USING ADOBE ACROBAT 9 PRO ® ®
© 2010 Adobe Systems Incorporated. All rights reserved. Copyright Using Adobe® Acrobat® 9 Pro for Windows® and Mac OS This user guide is protected under copyright law, furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Adobe Systems Incorporated. Adobe Systems Incorporated assumes no responsibility or liability for any errors or inaccuracies that may appear in the informational content contained in this guide.
iii Contents Chapter 1: Getting started Activation and registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Help and support ...................................................................................................... 2 Services, downloads, and extras What’s new ........................................................................................
iv USING ACROBAT 9 PRO Contents Participating in a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153 Tracking and managing PDF reviews Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156 . . . . . . . . . . . . . . . . . . . . . . . . . . .
v USING ACROBAT 9 PRO Contents Setting up a presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333 Document properties and metadata Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336 . . . . . . . . . . . . . . . . . . . . . . . . . . . .
vi USING ACROBAT 9 PRO Contents PDF/X-, PDF/A-, and PDF/E-compliant files Automating document analysis Output intents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1 Chapter 1: Getting started Before you begin working with your software, take a few moments to read an overview of activation and the many resources available to you. You have access to instructional videos, plug-ins, templates, user communities, seminars, tutorials, RSS feeds, and much more. Activation and registration License activation (Windows) During the installation process, your Adobe software may attempt to contact Adobe to complete the license activation process. No personal data is transmitted.
2 USING ACROBAT 9 PRO Getting started Adobe Customization Wizard Adobe Customization Wizard 9 helps IT professionals take greater control of enterprise-wide deployments of Adobe® Acrobat® 9 Pro and Adobe Reader®. With it, you can customize the installer and application features before deployment. The Customization Wizard is a free downloadable utility.
3 USING ACROBAT 9 PRO Getting started Product Help Adobe provides a comprehensive user guide for Acrobat as online product Help and PDF. Topics from online product Help are included in your results whenever you search Community Help. If you want to consult or search online product Help only, you can access it by clicking the product Help link in the upper-right corner of the Help and Support page. Be sure to select the This Help System Only option on the Help page before you do your search.
4 USING ACROBAT 9 PRO Getting started Adobe downloads Visit www.adobe.com/go/downloads to find free updates, tryouts, and other useful software. Adobe Labs Adobe Labs at www.adobe.com/go/labs gives you the opportunity to experience and evaluate new and emerging technologies and products from Adobe.
5 USING ACROBAT 9 PRO Getting started Convert documents from new versions of Lotus Notes and AutoCAD Acrobat now supports Lotus Notes 8.5. Acrobat Pro and Acrobat Pro Extended now support Autodesk AutoCAD 2009. Compare PDF documents Acrobat Automatically highlights the differences between two versions of a PDF document, including text and images, so you can quickly and easily identify what has changed. See “Compare a revised PDF to an earlier version” on page 36.
6 USING ACROBAT 9 PRO Getting started Include Flash content in PDFs Add Flash® videos and animations to your PDF documents. Native support for Flash enables reliable cross-platform playback. No additional media player is necessary. See “Add multimedia to PDFs” on page 365. Add comments to videos Add comments to a video as you are watching it. Each comment is attached to a specific frame, so that when you view the comments, they appear in the context in which they were made.
7 USING ACROBAT 9 PRO Getting started • Introducing Acrobat 9: www.adobe.com/go/lrvid4081_a9 • Using multiple applications in a creative workflow: www.adobe.com/go/lrvid4205_a9 • Using multiple applications in a business workflow: www.adobe.com/go/lrvid4204_a9 Create PDF Creating PDFs using Acrobat PDFMaker (Windows) Convert your business documents to Adobe PDF with a single click.
8 USING ACROBAT 9 PRO Getting started Settings for creating PDFs Once you’ve selected conversion settings, those settings are used every time you create a PDF from that application until you change the settings. 3 Select application settings. In the Application Settings area of the dialog box, select whether to include bookmarks, hyperlinks, accessibility features, and other options. Click the application tab (for example, the Word tab) to see options that are specific to your application.
9 USING ACROBAT 9 PRO Getting started Collaborate Initiating a shared review In a shared review, all participants can view and respond to comments. It’s a great way to let reviewers resolve conflicting opinions, identify areas for research, and develop creative solutions during the review process. You can host a shared review on a network folder, WebDAV folder, SharePoint workspace, or on Acrobat.com, a new secure web-based service. All you need is Acrobat, a PDF, and a free Adobe ID to get started.
10 USING ACROBAT 9 PRO Getting started Enter the email addresses for the people you want to invite to the review, or select the addresses from your email address book. Then, customize the message for reviewers. Set a review deadline. After the deadline, commenting tools will no longer be available on the shared review server. If you’re using Acrobat 9 Pro Extended or Acrobat 9 Pro, then Adobe Reader users can participate in the shared review. Preparing the review invitation 5 Send the PDF.
11 USING ACROBAT 9 PRO Getting started Choose File > Collaborate > Send & Collaborate Live. Log on to Acrobat.com, if prompted. If you don’t have an Adobe ID, create one. Use the Send and Collaborate Live wizard to start a live chat session. 3 Invite participants. Enter the email addresses of the colleagues you want to collaborate with, placing a semicolon or return between addresses. You can also add email addresses from the address book of your email application, such as Microsoft Outlook.
12 USING ACROBAT 9 PRO Getting started Preparing the collaboration invitation Edit the subject and message to customize the email invitation for your collaboration. To post the document to Acrobat.com, select Store File On Acrobat.com And Send A Link To Recipients. Select a level of access to determine who can access the document from Acrobat.com. If you don’t select Store File On Acrobat.com, Acrobat sends the document to participants as an attachment.
13 USING ACROBAT 9 PRO Getting started To discuss the document, type chat messages in the box at the bottom of the Collaborate Live navigation pane. Click the color box to choose a color for your chat text. To save the chat history, choose Save Chat from the options menu in the navigation pane. Send instant messages to attendees. Forms Creating an interactive form You can convert any form into an interactive form that users can fill out and return electronically.
14 USING ACROBAT 9 PRO Getting started The Create Or Edit Form wizard creates form fields automatically. 3 Evaluate the form fields Acrobat created. Acrobat lists the form fields it created in the Fields pane. Scroll through the document to see whether Acrobat missed any fields or created any extra fields. To delete a field, select it in the Fields pane and press Delete. Acrobat missed fields for the Yes and No radio buttons. 4 Add and edit form fields as needed. Add form fields where you need them.
15 USING ACROBAT 9 PRO Getting started Click Show All Properties in the field name dialog box if you want to make other changes. You can change the field appearance, set a text field to accept multiple lines of text, create a label for users, or set other properties. To edit a field, make sure you’re in Form mode, and then double-click the field. (To switch to Form mode, choose Forms > Add Or Edit Fields.) To preview the form, click Preview in the Forms toolbar. Editing form fields 5 Save the form.
16 USING ACROBAT 9 PRO Getting started Selecting files for a PDF Portfolio When you add a file to the PDF Portfolio, a copy of the original document is included. If the document isn’t a PDF, anyone who receives the PDF Portfolio may have to install the native application to preview that particular document. For example, if you include a PowerPoint presentation, someone viewing your PDF Portfolio must have Office installed to view that component. 3 Select a layout.
17 USING ACROBAT 9 PRO Getting started To add a header, click Add Welcome & Header in the Edit PDF Portfolio pane, click Header, and then select a template. Each template contains an image placeholder, a text placeholder, or both. Click an image placeholder to replace it with a GIF, JPEG, or PNG file. Click a text placeholder to type and format text. A header unifies the PDF Portfolio contents. 5 Add a welcome page. A welcome page appears when the PDF Portfolio is opened.
18 USING ACROBAT 9 PRO Getting started To add a welcome page, click Welcome Page in the Edit PDF Portfolio pane. Select a template, and then click a placeholder to replace it with your text, image, or SWF file. 6 Select a color scheme. You can further customize a PDF Portfolio by selecting which colors to use for text, backgrounds, and the cards that display component data. Click Select A Color Scheme in the Edit PDF Portfolio pane.
19 USING ACROBAT 9 PRO Getting started Security Signing a document electronically Like a handwritten signature, a digital signature is uniquely yours. Acrobat includes features to keep your digital signature secure. Unlike traditional signatures, digital signatures can contain additional information, such as the date and time of signature and the reason for signing. Just as you developed your own signature style early in life, you can add your own flair to your signature appearance, as well.
20 USING ACROBAT 9 PRO Getting started To create an appearance, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). Select Security on the left, and then click New in the Digital Signatures section. Give the signature appearance a short, descriptive title that you’ll recognize when you’re signing a document. Select options, including whether you want to include an imported graphic, such as a scanned signature. As you make changes, your edited signature appears in the preview window.
21 USING ACROBAT 9 PRO Getting started Choose a signature appearance when signing a document. In the Sign Document dialog box, select an appearance, and then add any information it requires, such as the location or the reason for signing. Enter a password if your digital ID requires it. Click Sign. Give the document a new name so that you can change the original PDF without invalidating the signature, and click Save.
22 Chapter 2: Workspace As you get acquainted with your product, make setting up your work environment a priority. The more you learn about its potential, the better you can take advantage of its features, tools, and options. There’s much more to the application than you see at first glance. Various hidden tools, preferences, and options can enhance your experience and give you greater control over how your work area is arranged and displayed.
23 USING ACROBAT 9 PRO Workspace More Help topics “View the PDF Portfolio work area” on page 113 “Document message bar” on page 24 Opening PDFs You can open a PDF in many ways: from within the Acrobat application, from your email application, from your file system, or on a network from within a web browser. The initial view of the PDF depends on how its creator set the document properties. For example, a document may open at a particular page or magnification.
24 USING ACROBAT 9 PRO Workspace Document message bar The document message bar appears only in certain types of PDFs. Typically, you see this area when you open a PDF form, a PDF that has been sent to you for review, a PDF with special rights or security restrictions, or a PDF that is compliant with PDF/A, PDF/E, or PDF/X standards. The document message bar appears immediately below the on the left side of the work area. toolbar area.
25 USING ACROBAT 9 PRO Workspace Re-create preferences Re-create the Acrobat Preferences folder (Windows) Re-create the Acrobat Preferences folder to eliminate problems that damaged preferences cause. Most preference problems are caused by these file-based preferences, although most Acrobat preferences are stored within the registry. Note: This solution removes custom settings for Collaboration, JavaScripts, Security, Stamps, Color Management, Auto Fill, Web Capture, and Updater. 1 Quit Acrobat.
26 USING ACROBAT 9 PRO Workspace Acrobat also has numerous context-sensitive menus. These menus appear when you right-click an element in the work area or PDF that has such a menu associated with it. A context menu displays commands that relate to the item or area that you clicked. For example, when you right-click the toolbar area, that context menu displays the same commands as the View > Toolbars menu. Note: The menu bar appears only if Acrobat is open as a stand-alone application.
27 USING ACROBAT 9 PRO Workspace Note: If several PDFs are open, you can customize the toolbars for each PDF independently. The different customized states persist as you switch between PDFs. More Help topics “Open or close reading mode” on page 34 Show or hide toolbars • To open a toolbar, choose View > Toolbars > [toolbar name]. A check mark next to the toolbar name indicates that the toolbar is displayed. • To hide all toolbars, choose View > Toolbars > Hide Toolbars.
28 USING ACROBAT 9 PRO Workspace Lock or unlock the toolbar area Locking the toolbars prevents any rearrangement of the toolbar area, so all grabber bars disappear when the toolbar area is locked. Locking does not affect the positions of any floating toolbars. ❖ Choose View > Toolbars > Lock Toolbars. Select the command a second time to unlock the toolbar area. Note: When the toolbar area is locked, you can still move floating toolbars by dragging them by their title bars.
29 USING ACROBAT 9 PRO Workspace Show or hide the navigation pane The navigation pane is an area of the work space that can display different navigation panels. Typically, these panels act like a table of contents, with items you can click to jump to a specific place in the document. For example, the Pages panel contains thumbnail images of each page; clicking a thumbnail opens that page in the document.
30 USING ACROBAT 9 PRO Workspace • Choose View > Navigation Panels > [panel name]. Dock or float navigation panels • To float a panel that is docked in the navigation pane, drag the panel button into the document pane. • To dock a floating panel, drag the tab to the navigation pane. • To group two floating panels, drag the tab of one panel into the other floating panel. Options in a navigation panel All navigation panels have an options menu in the upper-left corner.
31 USING ACROBAT 9 PRO Workspace Open a PDF from the desktop or within another application ❖ Do one of the following: • To open a PDF attached to an email message, open the message and double-click the PDF icon. • To open a PDF linked to an open web page, click the PDF file link. The PDF usually opens in the web browser. • Double-click the PDF File icon in your file system. Note: In Mac OS, you may not be able to open a PDF created in Windows by double-clicking the icon.
32 USING ACROBAT 9 PRO Workspace • Choose View > Go To > [location]. • Choose View > Go To > Page, type the page number in the Go To Page dialog box and then click OK. • Press the Page Up and Page Down keys on the keyboard. Jump to a specific page ❖ Do one of the following: • From Single Page or Two-Up page display view, drag the vertical scroll bar until the page appears in the small popup display.
33 USING ACROBAT 9 PRO Workspace Use page thumbnails to jump to specific pages Page thumbnails provide miniature previews of document pages. You can use thumbnails in the Pages panel to change the display of pages and to go to other pages. The red page-view box in the page thumbnail indicates which area of the page appears. You can resize this box to change the zoom percentage. 1 Click the Pages button or choose View > Navigation Panels > Pages to display the Pages panel.
34 USING ACROBAT 9 PRO Workspace Note: Unless a link was created in Acrobat using the Link tool, you must have the Create Links From URLs option selected in the General preferences for a link to work correctly. 1 Choose the Select tool . 2 Position the pointer over the linked area on the page until the pointer changes to the hand with a pointing finger. A plus sign (+) or a w appears within the hand if the link points to the web. Then click the link.
35 USING ACROBAT 9 PRO Workspace 3 Select View > Full Screen Mode. The Full Screen navigation bar contains Previous Page , Next Page These buttons appear in the lower-left corner of the work area. , and Close Full Screen View buttons. Read a document in Full Screen mode If the Full Screen navigation bar is not shown, you can use keyboard shortcuts to navigate through a PDF. Note: If you have two monitors installed, the Full Screen mode of a page sometimes appears on only one of the monitors.
36 USING ACROBAT 9 PRO Workspace Connection Speed Choose a connection speed from the menu. This setting is also used by the multimedia plug-in. Internet Settings [or Network Settings] Click to open the Internet or network connection dialog box or panel for your computer. For more information, consult your operating system Help, your Internet service provider, or your local network administrator.
37 USING ACROBAT 9 PRO Workspace 4 Select the Document Description that best describes the documents you are comparing, and click OK. Once the two documents are analyzed, a results document appears with the Compare panel open. The new document is shown with annotations indicating the changes. The first page shows a summary of the comparison results. 5 From the Compare pane, do any of the following, as needed: • To hide the annotations that display changes, click Hide Results.
38 USING ACROBAT 9 PRO Workspace Remember Files In Organizer History For Specifies how long PDF files remain in the History list. Save Settings Automatically Save Document Changes To Temporary File Every _ Minutes Determines how often Acrobat automatically saves changes to an open document. Save As Optimizes For Fast Web View Restructures a PDF document for page-at-a-time downloading from web servers.
39 USING ACROBAT 9 PRO Workspace Full Screen Appearance Background Color Specifies the window’s background color in Full Screen mode. You can select a color from the color palette to customize the background color. Mouse Cursor Specifies whether to show or hide the pointer when Full Screen mode is in operation. Full Screen Transitions Ignore All Transitions Removes transition effects from presentations that you view in Full Screen mode.
40 USING ACROBAT 9 PRO Workspace Application Startup Show Splash Screen Determines whether the application startup screen appears each time the application starts. Use Only Certified Plug-Ins Ensures that only Adobe-certified third-party plug-ins are loaded. The notation Currently in Certified Mode indicates either Yes or No depending on its status. Check 2D Graphics Accelerator (Windows only) (Appears only if your computer hardware supports 2D graphics acceleration.
41 USING ACROBAT 9 PRO Workspace Page Content And Information Show Large Images Displays large images. If your system is slow to display image-intensive pages, deselect this option. Use Smooth Zooming (Windows only) When deselected, turns off animation effects, which improves performance. Show Art, Trim, & Bleed Boxes Displays any art, trim, or bleed boxes defined for a document. Show Transparency Grid Displays the grid behind transparent objects.
42 USING ACROBAT 9 PRO Workspace • Actual Size displays the page at 100% magnification. • Fit Width adjusts the magnification so that the PDF fills the document pane horizontally. • Fit Page adjusts the magnification so that one page fills the document pane vertically. • The Pan & Zoom Window tool adjusts the magnification and position of the view area to match the area in an adjustable rectangle in the Pan & Zoom window’s thumbnail view of the page.
43 USING ACROBAT 9 PRO Workspace • Enter a value in the zoom text box, or click the plus or minus buttons to increase or decrease the magnification by preset levels. Change the magnification with the Loupe tool 1 Choose Tools > Select & Zoom> Loupe, or select the Loupe tool on the Select & Zoom toolbar, if it is displayed. 2 Click the area of the document you want to view in closer detail. A rectangle appears in the document, corresponding to the area shown in the Loupe Tool window.
