, followed by Warnings, and so on. An alert icon appears next to each rule that was violated according to the selected Preflight profile. (See About preflight alerts.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-612.html>PAGE 612</a></h6><p>Viewing content problems in lists The Preflight dialog box lists the problems that have been flagged by a rule in the selected profile. A PDF document can contain many different types of objects, including file size, last modification date of the document, page number or size, comments, form fields, printer marks, text, images, and so on. A red X at the top of the Preflight dialog box indicates a problem; a green checkmark means that no problems were found.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-613.html>PAGE 613</a></h6><p>Viewing content problems in a separate window Use Snap View to isolate an item when you're working with pages containing complex, overlapping areas. Some items, such as document information fields or page labels, cannot be displayed. To view problem objects in a separate window: 1. Click the plus sign (+) next to a rule to display the problem objects found during the inspection. 2. Select a problem object in the list. 3. Select Show Selected Page Element In Snap View. 4.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-614.html>PAGE 614</a></h6><p>Viewing resources and general information The Overview section of the Preflight dialog box lists the characteristics of the Adobe PDF document, including the color spaces, fonts, patterns, halftone settings, graphic states, and images used. (See About property groups.) It also lists general information about the analyzed document, such as the application used to create it, the date it was created, and the date it was last modified.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-615.html>PAGE 615</a></h6><p>Viewing results as comments You can embed content problems as comments in the PDF document, and then view them as you would any PDF comments. For example, you can click the Comments tab in the navigation pane to list each comment (or filtered comment) in a list. For information on commands available in the Comments tab, see Using the Comments List. To view results as comments: 1. In the Preflight dialog box, click Comments, or choose Insert Preflight Results As Comments from the Options menu.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-616.html>PAGE 616</a></h6><p>Creating reports You can capture the results of a Preflight inspection in various types of reports. You can specify the results as a text file, an XML file, or as single Adobe PDF file. A PDF report can include just an overview, or detailed information presented in different ways. A PDF report includes information about the document and problem objects in layers, which you turn on or off in the Layers tab of the navigation pane. To create a report of problem objects: 1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-617.html>PAGE 617</a></h6><p>Understanding preflight profiles A successful preflight inspection depends on how well you define the criteria for the inspection. The inspection criteria are packaged in a file called a preflight profile. You can specify values and how you want Preflight to handle mismatches using the Edit Profile dialog box.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-618.html>PAGE 618</a></h6><p>About preflight profiles Acrobat includes several predefined preflight profiles, which you can use as is or modify to create custom profiles. The rules that make up the profiles are organized by categories. Each rule in a category governs a particular document property. To help you determine what document properties the preflight profile analyzes--and thus how to set parameters--you can review information about each selected rule in the Edit Profile dialog box.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-619.html>PAGE 619</a></h6><p>About preflight alerts For each component of a profile, you specify how you want Preflight to handle mismatches during the inspection. You can select from the pop-up menu in the Edit Preflight dialog box, or cycle through the check box to set the type of alert. The icon for the alert appears next to the inspected object in the Preflight dialog box when the Results button is clicked. Preflight alerts A. Error B. Warning C. Info D.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-620.html>PAGE 620</a></h6><p>Editing an existing preflight profile You can easily modify an existing profile or create a new preflight profile by editing an existing profile and saving the edited profile under a new name. Once you become familiar with profiles and their components, you can use the advanced method to quickly modify multiple profiles. (See Advanced tools for creating and modifying multiple preflight profiles.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-621.html>PAGE 621</a></h6><p>Specifying preflight profile settings Before you can edit a preflight profile, the profile must be unlocked. (See Adding security to preflight profiles.) To view all available preflight profiles: Click the Profiles button at the top of the Preflight dialog box, or choose Show Preflight Profiles from the Options menu. The list includes all predefined profiles, and any custom profiles you've created. To open the Edit Profile dialog box: 1. In the Preflight dialog box, select the profile you want to modify.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-622.html>PAGE 622</a></h6><p>Adding security to preflight profiles You can prevent unauthorized changes to preflight profiles by locking profiles and giving them passwords. This may be useful if preflight profiles are shared among several users. You can lock preflight profiles when you first create them or any time you save the preflight profiles. A locked preflight profile requires a password to unlock it for modification. By default, a new preflight profile is not locked. To lock a preflight profile: 1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-623.html>PAGE 623</a></h6><p>Advanced tools for creating and modifying multiple preflight profiles For a comprehensive examination of all available preflight profiles, you can use the Edit Profiles dialog box--an advanced version of the Edit Profile dialog box used for modifying profiles one at a time. (See Editing an existing preflight profile.) A preflight profile includes one or more rules; each rule includes one or more condition statements that validate the PDF content.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-624.html>PAGE 624</a></h6><p>Using the Edit Profiles dialog box The Profiles list in the Edit Profiles dialog box contains predefined profiles included with Acrobat, and any custom profiles you've created. The arrow keys between columns move rules and conditions to and from the columns. Generally you work from right to left, specifying and adding conditions to rules, and then specifying and adding rules to profiles. The buttons at the bottom of the columns perform basic editing functions, such as duplicating, removing, and creating.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-625.html>PAGE 625</a></h6><p>Viewing the settings of a preflight profile To determine which document properties the profile analyzes, you view a description of each rule and the criteria that the rule uses to analyze a document property in the Edit Profiles dialog box. The Edit Profiles dialog box shows all the current profiles, rules, and conditions in three separate columns. To create a quick summary of a profile: In the Preflight dialog box, select a profile, and choose Create Profile Summary from the Options menu.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-626.html>PAGE 626</a></h6><p>Modifying preflight profiles Acrobat includes several predefined preflight profiles, which you can use as is or modify to create custom profiles. You can modify a profile that nearly meets your needs by adding one or more rules that analyze the document using different criteria. For example, an existing rule might detect all text that is not plain black--that is, text that uses black plus some amount of cyan, magenta, and yellow.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-627.html>PAGE 627</a></h6><p>Creating new preflight profiles You can create your own custom preflight profiles. Before you construct a new profile from scratch, review existing profiles for ones that achieve results similar to those you want. If possible, duplicate an existing profile and modify only the portions you need to. A preflight profile must contain at least one rule and one condition that validate the Adobe PDF content. When you build a rule from scratch, you can use existing conditions or create new conditions as you go.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-628.html>PAGE 628</a></h6><p>Importing or exporting preflight profiles Preflight profiles can be shared with other users. For example, prepress service providers can provide them to their customers to ensure that jobs pass an inspection defined by those profiles before the jobs are handed off. Users in a workgroup can create their own profiles as a way to check a document before uploading to the web or printing to a special printer, or to check in-house production. To exchange a profile, you package it for import and export.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-629.html>PAGE 629</a></h6><p>About rules and conditions Each rule in a profile governs a particular document property. The properties that make up rules are organized by categories. (See About property groups.) A condition is a simple statement that is either true or false for a given object in an Adobe PDF file, for example, "Font is not embedded" or "Color managed color used.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-630.html>PAGE 630</a></h6><p>About property groups The properties for defining statements in a condition are grouped in categories. You can view a list of all property groups in the Edit Profiles dialog box. In addition, you can view the individual properties that make up each group, as well as an explanation of how Preflight uses the properties. The following property groups are available in Preflight: Annotations Includes most characteristics of comments and drawing markups, traps, and printer marks.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-631.html>PAGE 631</a></h6><p>Creating and verifying PDF/X-compatible files You can create and verify PDF/X-1a and PDF/X-3 files and remove all PDF/X information from an existing PDF/X-compatible PDF file. The PDF/X icon at the bottom left of the Preflight dialog box indicates the PDF/X status of the current document. Tool tips indicate what action you can perform on the document. For example, if the icon indicates that the document is not PDF/X-compatible, the tool tip tells you that you can convert the current PDF document to PDF/X.