44 USING ACROBAT 9 PRO Workspace A page-view box in a page thumbnail indicates the area of the page currently showing in the document pane. Change the default magnification 1 In the Preferences dialog box under Categories, select Page Display. 2 Open the Zoom pop-up menu and choose a default magnification level. Display off-screen areas of a magnified page When you zoom in to a high magnification, you may be able to see only part of a page.
45 USING ACROBAT 9 PRO Workspace Single Page, Single Page Continuous, Two-Up, Two-Up Continuous page layouts Set the page layout of an open PDF • To see only one page at a time, choose View > Page Display > Single Page. • To see two pages at a time, side by side, choose View > Page Display > Two-Up. • To scroll down continuously through one page after another, choose View > Page Display > Single Page Continuous.
46 USING ACROBAT 9 PRO Workspace Use split-window view You can view a PDF with the document pane divided into two panes (Split command) or four panes (Spreadsheet Split command). With Split view, you can scroll, change the magnification level, or turn to a different page in the active pane without affecting the other pane. The Spreadsheet Split view is useful if you want to keep column headings and row labels visible while scrolling through a large spreadsheet or table.
47 USING ACROBAT 9 PRO Workspace Display PDFs in Line Weights view The Line Weights view displays lines with the weights defined in the PDF. When Line Weights view is off, it applies a constant stroke width (1 pixel) to lines, regardless of zoom. When you print the document, the stroke will print at the true width. ❖ Choose View > Line Weights. To turn off Line Weights view, choose View > Line Weights again. Note: You cannot turn off Line Weights view when viewing PDFs within a web browser.
48 USING ACROBAT 9 PRO Workspace Show or hide guides ❖ Choose View > Guides. Move or delete ruler guides ❖ Click the guide to select it, and then drag it to a new location, or press Delete. To delete all guides, right-click in the ruler area and choose Clear All Guides or Clear Guides On Page. Change guide colors 1 In the Preferences dialog box under Categories, select Units & Guides. 2 Click the Guide Color square and choose a new color from the Color pop-up menu.
49 USING ACROBAT 9 PRO Workspace • To snap the measurement to the endpoint of a line, select Snap To Endpoints . • To snap the measurement to the midpoint of a line, select Snap To Midpoints . • To snap the measurement to the intersection of multiple lines, select Snap To Intersections . • To constrain the measurement lines to increments of 45º, hold down the Shift key. • To discontinue a measurement, right-click and choose Cancel Measurement.
50 USING ACROBAT 9 PRO Workspace Default Leader Length (Distance Tool only) Specifies the length of the line leader that appears on one side of the measurement points. Default Leader Extension Above Line (Distance Tool only) Specifies the length of the leader extension that appears above the measurement line. Default Leader Offset From Line Points (Distance Tool only) Specifies the amount of blank space that appears between the measurement points and the leader. 2D Snap Settings Specify snap behavior.
51 USING ACROBAT 9 PRO Workspace A B C Organizer window in Windows A. Categories pane B. Files pane C. Pages pane Categories pane The categories pane of the Organizer window is divided vertically into sections that contain categories. These items can help you locate and organize PDFs that reside on your computer, on a network, and on the web. History Contains subcategories that list all the PDFs that you’ve opened during a specified period of time.
52 USING ACROBAT 9 PRO Workspace Files pane The files pane in the Organizer window lists the PDFs that are within the subcategory or folder selected in the categories pane; each PDF listing shows the filename, modification date, page number, file size, location, and a thumbnail image of the first page. You can sort the list by filename, metadata information, number of pages, file size, modification date, and date last opened.
53 USING ACROBAT 9 PRO Workspace Sort the files pane list 1 If necessary, select a subcategory or folder in the categories pane to display PDFs in the files pane. 2 In the files pane, do any of the following: • To sort the list of PDF files according to a particular property, choose a property from the Sort By menu. • To change the sorting direction, click the Ascending Sort Order button or the Descending Sort Order button to the right of the Sort By menu.
54 USING ACROBAT 9 PRO Workspace 2 To remove a folder or hard drive from the list of Favorite Places, right-click the item, and choose Remove [folder name] From Favorite Places. Expand views in the Categories pane Items in the Categories pane can be expanded and collapsed so that you can see more of the structure. When you select a date category, folder, or collection, all PDFs in that item are listed in the pages pane.
55 USING ACROBAT 9 PRO Workspace Manually update the software ❖ Choose Help > Check For Updates, and follow any on-screen instructions. Change updating preferences 1 In the Preferences dialog box under Categories, select Updater. 2 In the Check For Updates section, select an option for installing updates. Manage security settings If your organization uses server-based security policies, you can set up Acrobat to regularly check for updates to these policies.
56 USING ACROBAT 9 PRO Workspace For more information about Adobe Digital Editions and to download the software, see www.adobe.com/go/learn_acr_digital_en. Non-English languages Asian language PDFs You can use Acrobat to view, search, and print PDF documents that contain Asian text (Traditional and Simplified Chinese, Japanese, and Korean). You can also use these languages when you fill in forms, add comments, and apply digital signatures.
57 USING ACROBAT 9 PRO Workspace Acrobat in Mac OS Generally, Acrobat works the same for Windows and Mac OS. Some exceptions are noted throughout Help.
58 Chapter 3: Creating PDFs Adobe® PDF is the solution of choice for capturing robust information from any application on any computer system. You can create PDFs from blank pages, document files, websites, scanned paper documents, and clipboard content. Overview of creating PDFs What’s the best way to create a PDF? You create a PDF by converting other documents and resources to Portable Document Format.
59 USING ACROBAT 9 PRO Creating PDFs Context menu On the desktop or in a folder, by right-clicking. Paper documents Requires a scanner and a hard copy of the document. Create PDF menu Within Acrobat, by choosing From Scanner. Or, for previously scanned paper documents, by choosing From File. Document menu Within Acrobat, by choosing Scan To PDF. Microsoft Office documents PDFMaker (Windows only) Within the authoring application, in the Acrobat PDFMaker toolbar and on the Adobe PDF menu.
60 USING ACROBAT 9 PRO Creating PDFs PostScript and EPS files Drag and drop On the desktop or from a folder, by dragging to the Acrobat Distiller icon or into the Acrobat Distiller® window. Double-clicking (PostScript® files only) On the desktop or in a folder. Open command Within Acrobat Distiller, in the File menu. Create PDF menu Within Acrobat, by choosing From File. Adobe PDF printer Within the authoring application, in the Print dialog box.
61 USING ACROBAT 9 PRO Creating PDFs When naming a PDF that’s intended for electronic distribution, limit the filename to eight characters (with no spaces) and include the .pdf extension. This action ensures that email programs or network servers don’t truncate the filename and that the PDF opens as expected.
62 USING ACROBAT 9 PRO Creating PDFs Create a PDF from a blank page With the PDF Editor feature, you can create a PDF from a blank page rather than beginning with a file, a clipboard image, or scanning. This process can be useful for creating relatively small PDFs of up to about 20 pages. For longer, more complex, or heavily formatted documents, it’s better to create the source document in an application that offers more layout and formatting options, such as Adobe InDesign or Microsoft Word.
63 USING ACROBAT 9 PRO Creating PDFs Create multiple PDFs from multiple files You can create multiple PDFs from multiple native files, including files of different supported formats, in one operation. This method is useful when you must convert a large number of files to PDF. Note: When you use this method, Acrobat applies the most recently used conversion settings without offering you access to those settings. If you want to adjust the conversion settings, do so before using this method.
64 USING ACROBAT 9 PRO Creating PDFs Scan documents to PDF Scan a paper document to PDF You can create a PDF file directly from a paper document, using your scanner and Acrobat. In Windows XP and Windows Vista, Acrobat supports TWAIN scanner drivers and Windows Image Acquisition (WIA) drivers. You can also scan paper forms in a way that converts them into interactive PDF forms. .
65 USING ACROBAT 9 PRO Creating PDFs 3 If prompted to scan more pages, select Scan More Pages or Scan Is Complete, and click OK. Optimize a scanned PDF 1 Open a PDF created from a scanned document. 2 Choose Document > Optimize Scanned PDF. 3 Select options in the dialog box, and click OK. The options available in the Optimized Scanned PDF dialog box also appear in the Optimization Options dialog box, which are described in detail under that heading in this topic.
66 USING ACROBAT 9 PRO Creating PDFs Small Size/High Quality Drag the slider to set the balance point between file size and quality. Click Options to customize optimization with specific settings for file compression and filtering. Make Searchable (Run OCR) Select this option to convert text images in the PDF to searchable and selectable text. This option applies optical character recognition (OCR) and font and page recognition to the text images and converts them to normal text.
67 USING ACROBAT 9 PRO Creating PDFs Monochrome When scanning black-and-white or monotone images, select one of the following: • JBIG2 Applies the JBIG2 compression method to black-and-white input pages. Settings of 0.95 or higher use the lossless method; at lower settings, text is highly compressed. Text pages typically are 60% smaller than CCITT Group 4 compressed pages, but processing is slow. Compatible with Acrobat 5.0 (PDF 1.4) and later. Note: For compatibility with Acrobat 4.
68 USING ACROBAT 9 PRO Creating PDFs • Pages scanned in 24-bit color, 300 dpi, at 8-1/2–by-11 in. (21.59-by-27.94 cm) result in large images (25 MB) before compression. Your system may require 50 MB of virtual memory or more to scan the image. At 600 dpi, both scanning and processing typically are about four times slower than at 300 dpi. • Avoid dithering or halftone scanner settings. These settings can improve the appearance of photographs, but they make it difficult to recognize text.
69 USING ACROBAT 9 PRO Creating PDFs PDF Output Style Determines the type of PDF to produce. All options require an input resolution of 72 dpi or higher (recommended). All formats apply OCR and font and page recognition to the text images and convert them to normal text. • Searchable Image Ensures that text is searchable and selectable. This option keeps the original image, deskews it as needed, and places an invisible text layer over it.
70 USING ACROBAT 9 PRO Creating PDFs Note: By default, your PDF is saved in the folder specified in the printer port. The default location is My Documents. The filename and destination are controlled by the Prompt For Adobe PDF Filename setting in the dialog box. Create a PDF using the Print command (Mac OS X) The method for creating PDFs using the Print command changed in Mac OS v10.6 Snow Leopard with Acrobat 9.1 and later.
71 USING ACROBAT 9 PRO Creating PDFs Adobe PDF Security To add security to the PDF, choose one of the following options, or click Edit to view or change the security settings: • Reconfirm Security For Each Job Opens the Adobe PDF - Security dialog box each time you create a PDF using the Adobe PDF printer. Specify settings in the dialog box. • Use The Last Known Security Settings Uses the same security settings that were used the last time a PDF was created using the Adobe PDF printer on your computer.
72 USING ACROBAT 9 PRO Creating PDFs For best results, select a folder on the same system where Distiller is installed. Although remote or network folders are supported, they have limited user access and security issues. Delete a folder and reassign the Adobe PDF printer to the default port 1 Quit Distiller if it is running, and allow a few minutes for all queued jobs to Adobe PDF to complete. 2 Open the Printers window from the Start menu. 3 Right-click the Adobe PDF printer, and choose Properties.
73 USING ACROBAT 9 PRO Creating PDFs • In an authoring application such as Adobe InDesign, choose File > Print. Select Adobe PDF as the printer, and click the Properties button. (In some applications, you may need to click Setup in the Print dialog box to open the list of printers, and then click Properties or Preferences to customize the Adobe PDF settings.) 2 In the Adobe PDF Settings tab, click the Add button next to the Adobe PDF Page Size menu.
74 USING ACROBAT 9 PRO Creating PDFs Show or activate PDFMaker in Microsoft Office and Lotus Notes If the PDF toolbar buttons don’t appear in your Microsoft Office or Lotus Notes application, use one of the following methods to show or activate PDFMaker. For Lotus Notes 7 or earlier, choose File > Preferences > Toolbar Preferences, click Toolbars, and select the Visible option for Acrobat PDFMaker 9.0. For Lotus Notes 8 or later, choose File > Preferences.
75 USING ACROBAT 9 PRO Creating PDFs Note: If the Attach As PDF button isn’t visible, choose Adobe PDF > Change Conversion Settings, and then select Show Attach As Adobe PDF Buttons. This option is not available in Outlook 2007. 2 Select a file to attach, and click Open. Convert files to a secured PDF and attach it to an email message (Outlook) 1 In the Outlook email Message window, click the Attach As Secured Adobe PDF button .
76 USING ACROBAT 9 PRO Creating PDFs Settings tab of the Conversion Settings The settings available for PDFMaker depend on the application in which you’re using PDFMaker. Conversion Settings Specifies the standard by which the PDF will be optimized. When you choose an item in the menu, a description of that preset appears immediately below it. View Adobe PDF Result Opens the converted document directly into Acrobat. (Exception: when you choose Convert To Adobe PDF And Email.
77 USING ACROBAT 9 PRO Creating PDFs For tips on converting Word documents to PDFs, see Troubleshooting PDF-creation issues in Microsoft Word at www.acrobatusers.com/tutorials/troubleshooting-pdf-creation-issues-microsoft-word. More Help topics “View PDFMaker conversion settings” on page 75 “Application-specific PDFMaker settings” on page 85 Convert Excel files to PDF 1 Open a file in Excel. 2 Optionally, select the cells to convert.
78 USING ACROBAT 9 PRO Creating PDFs You can convert one currently open email message to PDF (not to a PDF Portfolio) by choosing File > Print, and selecting Adobe PDF as the printer in the Print dialog box. The PDFMaker conversion settings do not affect this process. For a video on archiving emails as PDFs in a PDF Portfolio, see http://www.acrobatusers.com/tutorials/archivingemails-pdf-microsoft-outlook.
79 USING ACROBAT 9 PRO Creating PDFs 3 Locate and select the PDF or PDF Portfolio to which you want to add the converted emails, and click Open. Important: Do not type a new name for the PDF. If you do, a warning message appears telling you that the PDF was not found. Click OK, and select a PDF without changing its name.
80 USING ACROBAT 9 PRO Creating PDFs Set up automatic email archiving 1 Do one of the following: • (Outlook) Choose Adobe PDF > Setup Automatic Archival. • (Lotus Notes) Choose Actions > Setup Automatic Archival. 2 On the Automatic Archival tab of the Acrobat PDFMaker dialog box, select Enable Automatic Archival. Then select options for Frequency and the time of day at which automatic archiving occurs.
81 USING ACROBAT 9 PRO Creating PDFs • To name the PDF that will be created, type in the Specify PDF File Name box. Note: The PDF will be named using this text plus a series of numbers. For example, if you type JulyLetter in the Specify PDF File Name box, the mail-merged PDFs might appear as JulyLetter_0000123, JulyLetter_0000124, July Letter_0000125, and so forth.
82 USING ACROBAT 9 PRO Creating PDFs When you convert your Visio file, only shapes and guides that are printable and visible in the Visio drawing are converted and appear in the PDF. Shapes are converted regardless of their protection or behavior. Shape custom properties can be converted to PDF object data. When you convert the Visio file to a PDF, you can preserve all or just some layers, or you can flatten all layers.
83 USING ACROBAT 9 PRO Creating PDFs Note: The name of a layer in the Layers In Visio Drawing list is unavailable if that layer is included in the Layers In PDF list. When you select that layer in the Layers In PDF list, a bullet appears next to the layer’s name in the Layers In Visio Drawing list. 4 Optionally, do any of the following: • To reorder the layers in the Layers In PDF list, drag an item up or down in the list.
84 USING ACROBAT 9 PRO Creating PDFs Convert AutoCAD files when AutoCAD is installed When converting individual AutoCAD files, you don't usually need to change page size and plotting settings. PDFMaker uses the appropriate layout page size and plotting information to create a correctly sized PDF file. 1 To change the PDF conversion settings, choose Adobe PDF > Change Conversion Settings in AutoCAD.
85 USING ACROBAT 9 PRO Creating PDFs • To include a visibility property that can be switched on or off in Acrobat, deselect Locked On for the PDF layer. To lock the resulting PDF layer’s visibility on, select Locked On. • To save the current list of selected AutoCAD layers, click Add PDF Setting. Later, you can retrieve this list from the PDF Layer Settings menu. 6 Click Convert, specify a filename and location, and then click Save. Convert AutoCAD files in batches 1 Choose Adobe PDF > Batch Conversion.
86 USING ACROBAT 9 PRO Creating PDFs Note: In Microsoft Publisher 2003 documents, PDFMaker includes Publisher headings as bookmarks in the PDF. PDFMaker does not support the conversion of Publisher 2002 bookmarks, links, transparency, or crop marks and bleed marks. Add Links Includes active links and hypertext in the PDF. Note: If this option is deselected, but the recipient of the PDF has the Create Links From URLs preference selected, URLs in the PDF are still active.
87 USING ACROBAT 9 PRO Creating PDFs Page Layout options Specifies page properties, like the properties found in the Print dialog box: page dimensions, orientation, and margins. Show This Number Of Recent Archives (Outlook only) When converting email messages and folders, the Adobe PDF > [Convert Selected Messages and Convert Selected Folders] menus can list recently created PDFs to append. This option specifies the maximum number of PDFs to list in the menus.
88 USING ACROBAT 9 PRO Creating PDFs Convert Cross-References And Table Of Contents To Links (Word 2002 and 2003 only) Enables one-click navigation of these elements in the new PDF. This option is not available in Word 2007. Convert Footnote And Endnote Links Integrates these into the PDF. Enable Advanced Tagging Integrates this into the PDF. For tips on converting Word documents to PDFs, see Troubleshooting PDF-creation issues in Microsoft Word at www.acrobatusers.
89 USING ACROBAT 9 PRO Creating PDFs Also, the PDF functions like any other PDF. For example, you can navigate through the file by scrolling or using bookmarks; users can add comments to it; you can add security, form fields, and other features that enhance it.
90 USING ACROBAT 9 PRO Creating PDFs • To create a PDF from the currently open web page and attach it to a blank email message, choose Convert Web Page And Email. Then specify a location and filename for the PDF, and click Save. Type the appropriate information in the email message that opens after the conversion is complete. • For any of these options, to open the output PDF after conversion, select View Adobe PDF Results.
91 USING ACROBAT 9 PRO Creating PDFs 3 To change the number of levels in the website to convert, expand Capture Multiple Levels. Enter the number of levels to include, or select Get Entire Site to include all levels from the website. Note: Some websites have hundreds or even thousands of pages. Converting a large website can make your system slow and unresponsive, and can even use up available hard drive space and memory, causing a system crash.
92 USING ACROBAT 9 PRO Creating PDFs Copy the URL of a web link Use this procedure to copy the path for a web link to the clipboard, to use it for other purposes. 1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing links to the pages you want to copy. 2 Right-click the web link and choose Copy Link Location. Change web page conversion options The settings for converting web pages to PDF apply to the conversion process.
93 USING ACROBAT 9 PRO Creating PDFs HTML Conversion Settings This dialog box opens when you select HTML on the General tab of the Web Page Conversion Settings dialog box and then click the Settings button. Input Encoding Lets you specify the following options: • Default Encoding Sets the input encoding of the file text from a menu of operating systems and alphabets. • Always Ignores any encoding that is specified in the HTML source file and uses the selection shown in the Default Encoding option.
94 USING ACROBAT 9 PRO Creating PDFs A B C D E F Acrobat Distiller main window (Windows) A. Menus B. Adobe PDF settings files C. Files in job queue D. Failed job E. Context menu F. Status window To convert PostScript files automatically, set up a watched folder in Distiller. To start Acrobat Distiller from Acrobat, choose Advanced > Print Production > Acrobat Distiller.
95 USING ACROBAT 9 PRO Creating PDFs • To delete files from the queue, click Cancel Job. Cancel Jobs deletes all files from the queue that are not yet successfully completed. Or (Windows only), select and right-click individual files in the job queue and choose Cancel Job(s) to delete only those files. • (Windows only) To open the folder where the selected files are, right-click the job queue and choose Explore.
96 USING ACROBAT 9 PRO Creating PDFs • Give a PostScript file the same name as the original document, but with the extension .ps. (Some applications use a .prn extension instead.) • Use color and custom page sizes that are available with the Acrobat Distiller PPD file. Other PPD files may cause inappropriate colors, fonts, or page sizes in the PDF. • Send PostScript files as 8-bit binary data when using FTP to transfer the files between computers, especially if the platforms are different.
97 USING ACROBAT 9 PRO Creating PDFs • Choose what to do with a PostScript file after it has been processed. The file can be moved to the Out folder along with the PDF file or deleted. Any log file is also automatically copied to the Out folder. • To delete PDFs after a certain period of time, enter a number of days, up to 999. This option also deletes PostScript and log files, if you have chosen to delete them. 6 If you want to remove a folder, select the folder and click Remove Folder.
98 USING ACROBAT 9 PRO Creating PDFs Review your PDF settings periodically. The settings do not automatically revert to the default settings. Applications and utilities that create PDFs use the last set of PDF settings defined or selected. High Quality Print Creates PDFs for quality printing on desktop printers and proofing devices. This preset uses PDF 1.4, downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi.
99 USING ACROBAT 9 PRO Creating PDFs These PDF files can be opened in Acrobat and Reader 6.0 and later. Standard Creates PDF files to be printed to desktop printers or digital copiers, published on a CD, or sent to a client as a publishing proof. This set of options uses compression and downsampling to keep the file size down. However, it also embeds subsets of all (allowed) fonts used in the file, converts all colors to sRGB, and prints to a medium resolution.
100 USING ACROBAT 9 PRO Creating PDFs 3 Save your customized preset in one of the following ways: • Click OK to save a duplicate of the custom preset file, which will automatically be renamed. For example, if you edit the Press Quality preset, your first customized version appears as Press Quality (1). • Click Save As, type a new descriptive name for the file, and click Save.
101 USING ACROBAT 9 PRO Creating PDFs Pages Specifies which pages to convert to PDF. Embed Thumbnails Embeds a thumbnail preview for each page in the PDF, increasing the file size. Deselect this setting when users of Acrobat 5.0 and later will view and print the PDF; these versions generate thumbnails dynamically each time you click the Pages panel of a PDF. Optimize For Fast Web View Restructures the file for faster access (page-at-a-time downloading, or byte serving) from web servers.
102 USING ACROBAT 9 PRO Creating PDFs Note: Compression of text and line art is always on. To turn it off, set the appropriate Distiller parameter. For details, see the SDK information on the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (PDF, English only). Policy Opens the Image Policy dialog box, where you can set processing options for Color, Grayscale, and Monochrome images that are less than the resolutions you specify.
103 USING ACROBAT 9 PRO Creating PDFs Color Management Policies Specifies how Distiller converts unmanaged color in a PostScript file when you don’t use a Distiller color settings file. This menu is available when None is selected in the Settings File menu. Note: Color Management Policies values may affect a PDF differently depending on the compatibility setting you choose in the General panel.
104 USING ACROBAT 9 PRO Creating PDFs Preserve CMYK Values For Calibrated CMYK Color Spaces When selected, device-independent CMYK values are treated as device-dependent (DeviceCMYK) values, device-independent color spaces are discarded, and PDF/X-1a files use the Convert All Colors To CMYK value. When deselected, device-independent color spaces convert to CMYK, provided that Color Management Policies is set to Convert All Colors To CMYK.
105 USING ACROBAT 9 PRO Creating PDFs Preserve Overprint Settings Retains any overprint settings in files being converted to PDF. Overprint settings create color by printing one ink on top of another ink. Overprinting Default Is Nonzero Overprinting Prevents overprinted objects with zero CMYK values from knocking out CMYK objects beneath them. Save Adobe PDF Settings Inside PDF File Embeds the settings file (.joboptions) used to create the PDF as an attachment.
106 USING ACROBAT 9 PRO Creating PDFs Note: PDFMaker, the conversion method used to convert Microsoft Word and other application files to PDF, does not create PDF/X-compliant files. PDF/A-compliant Complies with the PDF/A standard for archival documents. Note: If you set up a watched folder for creating PDF/A-compliant files, do not add security to the folder. The PDF/A standard does not allow encryption.
107 USING ACROBAT 9 PRO Creating PDFs Generally, unless there’s a specific need for backward compatibility, use the most recent version (in this case, version 1.7). The latest version includes all the newest features and functionality. However, if you’re creating documents that will be distributed widely, consider choosing Acrobat 6.0 (PDF 1.5) or Acrobat 7.0 (PDF 1.6). Using one of these versions ensures that all users can view and print the document.
108 USING ACROBAT 9 PRO Creating PDFs • In Acrobat Distiller, choose Settings > Add Adobe PDF Settings, browse to the copied .joboptions file, select it, and click Open. The settings file appears as the selected option in the Default Settings menu. Compressing and downsampling images When converting PostScript files to PDF, you can compress vector objects (such as text and line art) and compress and downsample images.
109 USING ACROBAT 9 PRO Creating PDFs A B Sales Plan Kahili Mountain Coffee C D Suitable compression methods for different art types A. ZIP B. JPEG C. CCITT D. Run Length You can choose from the following compression methods: ZIP Works well on images with large areas of single colors or repeating patterns, and for black-and-white images that contain repeating patterns.
110 USING ACROBAT 9 PRO Creating PDFs Fonts Font embedding and substitution A font can be 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 CID fonts. a font format commonly used for Asian languages.
111 USING ACROBAT 9 PRO Creating PDFs • /Users/[user name]/Library/Fonts • /Library/Fonts • /System/Library/Fonts The Acrobat installation includes width-only versions of many common Chinese, Japanese, and Korean fonts, therefore Distiller can then access these fonts in Acrobat. Make sure that the fonts are available on your computer. (In Windows, choose Complete when you install Acrobat, or choose Custom and select the Asian Language Support option. In Mac OS, these fonts are installed automatically.
112 Chapter 4: PDF Portfolios and combined PDFs In Adobe® Acrobat® 9 Pro, you can easily create complex Adobe PDFs that include different types of files. You can package multiple files of various types into a PDF Portfolio, in which each file appears separately and has its own pagination. You can also convert and merge multiple files into a single merged PDF, in which converted documents flow into the PDF as sequential pages.
113 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs do not change the original files from which you created the PDF Portfolio. You can move a PDF Portfolio anywhere on your computer or network without any risk of losing or disconnecting its components. Reuse Include the same file in multiple PDF Portfolios. Note: PDF Portfolios are different from collections that you create in the Acrobat Organizer.
114 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs A B PDF Portfolio work area A. PDF Portfolio toolbar B. Component folders and documents More Help topics “Search a PDF Portfolio” on page 353 View and edit components of a PDF Portfolio You can sort and preview component files in a PDF Portfolio, as well as open, edit, and save component files in their native application. Some file types require that you install the native application on your computer.
115 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs View file details When you open a PDF Portfolio, the component files are arranged in a layout specified by the PDF Portfolio author. To view a detailed list of the component files, in the PDF Portfolio toolbar, click the File Details button . To return to the original view, click the Home button .
116 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs Open, edit, and save component files You can open, edit, and save a component file in its native application, as long as the application is installed on your computer. Any changes that you make to component files do not affect the original files outside your PDF Portfolio.
117 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs Choose a layout PDF Portfolio layout options enable you to present component files in a layout that best fits your needs. For example, the Revolve layout allows readers to page through the document thumbnails one at a time. You can also create your own custom layouts. For details, see the document on customizing navigators at www.adobe.com/go/learn_acr_custom_layout_en.
118 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs Remove files and folders from a PDF Portfolio ❖ Select one or more files or folders in the PDF Portfolio and press Delete. If you delete a folder, all of the files within it are deleted from the PDF Portfolio. Edit component filenames and descriptions in a PDF Portfolio • To edit the name of a component file, click to select the file, and then click in the filename to show the insertion point. Then enter a new filename.
119 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs Secure Portfolio With Password Adds document security to a PDF Portfolio or to component PDFs within a PDF Portfolio. For more information, see “Securing documents with passwords” on page 231. Note: Other security features are also available for PDF Portfolios and component files in PDF Portfolios. For more information, see “Security” on page 223. OCR Enables you to search, correct, and copy the text in scanned component PDFs.
120 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs • To sort the list, click the column name that you want to sort by. Click again to sort in reverse order. • To convert only part of a multipage source file, double-click the file, or select the file and click the Choose Pages button (see Note). In the Preview, review and select pages, as needed, following the instructions in the dialog box, which vary according to file type, and click OK.
121 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs 3 In the Insert Pages dialog box, specify where to insert the selection (before or after the first or last page, or a designated page). Click OK. 4 To leave the original PDF intact as a separate file, choose Save As, and type a new name for the merged PDF. Placing PDFs as linked files in other documents You can incorporate PDFs into other types of files that support Object Linking and Embedding (OLE), such as InDesign® or Word files.
122 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs 4 To specify the pages on which the header and footer appear, click the Page Range Options button. Then specify a page range and choose a Subset option, as needed. 5 Examine the results in the Preview area, using the Preview Page option to see different pages of the PDF. 6 (Optional) To save these header and footer settings for future use, click Save Settings at the top of the dialog box.
123 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs Remove all headers and footers ❖ Do one of the following: • Open a single PDF, or select one component PDF in a PDF Portfolio. Then choose Document > Header & Footer > Remove. • To remove headers and footers from multiple PDFs, close any open documents and choose Document > Header & Footer > Remove. In the dialog box, click Add Files, choose Add Files, and select the files.
124 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs • In Suffix, type any text to appear after the Bates number. Note: For court cases involving large numbers of pages, enter a higher value in Number Of Digits. Do not use the # character in the Prefix or Suffix text. 7 Click OK and then make any other changes to the settings, as you would for any other header and footer.
125 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs Before and after adding a background Add, replace, or edit a background, with an open document 1 Choose Document > Background > Add/Replace. Note: If a message appears, telling you that the current document already has a background, click Replace Background. If you apply the new background to a limited range of pages, the old background remains unchanged on pages outside that range.
126 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs 2 In the dialog box, click Add Files, choose Add Files, and then select the files. You can also add files or folders by dragging them into the dialog box. 3 Click OK to close the Add Background dialog box. 4 Follow steps 2 through 4 in the procedure for adding, replacing, or editing a background with an open document. When you have finished setting up your background, click OK.
127 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs Before and after adding a watermark Add or replace a watermark, with an open document 1 Choose Document > Watermark > Add. 2 (Optional) To apply the watermark selectively to individual pages, click Page Range Options. Then specify a page range and choose a Subset option, as needed. 3 Specify the watermark: • To reuse a watermark and watermark options that you saved in an earlier session, select it from the Saved Settings menu.
128 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs 6 (Optional) Click Appearance Options and specify the following options: • To specify when the watermark appears, select or deselect Show When Printing and Show When Displaying On Screen. • To control variations in a PDF with pages of varying sizes, select or deselect Keep Position And Size Of Watermark Text Constant When Printing On Different Page Sizes. 7 (Optional) To apply the same settings to additional PDFs, click Apply To Multiple.
129 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs Cropping does not reduce file size because information is merely hidden, not discarded. When you prepare a PDF for printing, you can change the Art, Trim, and Bleed areas for a PDF page in the Crop dialog box. If you want to see indicators of these areas in the document pane, select the Show Art, Trim, & Bleed Boxes option in the Page Display preferences. (In the Preferences dialog box under Categories, select Page Display.
130 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs BleedBox Defines the clipping path when the page is printed professionally to allow for paper trimming and folding. Printing marks may fall outside the bleed area. Constrain Proportions Locks the proportions of the crop so that all margins are the same distance. Remove White Margins Crops the page to the artwork boundary. This option is useful for trimming the edges of presentation slides saved as PDFs.
131 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs 3 In the Extract Pages dialog box, do one or more of the following before you click OK: • To remove the extracted pages from the original document, select Delete Pages After Extracting. • To create a single-page PDF for each extracted page, select Extract Pages As Separate Files. • To leave the original pages in the document and create a single PDF that includes all of the extracted pages, leave both check boxes deselected.
132 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs More Help topics “Insert one PDF into another” on page 120 “About tags, accessibility, reading order, and reflow” on page 272 Move or copy a page within a PDF, using page thumbnails 1 Click the Pages button to open the Pages panel, and select one or more page thumbnails. 2 Do one of the following: • To move a page, drag the page number box of the corresponding page thumbnail or the page thumbnail itself to the new location.
133 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs Delete pages, using the Delete command Note: You cannot undo the Delete command. 1 Choose Document > Delete Pages. 2 Enter the page range to be deleted, and click OK. You cannot delete all pages; at least one page must remain in the document. If you select Use Logical Page Numbers in the Page Display panel of the Preferences dialog box, you can enter a page number in parentheses to delete the logical equivalent of the page number.
134 USING ACROBAT 9 PRO PDF Portfolios and combined PDFs Renumber pages The page numbers on the document pages do not always match the page numbers that appear below the page thumbnails and in the Page Navigation toolbar. Pages are numbered with integers, starting with page 1 for the first page of the document. Because some PDFs may contain front matter, such as a copyright page and table of contents, their body pages may not follow the numbering shown in the Page Navigation toolbar.
135 Chapter 5: Saving and exporting PDFs You can save your changes to an Adobe® PDF or PDF Portfolio in the original PDF or in a copy of the PDF. You can also save individual PDFs to other file formats, including text, XML, HTML, and Microsoft Word. Saving a PDF in text format allows you to use the content with a screen reader, screen magnifier, or other assistive technology.
136 USING ACROBAT 9 PRO Saving and exporting PDFs About the Autosave feature 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 includes all the changes you made to the open file since the last automatic save.
137 USING ACROBAT 9 PRO Saving and exporting PDFs Note: Reducing the file size of a digitally signed document removes the signature. 1 Open a single PDF, or select one or more PDFs in a PDF Portfolio. 2 Choose Document > Reduce File Size. 3 Select the version compatibility that you need. If you’re certain that all your users use Acrobat 9 or Adobe Reader 9, limiting compatibility to the latest version can further reduce file size. Note: If you select Acrobat 4.