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-632.html>PAGE 632</a></h6><p>Converting PDF files to PDF/X You can validate PDF content against PDF/X-1a or PDF/X-3 criteria and save a copy of the PDF document as PDF/X, provided it complies with the specified requirements. For example, an ICC profile that describes the destination device is required for both PDF/X1a and PDF/X-3 compliance. If your document doesn't have an embedded ICC output profile, you can embed one before saving. You can also create PDF/X-compliant files using Acrobat Distiller. (See Standards options.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-633.html>PAGE 633</a></h6><p>Verifying an Adobe PDF file against PDF/X criteria PDF/X files can be created in a variety of ways, such as by using Acrobat Distiller. If you open a PDF/X file created by Distiller or another application and start Preflight, the Verify at the bottom left of the Preflight dialog box indicates that you need to PDF/X icon verify that the file is PDF/X-compatible. This icon includes a question mark (?).</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-634.html>PAGE 634</a></h6><p>Removing PDF/X information You can remove all PDF/X-specific information, such as the output condition or the GTS_PDFX version key. This is useful if a PDF/X-compliant file has been modified, if you want to start over, or if an ICC profile increases the file size too much. To remove PDF/X information: 1. In the Preflight dialog box, click the Remove PDF/X icon has a green checkmark in the lower right corner of the icon. 2. When prompted, click Yes. .</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-635.html>PAGE 635</a></h6><p>Automatically inspecting Adobe PDF files If you routinely use the same preflight profile to inspect documents, you can use a droplet or a batch-processing command to process files.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-636.html>PAGE 636</a></h6><p>Using droplets A droplet in Preflight is a small application that runs a Preflight inspection on one or more PDF files that you drag onto the Droplet icon desktop or to another location on disk. . You can save a droplet on the When you inspect files using a droplet, you can separate successful files from problem files. Preflight either copies, moves, or creates an alias of the resulting PDF file in the specified folder. You can also automatically create reports on these files.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-637.html>PAGE 637</a></h6><p>Using Batch Processing commands Like droplets, batch processing inspects multiple files at once, separates successful files from problem files, and creates reports in designated locations. In addition, hot folders can convert multiple file types (JPEG, HTML, RTF, and so on) to Adobe PDF or to PDF/X using conversion settings you specify; preflight the files using specified profiles; and output them in any format Acrobat supports, including Adobe PDF and PostScript.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-638.html>PAGE 638</a></h6><p>Setting Preflight preferences Use the Preflight Preferences dialog box to control how results are reported and to specify output intents when creating PDF/X files. You can copy an ICC profile that is embedded in the Adobe PDF file to your local machine. The profile can be used in the same manner as any other ICC profile. To open the Preflight Preferences dialog box: Choose Preflight Preferences from the Options menu. To set general Preflight preferences: 1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-639.html>PAGE 639</a></h6><p>Output intent options You can set the following options in the Output Intents tab of the Preflight Preferences dialog box: Name The name of the output intent profile. Select an option from the list on the left. Output Intent Profile (ICC Profile) The characterized printing condition for which the document has been prepared and is required for PDF/X-compliance. Click Browse to select one from the default Color folder.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-640.html>PAGE 640</a></h6><p>Printing About printing Printing Adobe PDF documents Printing documents with layers Setting advanced print options Specifying output settings Specifying marks and bleeds Controlling transparency flattening Setting PostScript options Printing a composite Preparing color separations Printing color separations About downloading language-specific fonts Previewing how colors overprint Printing over the Internet</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-641.html>PAGE 641</a></h6><p>About printing Printing is the process of sending the pages in your document to an output device. Whether you are providing a multicolored document to an outside service provider or just sending a quick draft to an inkjet or laser printer, knowing a few basics about printing makes the print job go more smoothly and helps to ensure that the finished document appears as intended.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-642.html>PAGE 642</a></h6><p>Printing Adobe PDF documents Most of the options in the Adobe Acrobat Professional Print dialog box are the same as for other applications. For basic office printing, you start by selecting the printer, page size, page orientation, and other general printing options in the Print Setup (Windows) or Page Setup (Mac OS) dialog box. You can also print an Adobe PDF document to a mobile device over the Internet. (See Printing over the Internet.) To print an Adobe PDF document: 1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-643.html>PAGE 643</a></h6><p>Printing documents with layers Normally, when you print an Adobe PDF document that contains layers, just the content that is visible on-screen is printed. However, the creator of a layered PDF document can specify that some layered content, such as watermarks or confidential information, must (or must not) print, regardless of its visibility on-screen. If the document is designed to print differently from how it currently appears on-screen, a message may appear in the Print dialog box.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-644.html>PAGE 644</a></h6><p>Setting advanced print options The Advanced Print Setup dialog box is available for PostScript and non-PostScript printers. To set options in the Advanced Print Setup dialog box: 1. In the Print dialog box, click Advanced. 2. If a custom printer settings file exists with the settings you want, choose it from the Settings menu at the top of the Advanced Print Setup dialog box. Otherwise, use the Acrobat Default settings. To learn more about an option, select it.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-645.html>PAGE 645</a></h6><p>Saving advanced print settings Print settings are preserved only as long as the Adobe PDF document is open. To use the settings again, you can save them in a file. To save a print settings file: 1. In the Advanced Print Setup dialog box, click Save As. 2. Specify a file name, and click OK. Print settings are saved as .spf files.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-646.html>PAGE 646</a></h6><p>Specifying output settings When you print a color-managed RGB or CMYK document, you can specify additional color management options to keep color consistent in the printer output. For example, suppose that your document currently contains a profile tailored for prepress output, but you want to proof the document's colors on a desktop printer.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-647.html>PAGE 647</a></h6><p>Specifying halftone screen frequency In commercial printing, continuous tone is simulated by dots (called halftone dots) printed in rows (called lines or line screens). Lines are printed at different angles to make the rows less noticeable. The Screening menu in the Output panel of the Advanced Print Setup dialog box displays the recommended sets of line screens in lines per inch (lpi), and resolutions in dots per inch (dpi), based on the PPD file.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-648.html>PAGE 648</a></h6><p>Specifying the emulsion and image exposure Depending on the type of printing press used and how information is transferred from the film to the printing plates, you may need to give your service provider film negatives or positives, with emulsion side up or down. Emulsion refers to the photosensitive layer on a piece of film or paper. Typically, service providers require negative film in the United States and positive film in Europe and Japan.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-649.html>PAGE 649</a></h6><p>Specifying marks and bleeds Using the Marks And Bleeds panel of the Advanced Print Setup dialog box, you can place printer marks on the page to indicate the boundaries of document boxes supported by Adobe PDF, such as trim boxes and bleed boxes. These marks are not actually added to the Adobe PDF file; however, they are included in the PostScript output.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-650.html>PAGE 650</a></h6><p>Controlling transparency flattening When your artwork contains transparency, Acrobat performs a process called flattening before printing or saving the artwork. Flattening cuts apart transparent art to represent overlapping areas as discrete pieces that are either vector objects or rasterized areas. As artwork becomes more complex (mixing images, vectors, type, spot colors, overprinting, and so on), so does the flattening and its results.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-651.html>PAGE 651</a></h6><p>Setting PostScript options Use the PostScript Options panel of the Advanced Print Setup dialog box to set options for a particular PostScript printer, such as how to handle nonresident printer fonts and how to download Asian fonts. In addition, if an Adobe PDF file contains device-dependent settings, such as halftones and transfer functions, these settings can be sent in the PostScript output to override the default settings in the printer.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-652.html>PAGE 652</a></h6><p>Printing a composite When you print a composite, all of the colors used in the file print on one plate. The options available in the Advanced Print Setup dialog box depend on whether you're printing to a PostScript or non-PostScript printer. If you're creating color separations, you can print a color or grayscale composite proof to check your work.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-653.html>PAGE 653</a></h6><p>Preparing color separations To reproduce color and continuous-tone images, printers usually separate artwork into four plates--one plate for each of the cyan, magenta, yellow, and black portions of the image. When inked with the appropriate color and printed in register with one another, these colors combine to reproduce the original artwork. The process of dividing the image into two or more colors is called color separating, and the films from which the plates are created are called the separations.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-654.html>PAGE 654</a></h6><p>About PPD files A PostScript Printer Description (PPD) file customizes the behavior of the printer driver for your specific printer. A PPD file contains information about the output device, including printer-resident fonts, available media sizes and orientation, optimized screen frequencies, resolution, and color output capabilities.