138 USING ACROBAT 9 PRO Saving and exporting PDFs Export multiple PDFs Note: When you export multiple PDFs, conversion settings are not available during the procedure. Before you export multiple PDFs, you can specify conversion settings from the Preferences dialog box in the Convert From PDF panel. Under Converting From PDF, select Microsoft Word Document, and then click Edit Settings. 1 Choose File > Export > Export Multiple Files.
139 USING ACROBAT 9 PRO Saving and exporting PDFs HTML or XML options When you export a PDF file to HTML or XML format, any images in PDF 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 represents characters using 16-bit bytes. ISO-Latin-1 is an 8-bit representation of characters that is a superset of ASCII.
140 USING ACROBAT 9 PRO Saving and exporting PDFs RGB/CMYK/Grayscale Specifies the type of color management to be applied to the output file and whether to embed an ICC profile. Note: If you use the Save As or Export All Images command on a PDF that contains JPEG and JPEG 2000 images, and export the content to JPEG or JPEG 2000 format, the resulting image may look different when opened in Acrobat. This can happen if the images have a color profile included at the page level but not inside the image data.
141 USING ACROBAT 9 PRO Saving and exporting PDFs Note: Higher resolutions, such as 2400 ppi, are suitable only for small page sizes (up to 6.826 inches or 173.380 millimeters). Convert PDFs to Word, RTF, or other text formats Use the Export command to convert a PDF to Microsoft Word format, or Rich Text Format (RTF), a standard for exchanging content between text-editing applications. Images in the PDF are saved by default in JPEG format.
142 USING ACROBAT 9 PRO Saving and exporting PDFs Note: You can export raster images, but not vector objects. 1 Choose Advanced > Document Processing > Export All Images. 2 In the Export All Images As dialog box, choose a file format for the images. By default, exported image files use the source filename. 3 Click Settings. 4 In the Export All Images As Settings dialog box, select the file settings, color management, and conversion settings for the file type.
143 USING ACROBAT 9 PRO Saving and exporting PDFs Select all the text on a page 1 Choose View > Page Display > Single Page. 2 Do one of the following: • Choose Edit > Select All. • Click four times in the text. This method selects all the text on the page regardless of the page layout. Note: If you choose any other page layout, all the text in the document is selected. Copy selected text 1 Use the Select tool to select any amount of text on the page.
144 USING ACROBAT 9 PRO Saving and exporting PDFs If you cannot select an image because of overlapping text, open the Preferences dialog box, and under Categories, select General. Then select Make Select Tool Select Images Before Text. 1 Using the Select tool , do one of the following: • To select the entire image, click it or drag a rectangle around it. • To select a portion of an image, hold the pointer over the image until the cross hair icon appears, and then drag a rectangle around the portion.
145 Chapter 6: Collaboration You can conduct reviews for many types of content by distributing an Adobe® PDF version of the source document for others to review. Reviewers add their comments to the PDF using commenting and markup tools. In shared reviews, reviewers can publish their comments in a shared workspace, and view and reply to the comments of other reviewers. From Adobe® Acrobat® 9 Pro, you can create your own user account on Acrobat.com. Use Acrobat.
146 USING ACROBAT 9 PRO Collaboration Note: Buzzword is not available in all languages. 1 Choose File > Collaborate > Create Buzzword Document. 2 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one. 3 Choose Document > New. Once you create a document, you can invite others to collaborate, either as coauthors, reviewers, or readers. For more information, in Buzzword, choose Help > Buzzword Help.
147 USING ACROBAT 9 PRO Collaboration 3 While participating in a Collaborate Live session, do any of the following as needed: • Type chat messages in the box at the bottom of the pane. Click the color box to choose a different color for your chat text. • To share your pages so that the same page view appears for all participants, click the Start Page Sharing button. During page sharing, the button changes to Stop Page Sharing, and you can stop sharing at any time.
148 USING ACROBAT 9 PRO Collaboration Copy Me When I Send An Email Invitation Using Acrobat.com When selected, sends you a copy of your initiating email for shared documents, Collaborate Live sessions, shared reviews, and form distributions. Preparing for a PDF review About managed PDF reviews In a managed review, you use a wizard to set up your review, specify the document location, and invite participants.
149 USING ACROBAT 9 PRO Collaboration Note: Acrobat 9 is required to initiate shared reviews on Acrobat.com. Acrobat 9 or Reader 9 is required to participate in shared reviews on Acrobat.com. For shared reviews that are not on Acrobat.com, Acrobat 8 or higher, or Reader 8 or higher is required to view other reviewer comments. Reviewers using earlier versions of Acrobat must send their comments in email.
150 USING ACROBAT 9 PRO Collaboration Internal server You can use your own internal server location if your recipients work behind a firewall and all have access to a common server. The server can be a network folder, Microsoft SharePoint workspace (Windows only), or a web server folder. You can include a link to your distributed PDF or send it as an attachment in an email message. For reviews, published comments are uploaded to the server.
151 USING ACROBAT 9 PRO Collaboration • (Mac OS) In Mail, choose Mail > Preferences, select General, and then choose the preferred email application from the Default Email Reader menu. Restart Acrobat for the changes to take effect. If your application isn’t listed, choose Select from the menu and browse to the location. If you select an application that isn’t listed in the Default Email Reader menu, Acrobat may not support it.
152 USING ACROBAT 9 PRO Collaboration Review Deadline Click to specify a different date or no deadline. After the review deadline expires, reviewers cannot publish comments. Note: If the review deadline expires while a reviewer has the document open in Acrobat, then the reviewer can publish comments before closing the document. Allow Page View Sharing And Chat Collaboration In This Document (Acrobat.
153 USING ACROBAT 9 PRO Collaboration 2 If you initiated the review, the Merge Comments dialog box appears. Select one of the following options: Yes Opens the master copy of the PDF and merges all comments into it. After comments are merged, save the master PDF. No, Open This Copy Only Opens the reviewer’s copy of the PDF with comments. If you select this option, you can still merge comments by choosing Comments > Merge Comments Onto Master PDF. Cancel Closes the reviewer’s PDF that contains comments.
154 USING ACROBAT 9 PRO Collaboration 4 Add comments to the PDF using tools in the Comment & Markup toolbar. To delete a comment, select it and press Delete. (You can delete only comments that you made.) 5 Do all of the following that apply: • If you’re notified that new comments from other reviewers are available, click the message. New comments appear in the PDF. • To find out if new comments are available from other reviewers, click the Check For New Comments button .
155 USING ACROBAT 9 PRO Collaboration To view new comments in a shared review, you must have access to Acrobat.com or be able to connect to the network where the comment server is located. If you can’t connect, check the server status in the Tracker to determine the cause of the problem. ❖ Do one of the following: • In Acrobat, choose Comments > Check For New Comments. • In Reader, choose Document > Comments > Check For New Comments. • Click the Check For New Comments button in the document message bar.
156 USING ACROBAT 9 PRO Collaboration • In Reader, choose View > Tracker. 2 In the Tracker, double-click the PDF. 3 Add new comments or edit existing comments. If you need to delete a comment, select it, and press Delete. (You can delete only comments that you made.) Deleted comments are removed from the online PDF the next time comments are synchronized. If you delete comments that you sent in an earlier email message, they aren’t deleted in the initiator’s document.
157 USING ACROBAT 9 PRO Collaboration Latest Updates The Latest Updates panel provides a summary of the latest changes in shared reviews, form files, and servers. If you have no active reviews or forms, this panel provides instructions and links for creating managed reviews, creating forms, and distributing forms. In the Latest Updates panel, you can also turn Tracker notifications on or off inside Acrobat and, for Windows only, in the system tray.
158 USING ACROBAT 9 PRO Collaboration Save the PDF with comments You can save a copy of the review PDF that contains all the comments that reviewers have published or that you’ve imported (merged). If the PDF is in a shared review, you can save an archive copy. The copy is no longer connected to the shared review, and you can edit both content and comments in it. If you want to create a copy of a shared PDF to distribute to others, use the Save As command.
159 USING ACROBAT 9 PRO Collaboration More Help topics “Start a shared review” on page 151 Send a message During a review, you may want to contact other reviewers or send them a reminder of their approaching deadline. 1 In the Tracker, select the PDF, and click Email All Reviewers. 2 In the email message, make changes as needed to the To and Subject boxes or in the body of the email message, and then click Send.
160 USING ACROBAT 9 PRO Collaboration Commenting Commenting and markup tools overview Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You use commenting and markup tools (View > Toolbars > Comment & Markup) to add comments. Comments are notes and drawings that communicate ideas or provide feedback for PDFs.
161 USING ACROBAT 9 PRO Collaboration For more information about using Acrobat commenting tools, see these resources: • Commenting tools: www.layersmagazine.com/acrobat-comments.html • Collaboration and Commenting forum: acrobatusers.com/forums/aucbb/ • Video on using commenting tools: www.adobe.com/go/lrvid4202_a9 • Annotating a PDF File: www.uwec.edu/Help/acrobat8.
162 USING ACROBAT 9 PRO Collaboration Print Notes And Pop-ups Specifies that pop-up notes associated with comments, and icons for note, audio, and file attachments, print exactly as they appear on the page. Instead of selecting this option, you can print comment text in various layouts by choosing File > Print, and clicking Summarize Comments.
163 USING ACROBAT 9 PRO Collaboration B A Properties toolbar A. With note icon selected B. With pop-up text selected Change a comment’s look and set it as the default 1 After you create a comment, choose Properties from the Options menu of the pop-up note. 2 In the Properties dialog box, do any of the following, and then click Close: • Click the Appearance tab to change such options as the color and type of icon used. The type of comment selected determines which options are available.
164 USING ACROBAT 9 PRO Collaboration A B E C D E Use the Sticky Note tool to add a text message in a pop-up note. A. Comment & Markup toolbar B. Sticky Note tool C. Close button D. Options menu E. Text message Add a sticky note comment 1 Do one of the following: • In Acrobat, choose Comments > Add Sticky Note. • In Reader, choose Document > Comments > Add Sticky Note.
165 USING ACROBAT 9 PRO Collaboration You can use text edit comments in a PDF to indicate where text should be edited in the source file. Text edit comments do not change the actual text in the PDF. Instead, they indicate which text should be deleted, inserted, or replaced in the source file from which the PDF was created. You can use the Select tool or the Text Edits tool to add most types of text edits.
166 USING ACROBAT 9 PRO Collaboration 2 Click between the words or characters where you want to insert text. 3 Do any of the following: • Type the text you want to insert. • To indicate that a new paragraph should be added, press Enter, and then close the pop-up note without adding text. The paragraph insertion caret appears. • To indicate that a space should be added, press the spacebar, and then close the pop-up note without adding text. The space insertion caret appears.
167 USING ACROBAT 9 PRO Collaboration You apply a stamp to a PDF in much the same way you apply a rubber stamp to a paper document. You can choose from a list of predefined stamps, or you can 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. The Stamp tool appears in the Comment & Markup toolbar, by default. A B C D Stamp tool categories A.
168 USING ACROBAT 9 PRO Collaboration Move a stamp to the favorites list 1 Using the Select tool or the Hand tool, select a stamp markup on the page. 2 In the Comment & Markup toolbar, click the Stamp tool and choose Favorites > Add Current Stamp To Favorites. Create a custom stamp You can create custom stamps from a number of different formats, including (but not limited to) PDF, JPEG, bitmap, Adobe® Illustrator® (AI), Adobe® Photoshop® (PSD), and Autodesk AutoCAD (DWT, DWG) files.
169 USING ACROBAT 9 PRO Collaboration To specify the line width, color, and other properties before you draw, right-click the drawing tool, choose Properties, and set the desired options in the Properties dialog box. 2 Draw in the PDF: • To create a cloud or polygon shape, click to create the start point, move the pointer, and click to create each segment. To finish drawing the shape, click the start point, or right-click and choose Complete from the menu. Double-click to end a polygon line.
170 USING ACROBAT 9 PRO Collaboration Another way to add a text box is simply to paste copied text into the PDF. Text font and size are based on the system default settings. Note: You can add comments to Japanese, Chinese, and Korean text with the Text Box tool, but you must have the Asianlanguage resource files installed. Text boxes allow for horizontal text only. You can use the Callout tool to create a callout text box.
171 USING ACROBAT 9 PRO Collaboration You can also paste a block of text by selecting and copying the text in any application, selecting the Hand tool in Acrobat, and choosing Edit > Paste. Add a callout 1 Choose Tools > Comment & Markup > Callout tool . 2 Click once to set the location of the end point, and click again to set the location of the text box. 3 Choose View > Toolbars > Properties Bar, and select the color, alignment, and font attributes for the text. 4 Type the text.
172 USING ACROBAT 9 PRO Collaboration 3 Specify options in the Properties dialog box, and then click OK. Add comments in a file attachment Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Use the Attach A File As A Comment tool to embed a file at a selected location in a PDF, so that the reader can open it for viewing.
173 USING ACROBAT 9 PRO Collaboration More Help topics “Copy images” on page 143 Managing comments View comments The Comments list displays all the comments in a PDF, and it provides a toolbar with common options, such as sorting, filtering, deleting, and replying to comments. The Comments button in the navigation pane opens the Comments list. Open the Comments list 1 Do one of the following: • In Acrobat, choose Comments > Show Comments List.
174 USING ACROBAT 9 PRO Collaboration Show or hide 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.
175 USING ACROBAT 9 PRO Collaboration 2 Choose Reply from the Options menu. 3 Type your reply in the box that appears. Reply in the Comments list 1 Click the Comments button in the navigation pane. 2 Select a comment in the Comments list. 3 Click the Reply button . 4 Type your reply in the box that appears. Delete a reply If you delete a comment that’s been replied to, only the comment is deleted. Any replies remain in the PDF, but they are no longer part of a thread.
176 USING ACROBAT 9 PRO Collaboration A B C D Page layout options for comment summaries A. Document and comments with connector lines on single page B. Document and comments with connector lines on separate pages C. Comments only D. Document and comments with sequence numbers By default, Acrobat prints PDFs with any stamps that were applied. For the greatest control over how comments are printed, choose Comments > Print With Comments Summary.
177 USING ACROBAT 9 PRO Collaboration Delete comments You cannot delete other reviewers’ comments in a shared review, nor can you delete locked comments. If you add comments to a PDF and then publish your comments, you can’t delete those comments. To delete all of the comments in a PDF, use the Examine Document feature. The Examine Document feature isn’t available in Reader.
178 USING ACROBAT 9 PRO Collaboration Comments can be imported from a PDF document. You can also import comments from a Forms Data Format (FDF) file or an XFDF file, which is an XML-based FDF file. You cannot open and view FDF files or XFDF files on their own. 1 In the document that you want to receive comments, do one of the following: • In Acrobat, choose Comments > Import Comments. • In Reader, choose Document > Comments > Import Comments. 2 Choose All Files (*.*) from the menu.
179 USING ACROBAT 9 PRO Collaboration To revise a Word document using comments, you must create a tagged PDF from the Word document. Before you transfer text edits from the PDF, remove any extra words or information and then merge them to one PDF (if you have comments from multiple reviewers). If you plan to import comments more than once, you may want to make a copy of the Word document before you import the comments or comments may not be imported correctly.
180 USING ACROBAT 9 PRO Collaboration If the revised PDF no longer contains the original word groupings or logical structure order that the comment references, the migrated comment appears on the same page as the original document (or on the last page if the referenced page doesn’t exist). In this case, text edits are converted to note comments. Migrate comments to a revised PDF 1 Open the original PDF and the revised PDF. 2 In the revised PDF, choose Comments > Migrate Comments.
181 USING ACROBAT 9 PRO Collaboration Approval workflows About approval workflows In Acrobat (Traditional Chinese, Simplified Chinese, Japanese, and Korean only), you can send PDFs as email attachments for others to approve. When participants open an approval request in Acrobat (all languages), they can approve the PDF by adding a digital identity stamp. Then, they can send the PDF to other approvers, or return the PDF to the initiator and other appropriate participants.
182 USING ACROBAT 9 PRO Collaboration • To complete the approval process, click the Final Approval button in the document message bar. In the Complete Final Approval dialog box, specify whether to send an approval notification from the Final Approval Method menu. If you send a notification, type an email address in the To box, add addresses for other recipients as appropriate, and click Send. If you don’t send a notification, click Complete.
183 Chapter 7: Forms You can fill in forms using either Adobe® Acrobat® 9 Pro or the free Adobe Reader®. You can create static or interactive forms in Acrobat or Adobe LiveCycle® Designer ES (included with Acrobat Pro or Acrobat Pro Extended for Microsoft® Windows®). Interactive forms streamline the process of filling in and collecting data.
184 USING ACROBAT 9 PRO Forms Use Designer ES when you want to extend basic form capabilities in Acrobat. For example, a Designer ES form can include Image Object fields so that you can easily add graphics to a form. Consider using Designer ES for these tasks: • Create forms from scratch or from the predesigned layouts in the build-in templates that you edit and customize. • Create dynamic forms. • Add graphics, such as photographs. • Add barcode collections.
185 USING ACROBAT 9 PRO Forms Highlight Color Show Border Hover Color For Fields Displays a black outline around a form field when you place the pointer over it. Fields Highlight Color Opens a color picker for selecting the color of highlighted form fields. The highlight appears when the Highlight Fields button on the document message bar is clicked. Required Fields Highlight Color Opens a color picker for selecting the border color of form fields that must be filled in.
186 USING ACROBAT 9 PRO Forms Document message bar Displays automatically generated information about the PDF form and can display action buttons and other options. The document message bar informs Reader users about their usage rights for the form. It also specifies if a form is certified or has signature fields and allows users to highlight fields. If the form doesn’t have a submit button, a Submit Form button is added to the document message bar to allow the users to submit the form.
187 USING ACROBAT 9 PRO Forms Create forms using Acrobat You can convert an existing electronic document (for example, a Word, Excel, or PDF document) or scan a paper document to a PDF form, and then add interactive form fields to the form. Note: When you convert a document to an Acrobat form, Acrobat detects the form fields in the document. You need to examine the document carefully to verify that Acrobat detected the correct fields.
188 USING ACROBAT 9 PRO Forms Enable Reader users to save form data Ordinarily, Reader users can’t save filled-in copies of forms that they complete. However, you can extend rights to users of Reader 8 and later so they can do so. In Acrobat Pro and Pro Extended, these rights also include the ability to add comments, use the Typewriter tool, and digitally sign the PDF. 1 Open a single PDF, or preview a component PDF in a PDF Portfolio.
189 USING ACROBAT 9 PRO Forms Note: If you’re creating dynamic forms, keep in mind that Reader doesn’t support some custom JavaScripts, so the form may not function properly when viewed in Reader unless additional usage rights are added to the PDF. You can use the Acrobat Software Development Kit (SDK) to customize Acrobat. For more information on this SDK, see the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (English only).
190 USING ACROBAT 9 PRO Forms Copy a form field You can create copies of a form field on a single page of a PDF form. You can also copy a form field and paste it onto other pages. When you create duplicate form fields, replicas of the original field are added to one or more other pages. They are always in the same position on each page as the original. Both copies and duplicates can be dragged to different locations on a page, but not from one page to another.
191 USING ACROBAT 9 PRO Forms • To duplicate the form field on a limited range of pages, click the From button, and type the start and ending pages on which you want the form field to appear. Note: Including or not including the page on which the form field originally appears doesn’t affect the duplication process. Including that page won’t create a second copy on top of the original one, and not including it won’t remove the original form field.
192 USING ACROBAT 9 PRO Forms Move individual form fields You can move form fields by simply dragging them. For greater precision in less time, you can use special features that align them with each other, adjust the spacing between them, and center them on the page. 1 Using the Select Object tool, select one or more form fields that you want to move. 2 Do one of the following: • To move to an approximate location, drag the selected form fields to the new location.
193 USING ACROBAT 9 PRO Forms 2 Press Delete, or choose Edit > Delete. About barcodes Barcode fields translate a user’s form entries into a visual pattern that can be scanned, interpreted, and incorporated into a database. Barcodes are helpful when users submit the form on paper or by fax. The advantages of using barcodes are that they save time, eliminate the need for responses to be manually read and recorded, and bypass data-entry errors that can occur.
194 USING ACROBAT 9 PRO Forms Create, test, and edit barcode fields One of the ways in which you can improve a PDF form barcode is by creating custom scripts. Writing such scripts requires a basic competency with JavaScript and a familiarity with Acrobat-specific JavaScript. For more information, see Developing Acrobat® Applications Using JavaScript™ on www.adobe.com/go/learn_acr_javascript_en (PDF, English only).
195 USING ACROBAT 9 PRO Forms 2 Fill in the form. Use sample data that represents the maximum amount of information for each field or that you expect users to enter. 3 If the barcode field is dimmed, follow either the procedure for resizing the barcode field or for adjusting the content data. (See the following tasks.) 4 Make sure that the barcode field area is large enough to contain all of the incoming data. Choose Forms > Clear Form to remove the sample data. 5 Select File > Save.
196 USING ACROBAT 9 PRO Forms Set form field navigation If a PDF document doesn’t have a specified tab order, the default tabbing order is based on the document structure unless the user has deselected the Tab Order option in the Accessibility preferences. You can change the tabbing order after you create the fields. If you are in form editing mode, you can order the tabs by document structure (default), row, or column.
197 USING ACROBAT 9 PRO Forms 2 A series of messages might appear, depending on the conditions Acrobat detects in your form. Respond to the on- screen instructions as needed, and save the form. 3 If you are planning to use your own server location, specify a network folder or a Windows server running Microsoft SharePoint workspace. For more information, see “Specify a server” on page 151. 4 In the Distribute Form wizard, select an option for distributing the form.
198 USING ACROBAT 9 PRO Forms More Help topics “Setting action buttons” on page 207 Modify form field properties You can access Acrobat form field properties only when you are in editing mode (by choosing Forms > Add Or Edit Fields). You can change the properties for multiple form fields at a time. 1 Open the Properties dialog box using one of the following methods: • To edit a single form field, double-click it or right-click it and choose Properties.
199 USING ACROBAT 9 PRO Forms Fill Color Opens a color picker in which you can select a color swatch for the background behind the field. To leave the field uncolored, select No Color. Note: A Fill Color choice other than No Color will block any images on the PDF page that are behind the form field. Line Style Alters the appearance of the frame. Select Solid, Dashed, Beveled, Inset, or Underline. Font Size Sets the size of user-entered text or of the selection marker for radio buttons and check boxes.
200 USING ACROBAT 9 PRO Forms marks, poor print quality, degradation caused by fax transmission, or folds in the document. This option is available for PDF417 and QR Code barcodes. Manage Barcode Parameters Enables you to save your custom barcode selections in a file. You can then export the file and make it available to other form authors in your organization.
201 USING ACROBAT 9 PRO Forms Radio buttons Create a group of radio buttons if you want the user to select only one choice among a set of choices. All of the radio buttons in a group share the same Name but each button has a different Button Value. Button Style Specifies the shape of the marker that appears inside the button when the user selects it: Check, Circle (the default), Cross, Diamond, Square, or Star. This property does not alter the shape of the radio button itself.
202 USING ACROBAT 9 PRO Forms Actions tab for form field properties Actions properties specify any actions that you want to associate with the form field, such as jumping to a specific page or playing a media clip. The Actions tab appears for all types of form fields and includes the following options: Select Trigger Specifies the user action that initiates an action: Mouse Up, Mouse Down, Mouse Enter, Mouse Exit, On Focus, or On Blur.
203 USING ACROBAT 9 PRO Forms Acrobat automatically performs all assigned field calculations when you are creating and testing your form fields. For convenience while you work, you can turn off automatic calculation in the forms preferences. Signed tab for form field properties The Signed tab is available only in the Digital Signature Properties dialog box. Selections made here determine what happens when the user applies a digital signature to the form. Nothing Happens When Signed This is the default.
204 USING ACROBAT 9 PRO Forms Time List includes display variations where h stands for the hour on a 12-hour clock, H stands for the hour on a 24-hour clock, MM stands for minutes, ss stands for the seconds, and tt stands for AM or PM. Special Zip Code For a five-digit U.S. postal code. Zip Code + 4 For a nine-digit U.S. postal code. Phone Number For a ten-digit telephone number. Social Security Number For a nine-digit U.S. Social Security Number.
205 USING ACROBAT 9 PRO Forms Custom Makes additional options available to form designers who want to write their own JavaScripts for formatting and keystrokes. For example, a custom script could define a new currency format or limit the user entry to specific keystroke characters. Custom Format Script Displays any custom scripts you have added for formats. The Edit button opens a dialog box in which you can write and add new scripts.
206 USING ACROBAT 9 PRO Forms http://www.adobe.com/formscatalog/thisform.pdf A type of barcode, with the URL reference below Manage custom barcode settings You can save, reuse, and share a set of custom settings for barcode parameters, to apply them when you create new barcode form fields. You can make further adjustments to your custom parameter sets after you define them. All of these processes begin by opening the barcode form field properties dialog box.
207 USING ACROBAT 9 PRO Forms Redefine form field property defaults After you change properties for a specific type of form field, you can set those properties as the default set for that type. For example, you can create a check box, change its properties, and then save the properties as the default values. 1 If necessary, choose Forms > Add Or Edit Fields to go to form-editing mode.
208 USING ACROBAT 9 PRO Forms 6 Click the Actions tab. Specify options to determine what happens when the button is clicked, such as jumping to a different page or playing a media clip. 7 Click Close. If you’re creating a set of buttons, you can snap the object to grid lines or guides. Add a submit button When you distribute a form, Acrobat automatically checks the form. If it doesn’t find a submit button, it adds a Submit Form button to the document message bar.
209 USING ACROBAT 9 PRO Forms Making buttons change appearance 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. Kahili Kahili Kahili Kahili A B C D Kahili Kahili E F G Button layouts A. Label only B. Icon only C. Icon top, label bottom D.
210 USING ACROBAT 9 PRO Forms Push Specifies appearances for the Up, Down, and Rollover states of the mouse. Select an option under State, and then specify a label or icon option: Up Determines what the button looks like when the mouse button isn’t clicked. Down Determines what the button looks like when the mouse is clicked on the button, but before it’s released. Rollover Determines what the button looks like when the pointer is held over the button. Outline Highlights the button border.
211 USING ACROBAT 9 PRO Forms A B C Showing and hiding icons A. Pointer not over button area B. Pointer enters button area C. Pointer exits button area 1 Using the Button tool , drag across the area where you want the pop-up button to appear. For example, if the PDF file contains a map of France, drag across the area where you want a detailed map of Paris to pop up. 2 Double-click the button. 3 Click the Options tab, and choose Icon Only from the Layout menu.
212 USING ACROBAT 9 PRO Forms 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 Submit A Form from the Select Action menu, and then click Add. 5 In the Submit Form Selections dialog box, type an entry in Enter A URL For This Link: • To send the form data to a web server, enter the destination URL. • To send the form data to an email address, enter mailto: followed by the email address.
213 USING ACROBAT 9 PRO Forms As needed, you can open other tabs in the Button Properties dialog box and apply other types of properties to the button. More Help topics “Form fields behavior” on page 197 Add an Import Data button 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.
214 USING ACROBAT 9 PRO Forms Using QuickBooks data in forms (Windows) Prepare a QuickBooks template for distribution You can add data from your Intuit QuickBooks company file to a QuickBooks enabled form, known as a QuickBooks template. Recipients can fill out the form using Acrobat 7.05 or later, or Reader 7.05 or later, even if they don’t have QuickBooks. You then collect the data from the submitted forms and import it into your QuickBooks company file.
215 USING ACROBAT 9 PRO Forms You can use JavaScript for advanced form customization. For example, you can add additional data fields, change data types, and customize what data is displayed. For more information, see Creating PDF Forms for Intuit QuickBooks with Acrobat 9 (PDF) at www.adobe.com/go/learn_lc_qbtempl_customize_en. 1 Choose Forms > QuickBooks > Edit QuickBooks Template. 2 Select a QuickBooks form template.
216 USING ACROBAT 9 PRO Forms 4 Repeat the previous step as many times as necessary to add more returned forms. After you click OK, the data from the selected forms is added to the response file. Each returned form appears as a component file of a PDF Portfolio. Add user data to an existing response file 1 In Acrobat, open the response file. 2 In the left navigation panel, click Add. 3 In the Add Returned Forms dialog box, click Add File. Then locate and select the returned forms, and click Open.
217 USING ACROBAT 9 PRO Forms Export form data You can save the information in a completed PDF form as a data file in another file format. Later, you can reuse the data to fill in the form again or another form with the same fields and field names. 1 In Acrobat, open the completed form file. 2 Choose Forms > Manage Form Data > Export Data. 3 In the Export Form Data As dialog box, select the format in which you want to save the form data (FDF, XFDF, XML, or TXT).
218 USING ACROBAT 9 PRO Forms More Help topics “Tracker overview” on page 156 “Distribute (send) forms to recipients” on page 196 Filling in forms Is the form fillable? Not all forms are fillable. Sometimes form creators don’t convert their PDFs to interactive fillable forms. Or, they intentionally design a form that you can fill in only by hand. These non-interactive forms are called flat forms.
219 USING ACROBAT 9 PRO Forms Fill in flat forms The Typewriter tool provides a simple solution for filling out forms without interactive fields, called flat forms. The text you add with the Typewriter tool is a form of commenting, and appears in the Comments list (Comments > Show Comments List). Note: Reader users can use the Typewriter tool only if the creator of the form enabled the use of the Typewriter tool for that form. 1 Choose Tools > Typewriter > Typewriter. 2 Click a blank form field and type.
220 USING ACROBAT 9 PRO Forms Options for moving among form fields Key Result Tab or Shift+Tab Accepts typing and moves to next field Up/Left Arrow Selects previous radio button in a group Down/Right Arrow Selects next radio button Esc Reject and deselect form field.
221 USING ACROBAT 9 PRO Forms • To remove some of the entries, select the entries and click Remove. (Shift-click to select multiple adjacent entries; Ctrl-click to select multiple nonadjacent entries.) Change flat forms to fillable You can change a flat form to fillable by either using the Form wizard or by simply enabling the Typewriter tool. Unlike Acrobat, Reader does not provide the Typewriter tool unless you explicitly enable it in the PDF.
222 USING ACROBAT 9 PRO Forms Clear unsaved form entries ❖ Choose File > Revert. Sample forms Patti Sokol, of Sokol Consulting, created two sample forms to show the differences between a flat form and an interactive form. Click here to see a flat form. Notice that you cannot type in the fields of a flat form. Click here to see an interactive form. You can highlight the fields and type in them. Be sure to read the information in the top text box of each sample form.
223 Chapter 8: Security You can use passwords to restrict users from opening, printing, and editing Adobe PDFs. You can use a certificate to encrypt PDFs so that only an approved list of users can open them. If you want to save security settings for later use, you can create a security policy that stores security settings. Opening secured documents Security alerts Acrobat® and Reader® alert you when a PDF tries to complete a restricted action from an untrusted location or file.
224 USING ACROBAT 9 PRO Security Security alerts are displayed in the following situations. Blacklisted JavaScript Adobe uses a blacklist to specify vulnerable JavaScript APIs that could leave your program open to malicious attacks. Adobe modifies the blacklist via Acrobat and Reader patches whenever new vulnerable JavaScript APIs are discovered, or when vulnerabilities are fixed. Enterprise administrators can prevent additional JavaScript APIs from running in their environment.
225 USING ACROBAT 9 PRO Security Inserting data into PDFs and forms An alert notifies you when an untrusted source attempts to add data into a PDF form by using an FDF file, for example. Although this data-injection feature can streamline workflows in your organization, it can also be used to add malicious data into a PDF. Silent printing Silent printing is printing to a file or printer without any confirmation from you.
226 USING ACROBAT 9 PRO Security • For certified PDFs, trust the signer’s certificate for privileged network operations, such as networking, printing, and file access. (See “Set the trust level of a certificate” on page 238.) • Control cross-domain access using a server-based policy file. (See the Cross Domain Security document at www.adobe.com/go/learn_acr_appsecurity_en.) Specify privileged locations for trusted content Enhanced security provides a way to specify locations for trusted content.
227 USING ACROBAT 9 PRO Security Restore Default List Of Allowed And Disallowed File Attachment Types Removes saved settings you chose for opening attachments. For example, if you chose to always open TMP attachments when prompted, TMP appears in the list of allowed file attachment types. By clicking Restore, you remove TMP from the list. The Restore button is available only if you changed the attachment defaults.
228 USING ACROBAT 9 PRO Security Sign a document When a document is sent to you that requires your signature, you can sign it with an existing digital ID. Or, create a new digital ID for that document. 1 Open the document and do one of the following: • If the document has a signature field, click the field and continue to step 4. • Click the Sign toolbar button , and then click Sign Document. 2 Read the information in the dialog box, and then click OK.
229 USING ACROBAT 9 PRO Security Choosing a security method Choosing which type of security to use By adding security to documents, you can limit viewing, editing, printing, and other options to only the specified users. You can choose if you want the users to have the required password, a digital ID, or access to Adobe LiveCycle® Rights Management ES. Acrobat provides different security methods with which to specify document authenticity, encryption, and permission settings.
230 USING ACROBAT 9 PRO Security Protection required: Action: Require a password to open a Choose Encrypt With Password from the Secure button PDF, or copy or print its contents in the Tasks toolbar. For a PDF Portfolio, choose File > Modify PDF Portfolio > Secure Portfolio. If your company is signed up, you can also use Adobe LiveCycle Rights Management ES to secure documents.
231 USING ACROBAT 9 PRO Security In FIPS mode, you can open and view documents that are protected with algorithms that are not FIPS compliant. However, you can’t save any changes to the document using password security. To apply security policies to the document, use either public key certificates or Adobe LiveCycle Rights Management ES. FIPS mode is configured in the Windows registry by a system administrator.
232 USING ACROBAT 9 PRO Security 6 To allow recipients to copy PDF content to another document, select Enable Copying Of Text, Images, And Other Content. 7 Click OK. At the prompt to confirm each password, retype the appropriate password in the box and click OK. Password security options You can set the following options when you create a PDF or when you apply password protection to a PDF. Options vary depending on the Compatibility setting.
233 USING ACROBAT 9 PRO Security Changes Allowed Defines which editing actions are allowed in the PDF document. • None Prevents users from changing the document that are listed in the Changes Allowed menu, such as filling in form fields and adding comments. • Inserting, Deleting, And Rotating Pages Lets users insert, delete, and rotate pages, and create bookmarks and thumbnails. This option is only available for high (128-bit RC4 or AES) encryption.