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-655.html>PAGE 655</a></h6><p>Declaring the presence of trapping information If you are sending your Adobe PDF files to a prepress service provider, you can use the Document Properties dialog box to specify whether a PDF file contains trapping information. This can help prevent the service provider from adding potentially conflicting trapping commands to the file.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-656.html>PAGE 656</a></h6><p>Printing color separations Acrobat Professional supports host-based separations and in-RIP separations. The main difference between them is where the separations are created--at the host computer (the system using Acrobat and the printer driver) or at the output device's RIP: ● ● Host-based separations. In the traditional host-based, preseparated workflow, Acrobat creates PostScript information for each of the separations required for the document and sends that information to the output device.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-657.html>PAGE 657</a></h6><p>About specifying which colors to separate The four process colors (cyan, magenta, yellow, and black) always appear at the top of the color plate list, followed by spot colors in alphabetical order. An X in the check box next to the color name indicates that a separation will be created for that color. Initially, each color defined in the document produces a separate plate. This includes spot colors defined and used in imported PDF files or EPS files, and colors in a DeviceN color space.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-658.html>PAGE 658</a></h6><p>About separating spot colors as process You can separate spot colors or named colors as equivalent CMYK process colors. Converting a spot color to process is useful if the document contains more spot colors than are practical to print, for example. This conversion does not affect how the colors are defined in the document. (See Using the Ink Manager.) Note: Process-color equivalents may not exactly match the original spot colors.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-659.html>PAGE 659</a></h6><p>Saving separations as PostScript Depending on the prepress software available, a service provider may be able to perform such prepress activities as trapping, imposition, separating, and OPI replacement at the output device's RIP. Therefore, your service provider may prefer to receive a composite PostScript file of the document optimized for in-RIP separations rather than a preseparated PostScript file.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-660.html>PAGE 660</a></h6><p>About downloading language-specific fonts Select the Download Asian Fonts option in the Advanced Print Setup dialog box if you want to print an Adobe PDF document with Asian fonts that are not installed on the printer or embedded in the document. (Embedded fonts are downloaded whether or not this option is selected.) You can use this option with a PostScript Level 2 or higher printer.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-661.html>PAGE 661</a></h6><p>Previewing how colors overprint Overprint Preview mode provides an on-screen simulation that approximates how blending and overprinting will appear in color-separated output. Overprinting effects can also be simulated when you output to a composite printing device. Both of these methods are useful for proofing documents that will be color separated.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-662.html>PAGE 662</a></h6><p>Printing over the Internet You can send open Adobe PDF documents to printers and fax machines in the PrintMe network or securely store PDF files online for on-demand printing. To print over the Internet: 1. Save the document, and then choose File > PrintMe Internet Printing. 2. Follow the instructions in the URL provided.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-663.html>PAGE 663</a></h6><p>Handing Off Adobe PDF Files with JDF Instructions About JDF files Viewing JDF job definitions Creating JDF job definitions Editing JDF job definitions Adding and removing JDF job definitions Specifying frequently used information Preparing files for submission</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-664.html>PAGE 664</a></h6><p>About JDF files A Job Definition Format (JDF) file created in Acrobat describes the creative intent of a product, or print job. These specifications can be used in a production environment to produce the final printed piece. JDF files include such data as media and ink requirements, production quantities, customer information, and product descriptions. The JDF file also includes references to files that contain pages and describes how those pages should be ordered to make the product.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-665.html>PAGE 665</a></h6><p>Viewing JDF job definitions A JDF job definition in Acrobat contains references to the files to be printed as well as instructions and information for prepress service providers at the production site. The components of a print job and the order in which they will be printed are listed in a document hierarchy, which appears on the left side of the Edit JDF Job Definition dialog box.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-666.html>PAGE 666</a></h6><p>Creating JDF job definitions You can create new JDF job definitions in a variety of ways using the JDF Job Definitions dialog box. Each resulting JDF file can be edited and used in a production environment. Commercial printers who routinely print certain types of jobs may find it useful to create several JDF files that match these job types, and use them as templates. Using a template may save time and avoid costly mistakes, but may not be appropriate for every job.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-667.html>PAGE 667</a></h6><p>Editing JDF job definitions Job definitions can come from a number of sources, including creative applications, Acrobat Distiller 6.0 and later, and Acrobat 7.0 Professional and later. You can edit these JDF job definitions using the JDF Job Definitions dialog box. To edit a JDF job definition: 1. In the JDF Job Definitions dialog box, select the job definition, and click Edit. 2. Click a tab, and select editing options. 3. When you are finished, click OK, or click another tab to edit more options.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-668.html>PAGE 668</a></h6><p>General options Use the General options to describe the print job. Product Name A unique name for the product or print job. Job/Job Part ID Job identification or reference code used by people involved with the job. Embedded Preflight Profile Uses the criteria in the selected preflight profile to validate the Adobe PDF files in the print job. For more information about preflight profiles, see About preflight profiles.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-669.html>PAGE 669</a></h6><p>Customer Info options Use the Customer Info options to identify the customer and others critical to the project. Billing Code A code to bill charges incurred during production. Customer ID Customer identification used to match this job definition to a billing or higher-level MIS system. This is usually the internal customer number of the MIS system that created the job. Customer Job The name that the customer uses to refer to the job.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-670.html>PAGE 670</a></h6><p>Adding and removing JDF job definitions You can reuse and share JDF job definitions with other users. For example, prepress service providers can provide them to their customers to ensure that print jobs are specified correctly before the jobs are handed off to production. To add job definitions to the job list: 1. In the JDF Job Definitions dialog box, click Add. 2. Locate the JDF job definition file (.jdf extension) and click Open, or double-click the JDF job definition file.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-671.html>PAGE 671</a></h6><p>Specifying frequently used information The Contacts Manager and Media Manager both open dialog boxes for specifying information you can apply to each component in the print job.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-672.html>PAGE 672</a></h6><p>Specifying contact information You specify the contact information for your print job using the Contacts Manager. To create a contact or update contact information: 1. In the JDF Job Definitions dialog box, click Contacts Manager. 2. Do one of the following: ● Click Add to specify a new contact. ● Select a contact in the list, and click Edit to update the information. ● Select a contact in the list, and click Duplicate to base a new contact on an existing one. 3.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-673.html>PAGE 673</a></h6><p>Defining media specifications You specify the media for each component of your print job using the Media Manager. If you know the stock brand, you can specify it. Otherwise, you describe the characteristics of the medium, and a particular stock is matched to those characteristics at the production site. To define media specifications: 1. In the JDF Job Definitions dialog box, click the Media Manager button. Media Manager 2.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-674.html>PAGE 674</a></h6><p>Media options Use Media options to specify paper requirements. Description Unique identifier for the media. Media Type Whether the media is paper or a transparency. User Media Type A human-readable description of the type of media. Grade The grade of the paper material. The offset printing grades are based on a scale of 1 through 5, where Gloss-Coated is "1" and Uncoated, Yellowish is "2." Weight The intended weight of the media, measured in grams per square meter (g/m2).</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-675.html>PAGE 675</a></h6><p>Preparing files for submission At any time, you can prepare your JDF package (the JDF file and PDF file) for submission using previously created submission site instructions. Any preflight profile or PDF conversion settings file embedded in the job definition is used in the submission process.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-676.html>PAGE 676</a></h6><p>Creating submission site instructions The options you set are automatically invoked when you submit the job to a JDF-enabled production system. To create submission site instructions: 1. In the JDF Job Definitions dialog box, select the JDF job definition, and click Submission Manager. 2. Click Add, or select an item in the list, and then click Edit. 3. Set submission site options. To remove submission site instructions: 1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-677.html>PAGE 677</a></h6><p>Submission site options Use options in the Submission Setup dialog box to specify which actions to perform on the print job during the submission process. Name A unique name for the submission site. Default PDF Conversion Settings When the JDF job definition is sent through the submission process, any referenced nonPDF files are converted to Adobe PDF.