234 USING ACROBAT 9 PRO Security Note: If possible, encrypt documents using certificates from third-party digital IDs. If the certificate is lost or stolen, the issuing authority can replace it. If a self-signed digital ID is deleted, all PDFs that were encrypted using the certificate from that ID are forever inaccessible. Encrypt a PDF with a certificate To encrypt a large number of PDFs, use the Batch Processing command to apply a predefined sequence.
235 USING ACROBAT 9 PRO Security • For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. 2 Select Advanced > Security > Show Security Properties. 3 Click Change Settings. 4 Do any of the following, and then click Next. • To encrypt different document components, select that option. • To change the encryption algorithm, choose it from the menu. 5 Do any of the following: • To check a trusted identity, select the recipient, and then click Details.
236 USING ACROBAT 9 PRO Security More Help topics “Encrypt a PDF with a certificate” on page 234 Request a certificate from another user 1 Do one of the following: • In Acrobat, choose Advanced > Manage Trusted Identities. • In Reader, choose Document > Manage Trusted Identities. 2 Click Request Contact. 3 Type your name, email address, and contact information. 4 To allow other users to add your certificate to their list of trusted identities, select Include My Certificates.
237 USING ACROBAT 9 PRO Security 6 In the Import Contact Settings dialog box, specify trust options, and click OK. Import a certificate If you have a certificate that is already in your file system, you can import it into Acrobat for use with PDF files. To import certificates, find out where they are stored (the filename and path). 1 Do one of the following: • In Acrobat, choose Advanced > Manage Trusted Identities. • In Reader, choose Document > Manage Trusted Identities.
238 USING ACROBAT 9 PRO Security 2 Select the contact, and click Details. 3 Click Associate Certificate. 4 Select a certificate, and click OK. Click OK again. Verify information on a certificate The Certificate Viewer dialog box provides user attributes and other information about a certificate. When others import your certificate, they often want to check your fingerprint information against the information they receive with the certificate.
239 USING ACROBAT 9 PRO Security • In Reader, choose Document > Manage Trusted Identities. 2 Select a contact, and click Details. 3 Select the certificate name, and click Edit Trust. 4 In the Trust tab, select any of the following items to trust this certificate for: Use This Certificate As A Trusted Root Trusts signatures created directly by this certificate. The root certificate is the originating authority in a chain of certificate authorities that issued the certificate.
240 USING ACROBAT 9 PRO Security Import directory server settings (Windows only) You import directory server settings from an FDF file. Make sure that you trust the provider of the FDF file before opening it. 1 To open the FDF, double-click it, or do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Select Directory Servers on the left, and then click Import. Select the FDF file, and click Open.
241 USING ACROBAT 9 PRO Security Adobe LiveCycle Rights Management ES Adobe LiveCycle Rights Management ES is a server-based security system that provides dynamic control over PDFs. Adobe LiveCycle Rights Management ES can be configured to run with LDAP, ADS, and other enterprise systems. Policies provided by Adobe LiveCycle Rights Management ES are stored on the server and can be refreshed from the server. Users connect to Adobe LiveCycle Rights Management ES to work with these policies.
242 USING ACROBAT 9 PRO Security • User policies are policies created and applied by individuals. If you apply the same security settings to numerous documents, you can save time by creating a user policy. Then, apply the user policy to documents. User policies for passwords and public key certificates are stored on your local computer. With access to Adobe LiveCycle Rights Management ES, you can create a user policy that’s stored on Adobe LiveCycle Rights Management ES.
243 USING ACROBAT 9 PRO Security More Help topics “Securing documents with certificates” on page 233 “Securing documents with passwords” on page 231 “Securing documents with Adobe LiveCycle Rights Management ES” on page 240 Create a password policy 1 In Acrobat, choose Advanced > Security > Manage Security Policies. 2 Click New. 3 Select Use Passwords, and then click Next.
244 USING ACROBAT 9 PRO Security For example, when you send confidential documents, including non-PDF files, you only want the recipient to view the documents. You can embed these documents as attachments in a security envelope, encrypt the security envelope, and then email the envelope. Anyone can open the envelope, view its cover page, and even view a list of the contents of that envelope. However, only the recipient can view the embedded attachments and extract them to read.
245 USING ACROBAT 9 PRO Security 6 Type a name and description, set the validity period, and any other options. 7 Select the users or groups, set permissions for them, and click OK. 8 Specify the document components you want to encrypt, and whether you want a watermark. 9 When you’re done, click Save at the top of the page. Apply security policies to PDFs You can apply either an organization policy or a user policy to a PDF.
246 USING ACROBAT 9 PRO Security Remove a user security policy from a PDF You can remove a security policy from a PDF if you have appropriate permissions. In general, a document owner can remove a security policy from a PDF. 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF. • For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. 2 Select Advanced > Security > Remove Security.
247 USING ACROBAT 9 PRO Security 2 Choose Advanced > Security > Adobe LiveCycle Rights Management > Revoke Document. 3 From the menu on the web page, choose an option that explains why you’re revoking the document or type a message. If you’re replacing the revoked document, type the URL location of the new document. 4 Click OK to save your changes. Creating or obtaining digital IDs About digital IDs Digital IDs include a private key that you safeguard and a public key (certificate) that you share.
248 USING ACROBAT 9 PRO Security More Help topics “Sharing certificates with others” on page 235 “Smart cards and hardware tokens” on page 249 Register a digital ID Register your digital ID in Acrobat before you can use it. If you have a digital ID file that doesn’t appear in your list of digital IDs, you can search for the missing digital ID file. Then, add it to the list. You can identify digital ID files by their filename extensions. For PKCS #12 files, the extension is .pfx in Windows and .
249 USING ACROBAT 9 PRO Security 6 (Optional) To use Unicode values for extended characters, select Enable Unicode Support, and then specify Unicode values in the appropriate boxes. 7 Choose an option from the Key Algorithm menu. The 2048-bit RSA option offers more security than 1024-bit RSA, but 1024-bit RSA is more universally compatible. 8 From the Use Digital ID For menu, choose whether you want to use the digital ID for signatures, data encryption, or both. Click Finish.
250 USING ACROBAT 9 PRO Security Specify the default digital ID To avoid being prompted to select a digital ID each time your sign or certify a PDF, you can select a default digital ID. 1 Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Click Digital IDs on the left, and then select the digital ID you want to use as the default.
251 USING ACROBAT 9 PRO Security Note: You can delete only self-signed digital IDs that you created in Acrobat. 1 Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Select Digital IDs on the left, and then select the digital ID to remove. 3 Click Remove ID, and then click OK.
252 USING ACROBAT 9 PRO Security Removing sensitive content Preparing PDFs for distribution Before you distribute a PDF, you may want to examine the document for sensitive content or private information that can trace the document to you. Such information may be hidden or not immediately apparent. For example, if you created the PDF, the document metadata likely lists your name as the author. You may also want to remove content that can inadvertently change and modify the document’s appearance.
253 USING ACROBAT 9 PRO Security 2 Make sure that the check boxes are selected only for the items that you want to remove from the document: Metadata 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. To view metadata, choose File > Properties. File Attachments Files of any format can be attached to the PDF as an attachment.
254 USING ACROBAT 9 PRO Security Text marked for redaction (left), and redacted (right) 1 Choose View > Toolbars > Redaction. 2 (Optional) To set the appearance of redaction marks, click Redaction Properties. 3 Select the Mark For Redaction tool . 4 Mark items you want to remove by doing any of the following: • Double-click to select a word or image. • Press Ctrl as you drag to select a line, a block of text, an object, or an area. Use this method to select areas of a page in a scanned document.
255 USING ACROBAT 9 PRO Security 5 In the search results, click the plus sign (+) next to the document name to see all occurrences of the word or phrase. Then, select the occurrences you want to mark for redaction: • To select all occurrences in the list, click Check All. • To select individual occurrences, click the check box for each one you want to redact. Click the text next to a check box to view the occurrence on the page.
256 USING ACROBAT 9 PRO Security Auto-Size Text To Fit Redaction Region Resizes custom text to fit within the redacted area. When selected, this option overrides the Font Size setting for the overlay text. Font Color Displays custom text in the selected color, which you can change by clicking the color swatch. Repeat Overlay Text Fills the redacted area with as many instances of the custom text as needed, without changing the font size.
257 Chapter 9: Digital signatures You use a digital signature much like a handwritten signature—to approve documents. A digital signature verifies your identity and may include a photo, an image of your handwritten signature, or other personal details that you choose. Document authors can attest to the contents of their documents by adding a certifying signature.
258 USING ACROBAT 9 PRO Digital signatures Create the signature appearance You can set the appearance of your digital signature by selecting options in the Security section of the Preferences dialog box. For example, you can include an image of your handwritten signature, a company logo, or a photograph. You can also create alternate signature appearances that you use for different purposes. For some, you can provide a greater level of detail.
259 USING ACROBAT 9 PRO Digital signatures More Help topics “Enable right-to-left languages” on page 56 Set signing preferences 1 Open the Preferences dialog box, and then select Security on the left. 2 Click Advanced Preferences, and then click the Creation tab. 3 (Optional) If you are planning to use a third party plug-in as your default signing method, make sure it is installed. Choose the default method for signing documents.
260 USING ACROBAT 9 PRO Digital signatures If you have a security settings file, install it and don’t use the following instructions for configuring a server. Make sure that you obtained the security settings file from a source that you trust. Don’t install it without checking with your system administration or IT department. 1 Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Select Time Stamp Servers on the left.
261 USING ACROBAT 9 PRO Digital signatures Note: Some situations require using particular digital IDs for signing. For example, a corporation or government agency can require individuals to use only digital IDs issued by that agency to sign official documents. Find out about the digital signature policies of your organization to determine the proper source of your digital ID. • Obtain a digital ID, or create a self-signed digital ID in Acrobat.
262 USING ACROBAT 9 PRO Digital signatures 2 If the document doesn’t have any existing signature fields, you’re prompted to draw a signature field for your signature. 3 If you haven’t specified a digital ID, you’re prompted to find or create a self-signed one. Using self-signed certificates is not recommended for activities that require a high level of assurance about the identity of the signer. 4 In the Sign Document dialog box, choose a digital ID from the Sign As menu.
263 USING ACROBAT 9 PRO Digital signatures Sign in Preview Document mode For best results, use the Preview Document feature when you sign documents. This feature analyzes the document for content that may alter the appearance of the document. It then suppresses that content, allowing you to view and sign the document in a static and secure state. The Preview Document feature can help you find out if the document contains any dynamic content or external dependencies.
264 USING ACROBAT 9 PRO Digital signatures Certify a PDF When you certify a PDF, you indicate that you approve of its contents. You also 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.
265 USING ACROBAT 9 PRO Digital signatures Customizing signature properties using seed values Seed values offer additional control to document authors by letting them specify which choices a user can make when signing a document. By applying seed values to signature fields in unsigned PDFs, authors can customize options, and automate tasks. They can also specify signature requirements for items such as certificates and timestamp servers.
266 USING ACROBAT 9 PRO Digital signatures More Help topics “Validate a timestamp certificate” on page 268 “Sign in Preview Document mode” on page 263 “View previous versions of a signed document” on page 269 Establish long-term signature validation Long-term signature validation allows you to check the validity of a signature long after the document was signed. To achieve long-term validation, all the required elements for signature validation must be embedded in the signed PDF.
267 USING ACROBAT 9 PRO Digital signatures 2 Choose Add Verification Information. The command is unavailable if the signature is invalid, or signed with a self-signed certificate. Set signature verification preferences 1 Open the Preferences dialog box, and select Security on the left. 2 To automatically validate all signatures in a PDF when you open the document, select Verify Signatures When The Document Is Opened. This option is selected by default.
268 USING ACROBAT 9 PRO Digital signatures Verify signatures in the Signatures panel. Display the Signatures panel ❖ Choose View > Navigation Panels > Signatures, or click the Signature Panel button in the document message bar. You can right-click a signature field in the Signatures panel to do most signature-related tasks, including adding, clearing, and validating signatures. In some cases, however, the signature field becomes locked after you sign it.
269 USING ACROBAT 9 PRO Digital signatures View previous versions of a signed document Each time a document is signed, a signed version of the PDF is saved with the PDF. Each version is saved as appendonly and the original cannot be modified. All signatures and their corresponding versions can be accessed from the Signatures panel.
270 Chapter 10: Accessibility, tags, and reflow Accessibility features assist people with disabilities—such as mobility impairments, blindness, and low vision—in their use of Adobe® Acrobat® 9 Pro and Adobe PDFs. Accessibility features About accessibility features A document or application is accessible if it can be used by people with disabilities—such as mobility impairments, blindness, and low vision.
271 USING ACROBAT 9 PRO Accessibility, tags, and reflow • Tools for creating accessible PDF forms Acrobat Standard provides some functionality for making existing PDFs accessible. Acrobat Pro and Acrobat Pro Extended enable you to perform tasks—such as editing reading order or editing document structure tags—that are necessary to make some PDF documents and forms accessible.
272 USING ACROBAT 9 PRO Accessibility, tags, and reflow Document language Specifying the document language in a PDF enables some screen readers to switch to the appropriate language. Security that doesn’t interfere with assistive software Some authors of PDFs restrict users from printing, copying, extracting, adding comments to, or editing text. The text of an accessible PDF must be available to a screen reader.
273 USING ACROBAT 9 PRO Accessibility, tags, and reflow “Making existing PDFs accessible” on page 287 “Standard PDF tags” on page 302 Checking the accessibility of PDFs About accessibility checkers Of course, the best way to test the accessibility of a document is to attempt to use the document with the tools that your readers will use. However, even if you don’t have a screen reader or braille printer, you can still use any of several methods provided by Acrobat for checking the accessibility of a PDF.
274 USING ACROBAT 9 PRO Accessibility, tags, and reflow More Help topics “Setting accessibility preferences” on page 276 Accessibility Quick Check results “This document has logical structure but it is not a Tagged PDF. Some accessibility information may be missing.” Quick Check has found an underlying document structure in the document, so Acrobat will use the available document structure to control the reading order, rather than analyzing the document itself.
275 USING ACROBAT 9 PRO Accessibility, tags, and reflow The results are displayed in the left panel, which also has helpful links and hints for repairing issues. If you created a report in step 2, the results are available in the selected folder. Because the Full Check feature is unable to distinguish between essential and nonessential content types, some issues it reports don’t affect readability. It’s a good idea to review all issues to determine which ones require correction.
276 USING ACROBAT 9 PRO Accessibility, tags, and reflow Reading PDFs with reflow and accessibility features Setting accessibility preferences Acrobat provides several preferences that help make the reading of PDFs more accessible for visually impaired and motion-impaired users. These preferences control how PDFs appear on the screen and how they are read by a screen reader.
277 USING ACROBAT 9 PRO Accessibility, tags, and reflow Always Show Portfolios In Platform Control When selected, shows PDF Portfolio components in a platform control arrangement, which is more accessible. Accessibility preferences in Documents panel Automatically Save Document Changes To Temporary File When deselected, this preference disables the auto-save action. Each time a PDF is saved, the screen reader or magnifier must reload the document.
278 USING ACROBAT 9 PRO Accessibility, tags, and reflow • Use Reading Order In Raw Print Stream Delivers text in the order in which it was recorded in the print stream. This method is faster than Infer Reading Order From Document. This method analyzes text only; form fields are ignored and tables aren’t recognized as such. Override The Reading Order In Tagged Documents Uses the reading order specified in the Reading preferences instead of that specified by the tag structure of the document.
279 USING ACROBAT 9 PRO Accessibility, tags, and reflow Navigate and control the application with the keyboard You can navigate by using the keyboard instead of the mouse. Several keyboard access features are available in Mac OS; see the documentation for your operating system for details. In Windows, some of the keyboard shortcuts used to navigate in Acrobat differ from the keyboard shortcuts used in other Windows applications.
280 USING ACROBAT 9 PRO Accessibility, tags, and reflow Save as accessible text for a braille printer Note: This document uses the term “braille printer” to refer to any device that is used to convert accessible text to a form that can be used by a person with blindness or low vision. You can save a PDF as accessible text 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.
281 USING ACROBAT 9 PRO Accessibility, tags, and reflow Reflow a tagged PDF ❖ Choose View > Zoom > Reflow. If the Page Display setting is Two-Up before you choose Reflow view, the Page Display setting automatically becomes Single Page when the document is reflowed. If the Page Display setting is Two-Up Continuous before you choose Reflow view, the Page Display setting automatically becomes Continuous when the document is reflowed.
282 USING ACROBAT 9 PRO Accessibility, tags, and reflow 2 Do one of the following: • Choose View > Read Out Loud > Read This Page Only. • Choose View > Read Out Loud > Read To End Of Document. Read PDF form fields out loud 1 In the Reading panel of the Preferences dialog box, select Read Form Fields in the Read Out Loud Options section. 2 In the PDF form, press Tab to select the first form field.