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-678.html>PAGE 678</a></h6><p>Submitting files to a production system When you are ready to hand off the print job to submission, submit the JDF job definition and associated Adobe PDF files to a preconfigured JDF-enabled production system. Depending on your selections in the Submission Setup dialog box, inconsistencies between the job definition and the PDF file are listed, followed by the results of a Preflight inspection. (See Submission site options.) To add or update sites, see Creating submission site instructions.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-679.html>PAGE 679</a></h6><p>Producing Consistent Color About color management About color models Do you need color management? Creating a viewing environment Managing color in Acrobat Creating an ICC monitor profile</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-680.html>PAGE 680</a></h6><p>About color management Color-matching problems result from various devices and software using different color spaces. In a sense, each device speaks its own color language, and it can't communicate that color very well to another device. One solution is to have a system that interprets and translates color accurately among devices.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-681.html>PAGE 681</a></h6><p>About color models No device in a publishing system is capable of reproducing the full range of colors viewable by the human eye. Each device operates within a specific color space, which can produce a certain range, or gamut, of colors. The RGB (red, green, blue) and CMYK (cyan, magenta, yellow, and black) color models represent two main categories of color spaces. The gamuts of the RGB and CMYK spaces are very different.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-682.html>PAGE 682</a></h6><p>RGB model A large percentage of the visible spectrum can be represented by mixing red, green, and blue (RGB) colored light in various proportions and intensities. Where the colors overlap, they create cyan, magenta, and yellow. RGB colors are called additive colors because you create white by adding R, G, and B together--that is, all light is reflected back to the eye. Additive colors are used for lighting, television, and computer monitors.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-683.html>PAGE 683</a></h6><p>CMYK model Whereas the RGB model depends on a light source to create color, the CMYK model is based on the light-absorbing quality of ink printed on paper. As white light strikes translucent inks, a portion of the spectrum is absorbed. Color that is not absorbed is reflected back to your eye. Combining pure cyan (C), magenta (M), and yellow (Y) pigments would result in black by absorbing, or subtracting, all colors. For this reason they are called subtractive colors.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-684.html>PAGE 684</a></h6><p>Grayscale model Grayscale uses tints of black to represent an object. Every grayscale object has a brightness value ranging from 0% (white) to 100% (black). Images produced using blackand-white or grayscale scanners are typically displayed in grayscale. Grayscale also lets you convert color artwork to high-quality black-and-white artwork. All color information in the original artwork is discarded; the gray levels (shades) of the converted objects represent the luminosity of the original objects.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-685.html>PAGE 685</a></h6><p>Do you need color management? Use the following guidelines to determine whether you need color management: ● ● ● Color accuracy in your working environment isn't required if you rely completely on prepress service providers and commercial printers for all your color work. Color management is recommended for maintaining color accuracy in monitor display, the ability to soft-proof colors, and color consistency in large workgroups.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-686.html>PAGE 686</a></h6><p>Creating a viewing environment Your work environment influences how you see color on your monitor and in printed output. For best results, control the colors and the light in your work environment by doing the following: ● ● ● ● ● View your documents in an environment that provides a consistent light level and color temperature.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-687.html>PAGE 687</a></h6><p>Managing color in Acrobat Colors must often be converted when they are displayed to a monitor or sent to a printer. This will always be the case when the color models do not match (for example, when CMYK color is displayed on an RGB monitor). The techniques used for these conversions are based on the use of ICC profiles. For managed colors, this conversion is well understood because managed colors are described using ICC profiles.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-688.html>PAGE 688</a></h6><p>Using predefined color management settings Most color management controls appear in the Color Management panel. Rather than adjusting each control manually, you can choose from a list of predefined color management settings files (CSFs). In many cases, the predefined settings will provide sufficient color management for your needs.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-689.html>PAGE 689</a></h6><p>Specifying working spaces for unmanaged colors Predefined color management settings specify the default color profiles to be associated with the RGB, CMYK, and Grayscale color models. These default profiles are known respectively as the RGB, CMYK, and Grayscale working spaces. These working spaces represent the color profiles that will produce the best color fidelity for several typical output conditions. For example, the U.S.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-690.html>PAGE 690</a></h6><p>RGB working space options Monitor RGB Sets the RGB working space to the current color profile of your monitor. Use this setting if other applications in your workflow do not support color management. If a color management configuration that specifies Monitor RGB is shared with another user working on a different system, the configuration uses that system's monitor profile as the working space.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-691.html>PAGE 691</a></h6><p>CMYK working space options Euroscale Coated v2 Produces high-quality separations using Euroscale inks under the following printing conditions: 350% total area of ink coverage, positive plate, bright white coated stock. Euroscale Uncoated v2 Produces high-quality separations using Euroscale inks under the following printing conditions: 260% total area of ink coverage, positive plate, uncoated white offset stock.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-692.html>PAGE 692</a></h6><p>Grayscale working space options You can specify a Grayscale working space profile that is based on the characteristics of a particular dot gain. Dot gain occurs when a printer's halftone dots change as the ink spreads and is absorbed by paper. Dot gain is the amount by which the expected dot increases or decreases. For example, a 50% halftone screen may produce an actual density of 60% on the printed page, exhibiting a dot gain of 10%.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-693.html>PAGE 693</a></h6><p>Specifying a color management engine The color management engine specifies the system and color-matching method used to convert colors between color spaces. (See About color management.) To specify a color management engine: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). Select Color Management in the left pane of the Preferences dialog box. 2. For Engine, choose one of the following standard engine options.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-694.html>PAGE 694</a></h6><p>Using output intents An output intent is used for device-dependent workflows. It describes the final destination device you will use to reproduce the color, whether that's your monitor, composite proofing device, or final separations standard. Output intents override working spaces when viewing and printing, but they do not convert the colors in the Adobe PDF document.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-695.html>PAGE 695</a></h6><p>Using black-point compensation The Use Black Point Compensation option controls whether to adjust for differences in black points when converting colors between color spaces. If this option is selected, the full dynamic range of the source space is mapped into the full dynamic range of the destination space.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-696.html>PAGE 696</a></h6><p>Adding device profiles to the color management system If you need a profile for your device, you can either create one, or contact the device manufacturer to obtain one. To minimize the potential for confusion when you're working with profiles, delete any profiles for devices you or your workgroup aren't using. In Mac OS, you can organize the ColorSync Profiles folder by creating additional folders within it or by adding aliases to other folders.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-697.html>PAGE 697</a></h6><p>Creating an ICC monitor profile Your monitor will display color more reliably if you use color management and maintain accurate ICC monitor profiles. A monitor calibration utility lets you calibrate and characterize your monitor to a standard and then save the settings as an ICC-compliant profile available to any program that uses your color management system.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-698.html>PAGE 698</a></h6><p>About monitor calibration settings Profiling software can both characterize and calibrate your monitor. When you characterize your monitor, you create a profile that describes how the monitor is currently reproducing color. When you calibrate your monitor, you bring it into compliance with a predefined standard. Adjusting your monitor to the graphic-arts standard white-point 5000 Kelvin is an example of calibration.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-699.html>PAGE 699</a></h6><p>Guidelines for creating an ICC monitor profile The following guidelines can help you create an accurate monitor profile. Keep your monitor's user guide handy while using a monitor calibration utility. ● ● ● ● ● ● Calibrate your monitor regularly, using an ICC-compliant calibration utility; your monitor's colors will shift over time. Make sure that your monitor has been on for at least half an hour. This gives it sufficient time to warm up for a more accurate color reading.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-700.html>PAGE 700</a></h6><p>SPECIAL FEATURES About document metadata About JavaScript in Acrobat About Digital Editions</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-701.html>PAGE 701</a></h6><p>About document metadata Document metadata includes information about a document and its contents. Some document metadata is created automatically when a PDF file is created: the application used to create the PDF document, the PDF version, the file size, page size, and whether the file is optimized for fast web view. Other document metadata can be added manually by the creator or user of the document: the author's name, the document title, and search keywords.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-702.html>PAGE 702</a></h6><p>About JavaScript in Acrobat In Acrobat Professional, you can use the Adobe-enhanced JavaScript in your PDF documents to perform calculations, respond to user actions, validate user data, process multiple PDF documents in batch sequences, and control the behavior of the document. You can add life to your PDF documents by invoking JavaScript when a user opens or closes a page or a file, clicks a bookmark or link, or enters data in a form field. (See Using actions for special effects.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-703.html>PAGE 703</a></h6><p>About Digital Editions Adobe Digital Editions (eBooks) are PDF files that have been specially packaged to protect the copyright of the author or publisher. Adobe Digital Editions can be purchased from retailers, borrowed from libraries, or exchanged among users. You can also obtain PDF versions of magazines and periodicals by subscribing to a Digital Editions service. As with any Adobe PDF file, Digital Editions can be moved, copied to a folder or a CD, posted on the web, or sent as an email attachment.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-704.html>PAGE 704</a></h6><p>Document Properties and Metadata Viewing document properties Editing document metadata Creating document properties Viewing object metadata and object data</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-705.html>PAGE 705</a></h6><p>Viewing document properties When you view a PDF document, you can get information about it, such as the title, the fonts used, and security settings. Some of this information is set by the person who created the document, and some is generated by Acrobat. You can change any information that can be set by the document creator, unless the file has been saved with security settings that prevent changes. To get information about the current document: 1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-706.html>PAGE 706</a></h6><p>Editing document metadata Adobe PDF documents created in Acrobat 5.0 or later contain document metadata in XML format. Metadata includes information about the document and its contents, such as the author's name, keywords and copyright information, that can be used by search utilities. The document metadata contains (but is not limited to) information that also appears in the Description tab of the Document Properties dialog box.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-707.html>PAGE 707</a></h6><p>Creating document properties You can add custom document properties to store specific types of metadata, such as the version number or company name, in a PDF document. Properties you create appear in the Document Properties dialog box. Properties you create must have unique names that do not appear on the other tabs in the Document Properties dialog box. To create or change document properties: 1. Choose File > Document Properties, and then select Custom. 2.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-708.html>PAGE 708</a></h6><p>Viewing object metadata and object data With Acrobat 7.0, you can view the metadata information of certain objects, tags, and images within a PDF document. You use the TouchUp Object tool to view metadata to view the object data of Microsoft associated with objects or the Object Data tool Visio custom properties. If a PDF document contains Visio object data, the Object Data Tool icon appears in the Acrobat status bar in the lower left.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-709.html>PAGE 709</a></h6><p>Working with JavaScript Working with JavaScript in Acrobat</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-710.html>PAGE 710</a></h6><p>Working with JavaScript in Acrobat The JavaScript language was developed by Netscape Communications so you can more easily create interactive web pages. Adobe has enhanced JavaScript so that you can easily integrate this level of interactivity into your PDF documents. JavaScript can perform calculations, respond to user actions, validate user data, process multiple PDF documents in batch sequences, and control the behavior of the document.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-711.html>PAGE 711</a></h6><p>Buying and Viewing Digital Editions About Digital Editions Activating Acrobat Upgrading Digital Editions Obtaining Digital Editions Reading Digital Editions Using My Digital Editions</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-712.html>PAGE 712</a></h6><p>About Digital Editions Adobe Digital Editions (eBooks) are PDF files that have been packaged by the Adobe Content Server to protect the copyright of the author or publisher. Digital Editions are typically bought from online bookstores, borrowed from online lenders, or exchanged among users. You can also subscribe to periodicals in digital edition format.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-713.html>PAGE 713</a></h6><p>Activating Acrobat You must activate Acrobat before you can use it to purchase or read Digital Editions. Acrobat automatically starts an Easy Activation the first time you attempt to open a protected Digital Edition. To move documents to other computers, you must complete the full activation using an Adobe ID or .NET Passport login. To read an Adobe Digital Edition on a Palm OS mobile device, download and install Adobe Reader for Palm OS or Pocket PC by visiting the Adobe website at www.adobe.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-714.html>PAGE 714</a></h6><p>Upgrading Digital Editions If you owned and read Digital Editions using an earlier version of Acrobat, you need to migrate these files to Acrobat 7.0. The first time you open My Digital Editions bookshelf or try to read a Digital Edition using Acrobat 7.0, you are prompted to migrate files to Acrobat 7.0. Follow the on-screen prompts.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-715.html>PAGE 715</a></h6><p>Obtaining Digital Editions Adobe Digital Editions can be purchased from retailers, borrowed from libraries, or exchanged among users. You can download free Digital Editions from the Adobe Digital Media Store at http://digitalmediastore.adobe.com. You can also subscribe to periodicals in digital edition format.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-716.html>PAGE 716</a></h6><p>Downloading Digital Editions When you first download a Digital Edition, Acrobat is automatically activated. To be able to read Digital Editions on mobile devices, you need to activate Acrobat using an Adobe ID or .NET Passport. (See Activating Acrobat.) To download Digital Editions: 1. Connect to the Internet. 2. In Acrobat, choose Advanced > Digital Editions > Adobe Digital Media Store. 3. On the Adobe Digital Media Store website, follow the on-screen links and prompts to buy or borrow Digital Editions.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-717.html>PAGE 717</a></h6><p>Subscribing to a Digital Editions service Websites may offer Digital Edition subscriptions, which allow you to download Digital Editions as periodicals--that is, as a set of documents or issues, each of which has an issue date. A Digital Edition subscription has a start date and an end date, and you may download any issue after the start date if the current date is earlier than the end date. When you register to receive a subscription, you receive a first issue.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-718.html>PAGE 718</a></h6><p>Sharing Digital Edition subscriptions Your Digital Edition issues appear in the My Digital Editions bookshelf with your other Digital Editions.You can forward a copy of the PDF file to a friend or you can email a copy directly from the My Digital Editions bookshelf. When the recipient tries to open the issue, they are directed to the publisher's website to obtain ownership of the document or register for a personal subscription.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-719.html>PAGE 719</a></h6><p>Borrowing Digital Editions from an online library You can borrow or "check out" Digital Editions from a Digital Editions library in the same way that you borrow printed books. Borrowed Digital Editions expire at the end of the loan period and are returned or "checked in" automatically, so you never have to worry about overdue fees. Because some online libraries limit the number of Digital Editions that you can borrow at a time, you may want to return a borrowed Digital Edition before it is due.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-720.html>PAGE 720</a></h6><p>Sending Digital Editions to another mobile device You can send Digital Editions to any computer or mobile device that has Acrobat or Adobe Reader installed and activated. If the devices are activated with the same login, no further action is required. If the devices are not activated with the same login or with Easy Activation, follow the on-screen instructions to establish ownership of the transferred Digital Edition. To send a Digital Edition to a mobile device: 1. Choose Advanced > Digital Editions. 2.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-721.html>PAGE 721</a></h6><p>Sharing Digital Editions with others You can email a Digital Edition to someone else if it contains a URL for the Digital Edition retailer. If the recipient tries to open a Digital Edition for which they don't have a license or permission, a dialog box prompts them to obtain the license from the retailer. To email a Digital Edition: 1. Select the thumbnail or the book title in the My Digital Editions bookshelf. 2. Do one of the following: ● Click the Email button.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-722.html>PAGE 722</a></h6><p>Reading Digital Editions You read a Digital Edition in much the same way you read any other PDF document. While reading a Digital Edition you may want to do the following: ● ● ● ● Use the Read Out Loud feature if the publisher of the Digital Edition allows this. (See Using the Read Out Loud feature.) Use smooth text to improve readability. (See Smoothing text for improved readability.) Annotate the Digital Edition by highlighting text, adding notes, and copying text and objects.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-723.html>PAGE 723</a></h6><p>Opening Digital Editions You can open a Digital Edition directly from your Digital Editions folder or from the My Digital Editions bookshelf. If you close a Digital Edition and reopen later, it opens at the last page you viewed. To open a Digital Edition: Do one of the following: ● Choose File > Open, select the Digital Edition, and click Open Choose Advanced > Digital Editions > My Digital Editions, and then double-click the ● .