283 USING ACROBAT 9 PRO Accessibility, tags, and reflow These stages are presented in an order that suits most needs. However, you can perform tasks in a different order or iterate between some of the stages. In all cases, first examine the document, determine its intended purpose, and use that analysis to determine the workflow that you apply. For more information about creating accessible PDFs, see these online resources: • Guide to creating accessible PDFs, General Services Administration: www.
284 USING ACROBAT 9 PRO Accessibility, tags, and reflow Tagging during conversion to PDF requires an authoring application that supports tagging in PDF. Tagging during conversion enables the authoring application to draw from the paragraph styles or other structural information of the source document to produce a logical structure tree. The logical structure tree reflects an accurate reading order and appropriate levels of tags.
285 USING ACROBAT 9 PRO Accessibility, tags, and reflow To produce the most accessible PDFs from web pages you create, first establish a logical reading order in their HTML code. For best results, employ the Web Content Accessibility Guidelines that are published by the World Wide Web Consortium (W3C). For more information, see the guidelines on the W3C website. 1 Do one of the following: • In Acrobat, choose File > Create PDF > From Web Page, enter the web page address, and then click Settings.
286 USING ACROBAT 9 PRO Accessibility, tags, and reflow Pages whose tags are out of order in the logical structure tree can cause problems for screen readers. Screen readers read tags in sequence down the tree, and possibly do not reach the tags for an inserted page until the end of the tree. To fix this problem, use Acrobat Pro or Acrobat Pro Extended to rearrange the tag tree. Place large groups of tags in the same reading order as the pages themselves.
287 USING ACROBAT 9 PRO Accessibility, tags, and reflow 1. Design the form for accessibility. Forms tend to have relatively complex layouts compared to documents that have a simple, single-column structure. The success that an application has in analyzing and tagging a form depends largely on the original formatting and layout of a document, and the types of fields that it uses. When you design a form, include headings, instructions, and fields in which users are to enter data.
288 USING ACROBAT 9 PRO Accessibility, tags, and reflow About the Add Tags Report If Acrobat encounters potential problems while running the Add Tags To Document command, the Add Tags Report opens in the navigation pane. The report lists potential problems by page, provides a navigational link to each problem, and offers suggestions for fixing them. You should assess the context of an error before following a particular suggestion for fixing it.
289 USING ACROBAT 9 PRO Accessibility, tags, and reflow Tips for using the TouchUp Reading Order tool • Save the document (or a copy of it) before you use the TouchUp Reading Order tool. You can’t use Undo to reverse changes made with this tool, so reverting to a saved document is the only way to undo such a change. • Choose View > Page Display > Single Page, when using the TouchUp Reading Order tool.
290 USING ACROBAT 9 PRO Accessibility, tags, and reflow Edit Table Summary Available in the menu that appears when you right-click a highlighted table. Allows the user to add or edit a text description about the table properties that is read by a screen reader or other assistive technology. Check and correct reading order You can quickly check the reading order of tagged PDFs by using the TouchUp Reading Order tool.
291 USING ACROBAT 9 PRO Accessibility, tags, and reflow Change the reading order by dragging on the page 1 Select the TouchUp Reading Order tool. 2 In the TouchUp Reading Order dialog box, select Show Page Content Order. 3 In the document pane, place the pointer over the number for the highlighted region you want to move, and drag it to where you want it to be read. The text-insertion pointer shows target locations within the text.
292 USING ACROBAT 9 PRO Accessibility, tags, and reflow 4 Do one of the following: • To add content to the current selection, Shift-click the content you want to add. The pointer changes to include a plus sign (+). • To remove content from the current selection, Ctrl-click the content you want to remove. The pointer changes to include a minus sign (-). 5 Click the button for the tag type that you want for the highlighted region. Split a region into two regions 1 Select the TouchUp Reading Order tool.
293 USING ACROBAT 9 PRO Accessibility, tags, and reflow Edit tags for figures and tables You can use the TouchUp Reading Order tool to add and edit tags and alternate text for figures and tables. Apply a figure tag 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. 1 Using the TouchUp Reading Order tool, select the figure. 2 In the TouchUp Reading Order dialog box, click Figure.
294 USING ACROBAT 9 PRO Accessibility, tags, and reflow For best results when tagging tables, use the application that you created the document with to add tags when you create the PDF. If a PDF isn’t tagged, you can add tags by using the Add Tags To Document command. Most tables are properly recognized using this command; however, the command may not recognize a table that lacks clear borders, headings, columns, and rows.
295 USING ACROBAT 9 PRO Accessibility, tags, and reflow 3 Ctrl-drag around nontext page elements—such as figures and captions—to deselect them, until only text is selected on the page. Click Text in the TouchUp Reading Order dialog box. 4 In the document pane, select a nontext page element, such as a figure and caption, and click the appropriate button in the dialog box to tag it. Repeat until all page content is tagged.
296 USING ACROBAT 9 PRO Accessibility, tags, and reflow 3 In the Create Link dialog box, select the appropriate options, and then follow the on-screen instructions to specify a URL, page view, or file as the link target. By default, the selected text for each link becomes the link text. After you add all the links, you can edit the tag tree to add alternate text to the links, further improving the accessibility of the PDF.
297 USING ACROBAT 9 PRO Accessibility, tags, and reflow The best way to add a watermark that doesn’t interfere with screen readers is to insert an untagged PDF of the watermark into a tagged PDF. More Help topics “Add and edit watermarks” on page 126 Editing document structure with the Content and Tags tabs Correct reflow problems with the Content tab Use the Content tab to correct reflow problems in a PDF that can’t be corrected by using the TouchUp Reading Order tool.
298 USING ACROBAT 9 PRO Accessibility, tags, and reflow Find Searches for unmarked (untagged) artifacts, content, comments, and links. Options allow you to search the page or document, and to add tags to found items. Create Artifact Defines selected objects as artifacts. Artifacts are not read by a screen reader or by the Read Out Loud feature. Page numbers, headers, and footers are often best tagged as artifacts. Remove Artifact Removes the artifact definition from the selected object.
299 USING ACROBAT 9 PRO Accessibility, tags, and reflow Move a tag 1 In the Tags tab, expand the Tags root to view all tags. 2 Select the Tag icon of the element that you want to move. 3 Do one of the following: • Drag the tag to the location you want. As you drag, a line appears at viable locations. • Choose Cut from the Options menu, and select the tag that appears above the location you want to paste the cut tag.
300 USING ACROBAT 9 PRO Accessibility, tags, and reflow Important: This option doesn’t necessarily indicate that the PDF conforms to PDF guidelines and should be used judiciously. Highlight Content When selected, causes highlights to appear around content in the document pane when you select the related tag in the Tags tab. Show Metadata Opens a read-only dialog box that contains reference information about the selected tag. Properties Opens the TouchUp Properties dialog box.
301 USING ACROBAT 9 PRO Accessibility, tags, and reflow Add alternate text for an abbreviated term 1 In the Tags panel, locate the abbreviated term by doing one of the following: • Expand the tag tree as needed to see the elements that contain the abbreviation. • Use the TouchUp Text tool or the Select tool to select the abbreviation in the document, and then choose Find Tag From Selection from the Options menu to locate the text in the tag tree.
302 USING ACROBAT 9 PRO Accessibility, tags, and reflow Check table elements 1 In the Tags tab, expand the tags root to view a table tag. 2 Select the table tag
and verify that it contains one of the following elements: • Table Rows, each of which contains Table Header | or Table Data | cells. • , | , and sections, each of which contains Table Rows. (The Table Rows contain cells, | cells, or both.303 USING ACROBAT 9 PRO Accessibility, tags, and reflow Block-level elements are page elements that consist of text laid out in paragraph-like forms. Block-level elements are part of a document’s logical structure. Such elements are further classified as container elements, heading and paragraph elements, label and list elements, special text elements, and table elements. 304 USING ACROBAT 9 PRO Accessibility, tags, and reflow Table elements Table elements are special elements for structuring tables. Table Table element. A two-dimensional arrangement of data or text cells that contains table row elements as child elements and may have a caption element as its first or last child element. TR Table row element. One row of headings or data in a table; may contain table header cell elements and table data cell elements. TD Table data cell element. 305 Chapter 11: Editing PDFs It’s a fact that Adobe® PDF is unlike other document formats, in which you can freely copy, paste, and move text and images on a page. Instead, consider a PDF as a snapshot of your original file. Use Adobe® Acrobat® 9 Pro to touch up and enhance the file for readability and distribution, and reserve more substantial revisions for your source application. Page thumbnails and bookmarks About page thumbnails Page thumbnails are miniature previews of the pages in a document. 306 USING ACROBAT 9 PRO Editing PDFs More Help topics “PostScript options” on page 420 Create page thumbnails ❖ Click the Pages button on the left. Page thumbnails appear in the navigation pane. This process may require several seconds, particularly in larger documents. The drawing of page thumbnails may pause if you interact with the application during this process. Resize page thumbnails ❖ In the Pages panel, choose Reduce Page Thumbnails or Enlarge Page Thumbnails from the options menu . 307 USING ACROBAT 9 PRO Editing PDFs Initially, a bookmark displays the page that was in view when the bookmark was created, which is the bookmark’s destination. In Acrobat, you can set bookmark destinations as you create each bookmark. However, it is sometimes easier to create a group of bookmarks, and then set the destinations later. In Acrobat, you can use bookmarks to mark a place in the PDF to which you want to return, or to jump to a destination in the PDF, another document, or a web page. 308 USING ACROBAT 9 PRO Editing PDFs 4 Choose New Bookmark from the options menu . 5 Type or edit the name of the new bookmark. Edit a bookmark In Acrobat, you can change a bookmark’s attributes at any time. More Help topics “Action types” on page 316 Rename a bookmark ❖ Select the bookmark in the Bookmarks panel, choose Rename Bookmark in the options menu , and type the new bookmark name. 309 USING ACROBAT 9 PRO Editing PDFs Create 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. Nest one or more bookmarks 1 Select the bookmark or range of bookmarks you want to nest. 2 Drag the icon or icons directly underneath the parent bookmark icon. The Line icon shows the position of the icon or icons. 310 USING ACROBAT 9 PRO Editing PDFs Add 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), you can use them to edit the document, such as rearranging their corresponding pages in the PDF, or deleting pages. 311 USING ACROBAT 9 PRO Editing PDFs Note: If the filename is too long to fit in the text box, the middle of the name is truncated. Open A Web Page Provide the URL of the destination web page. Custom Link Click Next to open the Link Properties dialog box. In this dialog box, you can set any action, such as reading an article, or executing a menu command, to be associated with the link. 312 USING ACROBAT 9 PRO Editing PDFs Note: The link properties in the Create Link dialog box apply to all new links that you create until you change the properties. To reuse the appearance settings for a link, right-click the link whose properties you want to use as the default, and choose Use Current Appearance As New Default. Edit a link action 1 Select the Link tool and double-click the link rectangle. 313 USING ACROBAT 9 PRO Editing PDFs Destinations A destination is the end point of a link and is represented by text in the Destinations panel. Destinations enable you to set navigation paths across a collection of PDFs. 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. 314 USING ACROBAT 9 PRO Editing PDFs Don’t confuse attached comments with file attachments. A file attached as a comment appear in the page with a File Attachment icon or Sound Attachment icon, and in the Comments List with other comments. (See “Add comments in a file attachment” on page 172.) Use the Attachments panel to add, delete, or view attachments. 1 Choose Document > Attach A File. 2 In the Add Files dialog box, select the file you want to attach, and click Open. 315 USING ACROBAT 9 PRO Editing PDFs If you selected a single attachment, you have the option to rename the file. Delete an attachment ❖ In the Attachments panel, select an attachment, and then choose Delete Attachment from the options menu . Search in attachments When searching for specific words or phrases, you can include attached PDFs as well as several other file types in the search. Windows users can search Microsoft Office documents (such as .doc, .xls, and .ppt), AutoCAD drawing file formats (. 316 USING ACROBAT 9 PRO Editing PDFs 3 From the Select Action menu, select the action type to occur, and then click Add. You can add multiple actions; actions execute in the order that they appear in the Actions list box. 4 (Optional) Select an action in the Actions tab, and use the buttons to reorder, edit, or delete the action. 5 Close the window to accept the actions. 317 USING ACROBAT 9 PRO Editing PDFs Read An Article Follows an article thread in the active document or in another PDF document. Reset A Form Clears previously entered data in a form. You can control the fields that are reset with the Select Fields dialog box. Run A JavaScript Runs the specified JavaScript. Set Layer Visibility Determines which layer settings are active. Before you add this action, specify the appropriate layer settings. 318 USING ACROBAT 9 PRO Editing PDFs You can also use JavaScript with PDF forms and batch sequences. The most common uses for JavaScript in forms are formatting data, calculating data, validating data, and assigning an action. Field-level scripts are associated with a specific form field or fields, such as a button. This type of script is executed when an event occurs, such as a Mouse Up action. To learn how to create JavaScript scripts, download the JavaScript manuals from the Adobe website. 319 USING ACROBAT 9 PRO Editing PDFs Articles About 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. 320 USING ACROBAT 9 PRO Editing PDFs View and edit an article Use the Article tool to create, display, and make changes to an article box in the PDF document. View articles on the page ❖ Choose Tools > Advanced Editing > Article Tool. View articles in the PDF 1 Choose View > Navigation Panels > Articles. Note: The Articles panel is a floating panel; it is not docked in the navigation pane by default. Drag the Articles panel to the navigation pane to dock it with the other panels. 321 USING ACROBAT 9 PRO Editing PDFs An example of resizing an article box Edit article properties 1 Using the Article tool, select the article box that you want to edit. 2 Right-click the box, and choose Properties. 3 Change the information in the Articles Properties dialog box, and click OK. Combine two articles 1 In the document pane, select any article box in the article you want to be read first. 322 USING ACROBAT 9 PRO Editing PDFs • When editing a batch sequence, click Output Options. Then in the Output Options dialog box, select PDF Optimizer, and click Settings. Note: PDF Optimizer isn’t available when Reflow is selected in the View menu. Audit the space usage of a PDF Auditing the space usage gives you a report of the total number of bytes used for specific document elements, including fonts, images, bookmarks, forms, named destinations, and comments, as well as the total file size. 323 USING ACROBAT 9 PRO Editing PDFs Images panel The Images panel of the PDF Optimizer lets you set options for color, grayscale, and monochrome image compression, and image downsampling. Change the PDF compatibility in the Images panel of the PDF Optimizer dialog box. Specify the following options, as needed: Downsample Reduces file size by lowering the resolution of images, which involves merging the colors of original pixels into larger pixels. 324 USING ACROBAT 9 PRO Editing PDFs Fonts panel To ensure an exact match to the source document, it’s a good idea to embed all fonts used in the document. If you don’t need an exact match and you prefer a smaller file, you can choose not to embed fonts for roman text and East Asian text (Traditional Chinese, Simplified Chinese, Korean, and Japanese). Text in these languages is replaced with a substitution font when viewed on a system that does not have the original fonts. 325 USING ACROBAT 9 PRO Editing PDFs Discard Embedded Print Settings Removes embedded print settings, such as page scaling and duplex mode, from the document. Discard Embedded Search Index Removes embedded search indexes, which reduces file size. Discard Bookmarks Removes all bookmarks from the document. Discard User Data panel Use the Discard User Data panel to remove any personal information that you don’t want to distribute or share with others. 326 USING ACROBAT 9 PRO Editing PDFs Editing text and objects Choosing a tool A common misconception about PDF documents is that they should behave like any other document that contains images and text, letting you freely move or edit items on a page. A PDF is like a snapshot of your original document. You can perform minor touch-ups, but if your PDF requires substantial revision, it’s easier to make changes to the source document and regenerate the PDF. 327 USING ACROBAT 9 PRO Editing PDFs You can edit text on rotated lines in the same way as on horizontal lines, and you can edit text using vertical fonts in the same way as text using horizontal fonts. The baseline offset or shift for vertical fonts is left and right, instead of up and down for horizontal fonts. Note: Editing and saving a digitally signed PDF invalidates the signature. Edit text using the TouchUp Text tool The TouchUp Text tool works best when editing only a few characters. 328 USING ACROBAT 9 PRO Editing PDFs A B Replace custom fonts (A) with local fonts (B). 4 In the Font Size menu, select a size that closely matches the custom font. 5 Leave the other properties in the Text tab as they are. Edit text attributes 1 Select the TouchUp Text tool. 2 Click in the text you want to edit. 3 Right-click the text, and choose Properties. 4 In the TouchUp Properties dialog box, click the Text tab. 329 USING ACROBAT 9 PRO Editing PDFs 2 Ctrl-click where you want to add text. 3 In the New Font dialog box, select the font and mode you want, and click OK. 4 Type the new text. 5 To change the font size and other attributes, select the text, right-click, and choose Properties. 6 To move the text block, use the TouchUp Object tool. Note: Editing and saving a digitally signed PDF invalidates the signature. 330 USING ACROBAT 9 PRO Editing PDFs Insert special characters You can insert certain special characters (line breaks, soft hyphens, nonbreaking spaces, and em dashes) in a tagged PDF to improve the way it reflows. You can also insert these special characters in any PDF 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. 1 Select the TouchUp Text Tool. 331 USING ACROBAT 9 PRO Editing PDFs 2 Right-click the page and choose Place Image. 