</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-724.html>PAGE 724</a></h6><p>Opening Digital Editions that you don't own If you try to open a Digital Edition that you don't own, a Cannot Open Document dialog box appears. To open a Digital Edition Issue that you don't own: Do one of the following: ● ● Click Someone Else Gave It To Me And I Would Like to Own It, and then click the Obtain Ownership button. Acrobat opens a dialog box that offers you the opportunity to visit the owner's or publisher's website.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-725.html>PAGE 725</a></h6><p>Smoothing text for improved readability You can set preferences for smoothing text, line art, and images, as well as determining whether CoolType is used to improve readability. Smoothing text, line art, and images can improve the quality of the display on-screen, especially with larger text sizes, by minimizing the contrast between the background and the text or image. To set Page Display preferences: 1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-726.html>PAGE 726</a></h6><p>Checking the meaning of words in a Digital Edition You can check the meaning of words on the Internet. To check the meaning of words: 1. Use the Select tool to select the word or phrase you want to check. 2. Right-click (Windows) or Control-click (Mac OS) the word, and choose Look Up [selected word]. Your browser starts automatically and opens Dictionary.com (English only), and the selected word or phrase is checked.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-727.html>PAGE 727</a></h6><p>Using My Digital Editions You access and manage your Digital Editions, as well as other Adobe PDF files, using the My Digital Editions bookshelf. My Digital Editions bookshelf To open the My Digital Editions bookshelf: Choose Advanced > Digital Editions > My Digital Editions. To close the My Digital Editions bookshelf: Click the Close button.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-728.html>PAGE 728</a></h6><p>Viewing the contents of My Digital Editions The contents of your library appear in the My Digital Editions bookshelf as a series of thumbnails or as a list of book titles with author, access, and category information. When you select a Digital Edition, information such as the author, title, publisher, and number of pages appear at the bottom of the My Digital Editions bookshelf.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-729.html>PAGE 729</a></h6><p>Viewing permissions for a Digital Edition All Digital Editions contain permissions set by the publisher that specify how many times you can print and copy a Digital Edition, whether the document can be read aloud by Acrobat, and when the document expires. These permissions are saved with the document and downloaded when you borrow or purchase a Digital Edition. To view permissions settings: 1. Open a Digital Edition. 2. Choose File > Document Properties, and then click the Security tab. 3.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-730.html>PAGE 730</a></h6><p>Adding Adobe PDF documents to My Digital Editions You can also add PDF documents to the My Digital Editions bookshelf. For example, you might want to include technical papers in Adobe PDF in your library. You can open and manage these PDF documents in the same way as you open and manage Digital Editions. To add a PDF document to the My Digital Editions bookshelf: 1. In My Digital Editions, click Add File. 2. In the Add File dialog box, locate and select the PDF document, and then click Add.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-731.html>PAGE 731</a></h6><p>Organizing Digital Editions You can organize your Digital Editions into categories to make them easier to manage. You can use the predefined categories or define your own. Digital Editions can be assigned one or two categories. For example, a Digital Edition on resolving conflict might be stored under "Business" and "Self-improvement." Category menu in My Digital Editions To add or edit categories: 1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-732.html>PAGE 732</a></h6><p>Backing up Digital Editions on your computer It is a good idea to create backup copies of Digital Editions and other Adobe PDF files to protect against accidental deletion, hardware failures, and other losses. You can back up any of the Digital Editions you have stored in the My Digital Editions bookshelf. To back up Digital Editions: 1. Choose Advanced > Digital Editions > My Digital Editions. 2.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-733.html>PAGE 733</a></h6><p>ADOBE VERSION CUE About Adobe Version Cue Getting help Key features of Adobe Version Cue</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-734.html>PAGE 734</a></h6><p>About Adobe Version Cue Adobe Version Cue™ is an innovative feature designed to increase your productivity whether you work alone, with others, or both. Version Cue lets you seamlessly integrate file versioning, file security, and file management into your existing workflows within and across the Adobe® Creative Suite applications.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-735.html>PAGE 735</a></h6><p>Getting help There are a number of ways to get the help you need to work with the Adobe Version Cue feature. The following tables can help you find specific resources, based on the type of information you are looking for. Note: To properly view Adobe Version Cue Help topics, you need a current web browser installed on your computer. You must also have JavaScript active. Finding help for Version Cue If you . . . Try this . . .</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-736.html>PAGE 736</a></h6><p>Key features of Adobe Version Cue Manage files using Version Cue file versioning features Version Cue lets you easily create and manage file versions and quickly locate files from Adobe Creative Suite, Adobe Acrobat Professional 7.0, Adobe Photoshop CS, Adobe Illustrator CS, Adobe InDesign CS, Adobe InCopy CS and Adobe GoLive CS. File versioning increases productivity and saves you and other team members valuable time because the correct file, and information about that file, is always available.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-737.html>PAGE 737</a></h6><p>Working with Version Cue About Version Cue projects and project management Turning on or restarting Version Cue Setting Version Cue workspace preferences Browsing Version Cue workspaces and projects Creating and sharing Version Cue projects Working with files and assets in a Version Cue project Working offline in a Version Cue project</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-738.html>PAGE 738</a></h6><p>About Version Cue projects and project management Designers, working alone or in teams, want to spend more time creating and less time managing projects. Taking the time to find the right file, validate the status of files, manually create and sort through file versions, save files to the correct locations, and communicate with team members and clients can easily undermine creativity and productivity. Yet these tasks are vital to successful projects. This is where Adobe Version Cue™ steps in.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-739.html>PAGE 739</a></h6><p>Choosing a Version Cue environment You and your design team need access to a Version Cue workspace in order to work with the Version Cue feature. When you fully install Adobe Creative Suite, a Version Cue workspace installs on your computer automatically. Depending upon each of your project's needs, you may choose to also work with other Version Cue workspaces located on your colleagues' computers or on a dedicated server.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-740.html>PAGE 740</a></h6><p>Understanding Version Cue projects and folders Before you can start creating and managing file versions and collaborating with other users, you need to create a Version Cue project to group related files in the Version Cue workspace.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-741.html>PAGE 741</a></h6><p>Turning on or restarting Version Cue Before you begin using Version Cue in the Creative Suite, you need to turn on the Version Cue workspace(s) and then all users need to enable Version Cue in Adobe Acrobat Professional 7.0, Adobe Illustrator CS, Adobe InCopy CS, Adobe InDesign CS, and Adobe Photoshop CS. (GoLive CS supports Version Cue by default.) Note: The Version Cue workspace is a feature of Adobe Creative Suite. If you purchased Adobe Acrobat Professional 7.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-742.html>PAGE 742</a></h6><p>Setting Version Cue workspace preferences The Version Cue preferences let you optimize the Version Cue workspace, display the Version Cue Workspace Administration utility, and change the workspace's data and backup folder locations. (To turn on the Version Cue workspace and make it available to other computers, see Turning on or restarting Version Cue.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-743.html>PAGE 743</a></h6><p>Optimizing the Version Cue workspace By default, the Version Cue workspace settings are optimized for a single user working with mixed-media projects and with 128 MB of RAM available to the Version Cue workspace. You can change any of these settings to optimize the Version Cue workspace according to your own projects. To optimize the Version Cue workspace: 1.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-744.html>PAGE 744</a></h6><p>Moving Version Cue workspace data and backups folders The Version Cue workspace stores its projects, file versions, user IDs, and other information in the Version Cue/Data folder, and its project backups in the Version Cue/ Backups folder. You can use the Version Cue Location preferences to move these folders to another location on the same computer. Important: Do not edit any of the files in the Version Cue Data folder or attempt to manually move these folders.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-745.html>PAGE 745</a></h6><p>Browsing Version Cue workspaces and projects Your entry point to working with Version Cue projects on a Version Cue workspace is always by (Windows) or the Version Cue button (Mac OS) when clicking the Version Cue button opening, saving, placing, exporting, or importing Version Cue project files in Acrobat Professional 7.0, Illustrator CS, InCopy CS, InDesign CS, and Photoshop CS.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-746.html>PAGE 746</a></h6><p>Opening Version Cue workspaces and Version Cue projects After clicking the Version Cue button (Windows) or the Version Cue button (Mac OS), the Open dialog box in Acrobat Professional 7.0, Illustrator CS, InCopy CS, InDesign CS, and Photoshop CS changes to display Version Cue tabs, menus, and options. Version Cue workspaces are indicated with the workspace icon (Windows) or the workspace icon (Mac OS) in the Browse tab.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-747.html>PAGE 747</a></h6><p>Accessing Version Cue workspaces on remote computers or from WebDAV applications When you need to work on Version Cue projects that are hosted by a Version Cue workspace located on another computer that's on a different subnetwork than your computer, you can use the Version Cue Client URL to access that workspace. Users using an application that supports WebDAV can use the Version Cue WebDAV Client URL to access a project on the workspace.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-748.html>PAGE 748</a></h6><p>Viewing Version Cue workspaces, projects, and file information You can show or hide columns, in the Open, Place, Save A Copy, and Save As dialog boxes in Acrobat Professional 7.0, Illustrator CS, InCopy CS, InDesign CS, and Photoshop CS, that display information about the workspaces, projects, and files as you browse them. You can also move the pointer over a file to quickly view a summary of that information as well as metadata that was embedded into the file with the File Info command.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-749.html>PAGE 749</a></h6><p>Creating and sharing Version Cue projects Before you can begin using Version Cue, you need to create a Version Cue project to group related files. You can use Version Cue projects to separate private files from files you want to collaborate on with other users.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-750.html>PAGE 750</a></h6><p>Creating and editing Version Cue projects When you create a Version Cue project in Adobe Creative Suite, you specify a project name, the Version Cue workspace to host the project, a project description, and whether to keep the project private or share it with others. To specify more advanced project properties or to create new Version Cue projects by importing a group of files, you need to use the Version Cue Workspace Administration utility.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-751.html>PAGE 751</a></h6><p>Making Version Cue projects shared or private When you first create a Version Cue project, you can set the project to be private or shared depending on where the Version Cue workspace is located. You can subsequently change this setting at any time through Adobe Acrobat Professional 7.0, Adobe GoLive CS, Adobe InCopy CS, Adobe InDesign CS, and Adobe Photoshop CS. (You can also change this setting and a project's advanced properties using the Version Cue Workspace Administration utility.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-752.html>PAGE 752</a></h6><p>Working with files and assets in a Version Cue project After adding a file to a Version Cue project on a Version Cue workspace, you can create and manage versions of that file; maintain a history of version comments; quickly locate that file later on by searching version information or other metadata that was added to the file with the File Info command in Creative Suite; and collaborate on the file with other people using Creative Suite applications.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-753.html>PAGE 753</a></h6><p>Understanding file versioning with Version Cue Version Cue projects and files are kept in the Version Cue workspace on the computer where the workspace is located. The workspace maintains the master copies of files added to the project, including file versions and other file data, such as comments, version dates, and user IDs. When a user begins editing a file from a Version Cue project, the user is editing a working copy of the master file, which remains protected on the workspace.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-754.html>PAGE 754</a></h6><p>Adding files to a Version Cue project To save versions of a file and take advantage of Version Cue file management in Adobe Creative Suite and Adobe Acrobat Professional 7.0, the file needs to be added or saved to a Version Cue project. You can add files one at a time in the Creative Suite and Acrobat Professional 7.0 or you can add multiple files by synchronizing files you've placed into your My Documents\Version Cue (Windows) or Documents/Version Cue (Mac OS) folder.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-755.html>PAGE 755</a></h6><p>Opening, editing, and saving files and file versions with Version Cue After a file has been saved to a Version Cue project, the file is automatically managed by Version Cue. When you begin to edit a file opened from the Version Cue workspace, Version Cue automatically ensures that no one overwrites your changes and that you don't overwrite changes made by someone else.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-756.html>PAGE 756</a></h6><p>Viewing and managing file versions After opening a file from a Version Cue workspace, you can quickly access the file's previous version thumbnails, version comments, and version dates using the Versions dialog box. You can work with an earlier version by making a copy of it to become your current version. You can also delete earlier versions to recover hard-disk space or simplify your workflows. The Versions dialog box displays a thumbnail, comments, and a date for each file version.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-757.html>PAGE 757</a></h6><p>Searching for files in Version Cue projects Metadata, or file information, is automatically added to files in a Version Cue project as you work with the files, including version dates, version authors, and version comments. In addition, other information can be manually added to files in Creative Suite through the File Info command or Story Info (InCopy CS only).</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-758.html>PAGE 758</a></h6><p>Deleting and restoring files from Version Cue projects You can use the Project Tools menu in Adobe Creative Suite to delete one or more selected files from a Version Cue project when the files are in Available status. Deleted files can be viewed and sorted, and are automatically included in a search when you search a project with the Version Cue search feature. You can permanently delete a deleted file or restore it with its original data, including file versions and related information.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-759.html>PAGE 759</a></h6><p>Working offline in a Version Cue project If a user opens or edits a file from a Version Cue project, and the Version Cue workspace is subsequently turned off or the user is disconnected from the network that is used to access the Version Cue workspace, the user can continue to work with the working copy offline and then synchronize the files later.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-760.html>PAGE 760</a></h6><p>Editing and synchronizing working copies with a Version Cue project When you need to work on files from a Version Cue project while the Version Cue workspace is turned off or you can't access the workspace on a network, you can edit working copies located on your computer in the My Documents\Version Cue (Windows) or Documents/Version Cue (Mac OS) folder.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-761.html>PAGE 761</a></h6><p>Using the Version Cue Workspace Administration Utility Understanding when to use the Version Cue Workspace Administration utility Performing tasks with the Version Cue Workspace Administration utility Working with projects and user IDs in the Version Cue Workspace Administration utility Advanced Version Cue Workspace Administration tasks</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-762.html>PAGE 762</a></h6><p>Understanding when to use the Version Cue Workspace Administration utility You can perform many Version Cue tasks, such as creating and sharing projects, adding comments to a file, and creating file versions, within any of the following: Adobe Creative Suite, Adobe Acrobat Professional 7.0, Adobe GoLive CS, Adobe Illustrator CS, Adobe InCopy CS, Adobe InDesign CS, and Adobe Photoshop CS.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-763.html>PAGE 763</a></h6><p>Performing tasks with the Version Cue Workspace Administration utility All users with a login ID and password (except those with privileges set to None) can log into the browser-based Version Cue Workspace Administration utility. The tasks they can perform in the workspace are limited by the privileges assigned to their Version Cue login ID. (For more information on user privileges, see Choosing user privileges in the Version Cue Workspace Administration utility.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-764.html>PAGE 764</a></h6><p>Logging into and off the Version Cue Workspace Administration utility You can display the Version Cue Workspace Administration login page from the Version Cue Preferences dialog box; by clicking the Advanced Administration button in Acrobat Professional 7.0, GoLive CS, Illustrator CS, InCopy CS, InDesign CS, or Photoshop CS; or by typing the login page URL directly into a web browser.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-765.html>PAGE 765</a></h6><p>Using Help and navigating in the Version Cue Workspace Administration utility The Version Cue Workspace Administration utility contains links to Version Cue Help at the top of each page, and a navigation list on the left side of the page. The navigation list provides quick access to administration options. To navigate in the Version Cue Workspace Administration utility: Do any of the following: ● ● To display the main screen for an administrative task, click a link in the navigation list on the left.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-766.html>PAGE 766</a></h6><p>Working with projects and user IDs in the Version Cue Workspace Administration utility In Acrobat Professional 7.0, GoLive CS, InCopy CS, Illustrator CS, InDesign CS, and Photoshop CS, you can create, edit, and delete Version Cue projects. In the Version Cue Workspace Administration utility, you can do all these things and you can also duplicate, export, and back up projects; specify login requirements; set lock protection; and assign user IDs to a project.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-767.html>PAGE 767</a></h6><p>Creating and editing projects with the Version Cue Workspace Administration utility The Version Cue Workspace Administration utility lets you create blank Version Cue projects or create Version Cue projects by importing files from a folder on the same computer as the workspace or from an FTP or WebDAV server. In addition, you can duplicate or delete projects from the workspace.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-768.html>PAGE 768</a></h6><p>Backing up and restoring projects with the Version Cue Workspace Administration utility You can use the Version Cue Workspace Administration utility to create backups of all the information in a Version Cue project. Project backups are stored on the Version Cue workspace file system. You can then use the Version Cue Workspace Administration utility to easily restore a backup copy that represents the Version Cue project as it was on a specific date.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-769.html>PAGE 769</a></h6><p>Exporting Version Cue projects with the Version Cue Workspace Administration utility You can export a Version Cue project from a Version Cue workspace to copy the project to another Version Cue workspace or to create a copy of the project to archive. Note: Only the most recent version of each file is exported. To export a Version Cue project to your computer: 1. Log into the Version Cue Workspace Administration page. 2. Do one of the following: ● Click Projects in the navigation list.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-770.html>PAGE 770</a></h6><p>Creating and editing user IDs with the Version Cue Workspace Administration utility You don't need to create and assign Version Cue user IDs to let other Creative Suite or WebDAV users access your Version Cue projects and workspace. The users simply need to be either on your subnetwork or given the Version Cue workspace IP or DNS address and port number to access the workspace.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-771.html>PAGE 771</a></h6><p>Choosing user privileges in the Version Cue Workspace Administration utility Version Cue user login IDs are set with one of four different levels of privilege to use the Version Cue workspace: None, User, Project Creator, or System Administrator. Users with privileges set to None can't access the Version Cue Workspace Administration utility but can access Version Cue projects while working within a Creative Suite application or an application that supports WebDAV.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-772.html>PAGE 772</a></h6><p>Working with user lists with the Version Cue Workspace Administration utility You can export a list of users from one Version Cue workspace to use on a different Version Cue workspace located on another computer. After you export a user list, copy it to the UsersExport folder in the Version Cue application folder of the other computer with a Version Cue workspace. To export a list of users: 1. Log into the Version Cue Workspace Administration page. 2. Click Users in the navigation list. 3.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-773.html>PAGE 773</a></h6><p>Advanced Version Cue Workspace Administration tasks Use the advanced Version Cue Workspace Administration tasks to set advanced workspace preferences, import Adobe Web Workgroup Server project backups, export projects, perform maintenance, and view logs and reports.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-774.html>PAGE 774</a></h6><p>Setting Version Cue workspace preferences The workspace preferences let you set options to make projects or the entire workspace either private or visible (shared), set workspace log options, and set default FTP and HTTP proxy servers. Except for the Color Scheme options, only users with System Administrator privileges can set the workspace preferences. To set the Version Cue workspace preferences: 1. Log into the Version Cue Workspace Administration page. 2.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-775.html>PAGE 775</a></h6><p>Importing Web Workgroup Server project backups and user IDs into the Version Cue workspace You can import user IDs and project backups from an Adobe Web Workgroup Server into a Version Cue project if the Web Workgroup Server and Version Cue project and workspace are on the same machine. The most recent version of each file is imported. To import a Web Workgroup Server project backup: 1. Stop the Adobe Web Workgroup Server. (See your Adobe Web Workgroup Server documentation for more information.) 2.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-776.html>PAGE 776</a></h6><p>Removing file locks with the Version Cue Workspace Administration utility A user with system administrator privileges or with project-specific Administer privileges can remove file locks to make locked files available for editing by other Version Cue users. You can delete all file locks from a specified project, all file locks created by a specified user on all projects in the workspace, or all locks by a specified user in a specified project.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-777.html>PAGE 777</a></h6><p>Removing file versions from projects with the Version Cue Workspace Administration utility Each time you save a file version, the version is stored on the Version Cue workspace database. This database creates a file version history that lets you quickly return to any former state of the file. While a version history is a useful tool, an extensive history can require a lot of disk space and degrade the performance of the Version Cue workspace.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-778.html>PAGE 778</a></h6><p>Backing up and restoring Version Cue workspace data You can use the Version Cue Workspace Administration utility to create, restore, or delete backup copies of all Version Cue data and projects on the Version Cue workspace. If you restore a backup copy of the Version Cue workspace, all current data on the workspace including Version Cue projects, files, and versions are replaced by the backup.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-779.html>PAGE 779</a></h6><p>Viewing information about the Version Cue workspace You can display the Version Cue workspace version, name, licensee, serial number, Java version, database version, Version Cue client URL (IP or DNS address), WebDAV client URL, copyright, and patent information with the Version Cue Workspace Administration utility. Users who are working in the Creative Suite can use the Version Cue Client URL to connect to Version Cue projects when they're not on the workspace's subnetwork.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-780.html>PAGE 780</a></h6><p>Tutorial: Version Cue Getting started with Version Cue</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-781.html>PAGE 781</a></h6><p>Getting started with Version Cue Adobe Creative Suite includes Adobe Version Cue, an integrated feature designed to help you be more productive by saving you, and others you work with, valuable time. With Version Cue, you can easily create, manage, and find different versions of your project files. For example, Version Cue creates simplified, unified access to all versions of your files.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-782.html>PAGE 782</a></h6><p>KEYBOARD SHORTCUTS About keyboard shortcuts Keys for selecting tools Keys for editing Keys for working with comments Keys for moving through a document Keys for general navigating Keys for working with navigation tabs Keys for navigating the Help window Keys for navigating the How To window</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-783.html>PAGE 783</a></h6><p>About keyboard shortcuts Many keyboard shortcuts appear next to the command names in menus. If you can't find the shortcut you're looking for in this section, look in the menus. Note: To use these shortcuts, you must select the Use Single-Key Accelerators To Access Tools option in the General panel of the Preferences dialog box.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-784.html>PAGE 784</a></h6><p>Keys for selecting tools Tool Windows Action Mac OS Action Hand tool Temporarily select Hand tool Current selection tool Cycle through selection tools: Select, Object Metadata tool Snapshot tool Cycle through zoom tools: Zoom In, Zoom Out, Dynamic Zoom, Loupe Current zoom tool Temporarily select Zoom In tool Temporarily select Zoom Out tool Temporarily select Dynamic Zoom tool (when Zoom In or Zoom Out is selected) Select Object tool Article tool Crop tool Link tool Button tool Cycle through forms tools:</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-785.html>PAGE 785</a></h6><p>Keys for editing Result Windows Action Mac OS Action Select all content Deselect all content Browse for a folder Fit page Move focus to status tray Ctrl+A Ctrl+Shift+A Ctrl+9 Ctrl+0 Shift+F5 Command+A Command+Shift+A Command+9 Command+0 Shift+F5</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-786.html>PAGE 786</a></h6><p>Keys for working with comments Result Windows Action Mac OS Action Note tool Text Edits tool Stamp tool Current highlighting tool Cycle through highlighting tools: Highlighter, CrossOut Text, Underline Text Rectangle tool Cycle through drawing markup tools: Rectangle, Oval, Arrow, Line, Polygon, Polygon Line Cloud tool Text Box tool Pencil tool Pencil Eraser tool Attach file as comment Cycle through attach tools: Attach File, Attach Sound, Paste Clipboard Image Move focus to comment Move focus to text in</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-787.html>PAGE 787</a></h6><p>Keys for moving through a document Result Windows Action Previous screen Next screen First page Page Up Page Down Home or Shift+Ctrl+Page Up or Shift+Ctrl+Up Arrow Last page Previous page Next page Previous view Next view Previous document Next document Scroll up Scroll down Scroll (when Hand tool is selected) Zoom in Zoom out Zoom in temporarily Zoom out temporarily Zoom to Mac OS Action Page Up Page Down Home or Shift+Command +Page Up or Command+Shift +Up Arrow End or Shift+Ctrl+Page End or Shift+</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-788.html>PAGE 788</a></h6><p>Keys for general navigating Result Windows Action Mac OS Action Show/hide menu bar Move focus to menus Move focus to toolbar in browser Open Properties toolbar Open Properties dialog box Move to next open document (when focus is on document pane) Move to previous open document (when focus is on document pane) Close current document Close all open windows Move focus to next pane or panel Move focus to previous pane or panel Move focus to next comment, link, or form field in the document pane Move focus t</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-789.html>PAGE 789</a></h6><p>Keys for working with navigation tabs Result Windows Action Mac OS Action Open/close navigation pane Open and move focus to navigation pane Move focus among the areas of the document: document, yellow Document Message bar, navigation panes, and How To window Move focus to next element of the active navigation tab: Trash Can, Options menu, Close box, tab contents, and tab Move to next navigation tab and make it active (when focus is on the tab) Move to next navigation tab and make it active (when focus i</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-790.html>PAGE 790</a></h6><p>Keys for navigating the Help window Result Open Help window Close Help window Move focus among tabs: Contents, Search, Index. If necessary, press Ctrl+Tab or Command+Tab to move the focus to the navigation pane.</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-791.html>PAGE 791</a></h6><p>Keys for navigating the How To window Result Open or close How To window Open and move focus to How To window Go to How To home page Move focus between the elements of the How To window and the header of the How To window Move focus down through the elements of the How To window Move focus up through the elements of the How To window Go to next page in How To window Go to previous page in How To window Windows Action Shift+F4 Mac OS Action Shift+F4 Shift+F1 Shift+F1 Home Home Ctrl+Tab or Ctrl+Shift+Ta</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-792.html>PAGE 792</a></h6><p>Legal Notices Copyright</p></li><li><h6><a class="text-decoration-none text-link fw-bold" href=/manual/acro-pro/sr/user-manual-english/page-793.html>PAGE 793</a></h6><p>Copyright © 2004 Adobe Systems Incorporated. All rights reserved. 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