3 Choose one of the following file formats: BMP, GIF, JPEG, PCX, PNG, or TIFF. 4 Select an image file, and click Open. A copy of the image file appears in the center of the page, at the same resolution as the original file. Another way to use the TouchUp Object tool is to combine content from two pages into one. See Donna Baker’s tutorial at Combining Page Content in Acrobat 9 Pro. 332 USING ACROBAT 9 PRO Editing PDFs Move an object 1 Click the object with the TouchUp Object tool , the Select Object tool , or the tool used to create the object. 2 Move the image or object: • Drag the object to the desired location. Objects cannot be dragged to a different page (you can cut and paste them to a new page instead). Shift-drag the object to constrain movement up or down, or right or left. • Right-click the image and choose an option to move the image on the page. 333 USING ACROBAT 9 PRO Editing PDFs Start an image editor using the TouchUp Object tool By default, the TouchUp Object tool starts Adobe Photoshop® (if installed) to edit images and objects. To use a different editing application, specify the application in the TouchUp preferences. In the Preferences dialog box under Categories, select TouchUp, click Image Editor (for bitmap images) or Page/Object Editor (for vector images), and select the application on your hard drive. 334 USING ACROBAT 9 PRO Editing PDFs Use the Full Screen button (circled) to view and navigate PDFs as a slide show. Define an initial view When a user opens your PDF document or PDF Portfolio, they see the initial view of the PDF. You can set the initial view to the magnification level, page, and page layout that you want. If your PDF is a presentation, you can set the initial view to Full Screen mode. 335 USING ACROBAT 9 PRO Editing PDFs • Set Open To Page to the page on which you want to start the presentation. 4 Select Open In Full Screen Mode to open the document without the menu bar, toolbar, or window controls displayed. Click OK. (You have to save and reopen the file to see the effects.) Note: Users can exit Full Screen mode by pressing Esc if their preferences are set this way. However, in Full Screen mode, users cannot apply commands and select tools unless they know the keyboard shortcuts. 336 USING ACROBAT 9 PRO Editing PDFs • In the Pages panel, select the page thumbnails you want to apply transitions to, and choose Page Transitions from the options menu . 2 In the Set Transitions dialog box, choose a transition effect from the Transition menu. These transition effects are the same as those set in the Full Screen preferences. 3 Choose the direction in which the transition effect occurs. Available options depend on the transition. 4 Choose the speed of the transition effect. 337 USING ACROBAT 9 PRO Editing PDFs If substitute fonts are used and you aren’t satisfied with their appearance, you may want to install the original fonts on your system or ask the document creator to re-create the document with the original fonts embedded in it. Initial View (Acrobat only) Describes how the PDF appears when it’s opened. This includes the initial window size, the opening page number and magnification level, and whether bookmarks, thumbnails, the toolbar, and the menu bar are displayed. 338 USING ACROBAT 9 PRO Editing PDFs The Extensible Metadata Platform (XMP) provides Adobe applications with a common XML framework that standardizes the creation, processing, and interchange of document metadata across publishing workflows. You can save and import the document metadata XML source code in XMP format, making it easy to share metadata among different documents. You can also save document metadata to a metadata template that you can reuse in Acrobat. 339 USING ACROBAT 9 PRO Editing PDFs Use the Object Data tool to view object grouping and object data. More Help topics “Find text in multiple PDFs” on page 352 View object metadata 1 Choose Tools > Advanced Editing > TouchUp Object tool. 2 Select an object, right-click the selection, and choose Show Metadata. (If Show Metadata is unavailable, the image has no metadata associated with it.) View and edit Visio object metadata 1 Choose Tools > Analysis > Object Data Tool. 340 USING ACROBAT 9 PRO Editing PDFs Layers About PDF layers You can view, navigate, and print layered content in PDFs created from applications such as InDesign, AutoCAD, and Visio. You can control the display of layers using the default and initial state settings. For example, you can hide a layer containing a copyright notice whenever a document is displayed on screen, while ensuring that the layer always prints. 341 USING ACROBAT 9 PRO Editing PDFs Note: In a nested layer group, if the parent layer is hidden, the nested layers are automatically hidden as well. If the parent layer is visible, nested layers can be made visible or hidden. 3 From the options menu , choose one of the following: List Layers For All Pages Shows every layer across every page of the document. List Layers For Visible Pages Shows layers only on the currently visible pages. Reset To Initial Visibility Resets layers to their default state. 342 USING ACROBAT 9 PRO Editing PDFs Export Determines whether the layer appears in the resulting document when the PDF file is exported to an application or file format that supports layers. Any additional properties that the creator of the layered PDF has associated with a specific layer are shown in the box at the bottom of the Layer Properties dialog box. Reorder layers You can reorder individual layers in the Layers pane. 343 USING ACROBAT 9 PRO Editing PDFs 8 Close the dialog boxes. You can test the link by changing the layer settings, selecting the Hand tool, and clicking the link. Import layers You can import layers from a PDF or image file into a target PDF. Supported image file formats are BMP, GIF, JPEG, JPEG 2000, PCX, PNG, and TIFF. 1 Click the Layers button in the navigation pane. 2 Choose Import As Layer from the options menu . 3 In the Import As Layer dialog box, click Browse and locate the file to import. 344 USING ACROBAT 9 PRO Editing PDFs In Acrobat, if the content that you edit or delete is associated with one layer, the content of the layer reflects the change. If the content that you edit or delete is associated with more than one layer, the content in all the layers reflects the change. 345 USING ACROBAT 9 PRO Editing PDFs To prevent this dialog box from appearing in the future: In the Preferences dialog box under Batch Processing, deselect Show The Run Sequence Confirmation Dialog. 4 In the Select Files To Process dialog box, select the files that you want, and then click Select. (In Windows, these files must be in the same folder.) 5 If a message asks for additional input for a specific command in the sequence, select the options you want and click OK. 346 USING ACROBAT 9 PRO Editing PDFs 4 To change the options for a particular command, select the command from the list on the right, and click Edit. (The Edit button is unavailable if you select a command that has no options.) When you’re done, click OK, and then click OK to return to the Edit Batch Sequence dialog box. Note: To review the command options, expand the command display. 347 USING ACROBAT 9 PRO Editing PDFs A B C Toggle Interactive Mode A. Interactive mode is not available. B. Interactive mode is available but not selected. C. Interactive mode is selected. Create a new batch sequence 1 Choose Advanced > Document Processing > 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. 348 USING ACROBAT 9 PRO Editing PDFs Using Geospatial PDFs About geospatial PDFs A geospatial PDF contains information that is required to georeference location data. When geospatial data is imported into a PDF, Acrobat retains the geospatial coordinates. With the coordinates, you can view and interact with the PDF to find and mark location data. Geospatial data can be either vector or raster based or a combination of both. 349 USING ACROBAT 9 PRO Editing PDFs 5 (Optional) To add a comment (such as a place name or address), click the location marker, and then add the information in the comment box. 6 To end the search, right-click inside the map. Then select Hide Location Search, to remove the search boxes. Mark geospatial locations 1 Open a geospatial PDF and choose Tools > Analysis > Geospatial Location Tool . 350 USING ACROBAT 9 PRO Editing PDFs Acrobat copies the data in this format: latitude then longitude, separated by a space. Paste the data into the address bar of a web mapping service that can interpret the location data. Change measurement units within a document To change the type of measurement units, right-click inside the map with the Measuring tool and choose Distance Unit or Area Unit. Then select a measurement type. 351 Chapter 12: Searching and indexing You have lots of control and lots of possibilities for running effective and efficient searches in Adobe® Acrobat® 9 Pro. A search can be broad or narrow, including many different kinds of data and covering multiple Adobe PDFs. If you work with large numbers of related PDFs, you can define them as a catalog, which generates a PDF index for the PDFs. Searching the PDF index—instead of the PDFs themselves—dramatically speeds up searches. 352 USING ACROBAT 9 PRO Searching and indexing Display the Find toolbar ❖ By default, the Find toolbar is already open. If it is closed, you can open it by choosing Edit > Find. Open the Search window ❖ Do one of the following: • Choose Edit > Search. • On the Find toolbar, click the arrow and choose Open Full Acrobat Search. Search appears as a separate window that you can move, resize, minimize, or arrange partially or completely behind the PDF window. 353 USING ACROBAT 9 PRO Searching and indexing • In the Search window, type the search text. 3 In the Search window, select All PDF Documents In. From the pop-up menu directly below this option, choose Browse For Location. 4 Select the location, either on your computer or on a network, and click OK. 5 To specify additional search criteria, click Use Advanced Search Options, and specify the options. 6 Click Search. 354 USING ACROBAT 9 PRO Searching and indexing Sort instances in the search results ❖ Select an option from the Sort By menu near the bottom of the Search window. Results can be sorted by Relevance Ranking, Date Modified, Filename, or Location. Icons shown with search results The icon next to an instance of the search results indicates the search area in which the instance appears. Selecting an icon has the following effect: Document icon Makes the document active in the document window. 355 USING ACROBAT 9 PRO Searching and indexing Use These Additional Criteria (text options) Includes the basic search options plus four additional options: • Proximity Searches for two or more words that are separated by no more than a specified number of words, as set in the Search preferences. Available only for a search of multiple documents or index definition files, and when Match All Of The Words is selected. • Stemming Finds words that contain part (the stem) of the specified search word. 356 USING ACROBAT 9 PRO Searching and indexing ( ) Use parentheses to specify the order of evaluation of terms. For example, type white AND (whale OR ahab) to find all documents that contain either white and whale or white and ahab. (The query processor performs an OR query on whale and ahab and then performs an AND query on those results with white. 357 USING ACROBAT 9 PRO Searching and indexing Maximum Number Of Documents Returned In Results Limits the search results in the Search PDF window to a specific number of documents. The default value is 500, but you can enter any number from 1 to 10,000. Range Of Words For Proximity Searches Limits the search results to those in which the number of words between the search terms isn’t greater than the number you specify. Accepts a range from 1 to 10,000. 358 USING ACROBAT 9 PRO Searching and indexing Preparing PDFs for indexing Begin by creating a folder to contain the PDFs you want to index. All PDFs should be complete in both content and electronic features, such as links, bookmarks, and form fields. If the files to be indexed include scanned documents, make sure that the text is searchable. Break long documents into smaller, chapter-sized files, to improve search performance. 359 USING ACROBAT 9 PRO Searching and indexing If you already have specialized training in Adobe PDF, you can define custom data fields, such as Document Type, Document Number, and Document Identifier, when you create the index. This is recommended only for advanced users and is not covered in Acrobat Complete Help. Create an index for a collection When you build a new index, Acrobat creates a file with the .pdx extension and a new support folder, which contains one or more files with .idx extensions. 360 USING ACROBAT 9 PRO Searching and indexing Indexing Options dialog box Do Not Include Numbers Select this option to exclude all numbers that appear in the document text from the index. Excluding numbers can significantly reduce the size of an index, making searches faster. Add IDs To Adobe PDF v1.0 Files Select this option if your collection includes PDFs created before Acrobat 2.0, which did not automatically add identification numbers. 361 USING ACROBAT 9 PRO Searching and indexing If a catalog has an especially large number of documents, consider including a table that shows the values assigned to each document. The table can be part of your Readme file or a separate document. While you are developing the index, you can use the table to maintain consistency. Revise an index You can update, rebuild, or purge an existing index. 1 Select Advanced > Document Processing > Full Text Index With Catalog, and then click Open Index. 362 USING ACROBAT 9 PRO Searching and indexing Moving 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. 363 Chapter 13: Multimedia and 3D models The possibilities for Adobe PDFs extend to the richness of multimedia communication. PDFs can include video clips, digital audio, interactive content, and 3D models that readers can move, turn, zoom in on, and examine part by part. Multimedia in PDFs Play multimedia PDFs can include many types of multimedia files, including (but not limited to) Flash®, QuickTime, mp3, MPEG, and Windows® Media files. 364 USING ACROBAT 9 PRO Multimedia and 3D models Multimedia Trust preferences Multimedia files within PDFs sometimes need additional resources to play. For example, some files require resources from the Internet, such as a multimedia player. You can set trust settings to determine whether multimedia content is allowed to use external resources. • To set trust settings for playing content created with Acrobat 9, use Trust Manager preferences. 365 USING ACROBAT 9 PRO Multimedia and 3D models Clear Your List Of Trusted Documents Deletes the current list of trusted documents and authors. Use this option to prevent media from playing in documents that were previously trusted documents or created by trusted authors. This option is available only when a PDF that contains multimedia is open. 366 USING ACROBAT 9 PRO Multimedia and 3D models If you double-click the page, Acrobat places the upper-left corner of the video where you clicked. If you drag an area on the page, the media is placed within the area. The play area of the video is the exact size of the video frame (if Acrobat is able to read the video clip dimensions). 4 Add a URL in the Name field, or click Browse to find the media file, and then click Open. 367 USING ACROBAT 9 PRO Multimedia and 3D models 5 To display an image in the play area when the video or sound isn’t playing, select a poster option, and then click OK. After you add the video to the PDF, you can specify additional properties that determine how the clip appears and plays. Note: If an alert message tells you that no media handler is available, install the appropriate player before you add clips to the PDF. For example, install QuickTime if to embed an MOV file in a PDF. 368 USING ACROBAT 9 PRO Multimedia and 3D models Video tab Available when you are adding a video that is not in FLV format. • Preview and Trim Drag the Start and End markers below the slider bar to remove unwanted frames from the clip. This option is only available when a video clip is first added to a PDF. • Set Poster Image From Current Frame The poster image is displayed when the video isn’t playing. 369 USING ACROBAT 9 PRO Multimedia and 3D models Create alternate renditions Multimedia that is developed in Flash can be played on any computer that has Adobe Reader 9. For multimedia in other formats, create alternate renditions or add other renditions to ensure that users can play the video clip on their systems. For example, multimedia that is added by using the Create Legacy Multimedia link in the Insert Video dialog box could have alternate renditions. 370 USING ACROBAT 9 PRO Multimedia and 3D models Note: Media players have different capabilities. Some rendition settings, such as player controls, are not available for some players. In such cases, you can determine whether the player may be used to play the rendition by changing the requirement settings on the Playback Requirements tab. 371 USING ACROBAT 9 PRO Multimedia and 3D models if you set the volume to 50% in the Playback Requirements tab, and you don’t want the rendition to be played unless this volume level can be used, make sure the Required box next to Volume is selected. Set multimedia properties for legacy media You can specify properties for Acrobat 6.0 compatible multimedia files and Acrobat 5.0 compatible multimedia files. 372 USING ACROBAT 9 PRO Multimedia and 3D models Adding 3D models to PDFs Add 3D models to a PDF page You can use the 3D tool to place a 3D file (in U3D 3rd Edition format) on a PDF page. Acrobat Pro can create 3D PDFs but only from U3D ECMA 1 files. After you place a 3D file, you can adjust the area or canvas in which the 3D model appears, edit the presentation properties for the 3D toolbar and content, and create additional views. 373 USING ACROBAT 9 PRO Multimedia and 3D models The options on the 3D tab are the same as the options on the 3D toolbar except for the following: Animation Style For models created with animation, this setting determines how the animation runs in Acrobat. Add Default Views Allows you to use different model views. An orthographic projection (ortho) effectively removes a dimension, preserving the size ratio between objects but giving the 3D model a less realistic appearance. 374 USING ACROBAT 9 PRO Multimedia and 3D models Interacting with 3D models Displaying 3D models In Acrobat, you can view and interact with high-quality 3D content created in professional 3D CAD or 3D modeling programs and embedded in PDFs. For example, you can hide and show parts of a 3D model, remove a cover to look inside, and turn parts around as if holding them in your hands. A 3D model initially appears as a two-dimensional preview image. 375 USING ACROBAT 9 PRO Multimedia and 3D models 3D navigation tools Turns 3D objects around relative to the screen. How the objects move depends on the starting view, where you start dragging, and the direction in which you drag. Rotate Note: You can also use the Hand tool to rotate an object. Ensure that Enable 3D Selection For The Hand Tool is selected in the 3D panel of the Preferences dialog box. Spin Pan Turns a 3D model in parallel to two fixed axes in the 3D model, the x axis and the z axis. 376 USING ACROBAT 9 PRO Multimedia and 3D models Background Color Opens the color picker, which you can use to select a different color for the space surrounding the 3D object. Toggle Cross Section Shows and hides cross sections of the object. Click the pop-up menu to open the Cross Section Properties dialog box. For more information, see “Create cross sections” on page 380. Add Multimedia/3D Comment Enables you to add a sticky note to any part of the 3D model. The note stays with the view. 377 USING ACROBAT 9 PRO Multimedia and 3D models A B C D Changing the appearance of the 3D model A. Default appearance B. Wireframe rendering mode C. Colored lighting D. Different background color ❖ Use items on the 3D toolbar to make any of these changes: • To change the rendering mode, choose an option from the Model Render Mode pop-up menu . • To view an orthographic projection, click the Use Orthographic Projection button . 378 USING ACROBAT 9 PRO Multimedia and 3D models You can also add to and edit views in the View pane. For example, after you isolate and rotate a part, you can save that particular view, including the camera angle, background, lighting, and other attributes. This feature is not available for Adobe Reader. Object Data pane The lower pane displays other information, including properties and metadata, if any, about the object or part. You cannot edit this information for 3D objects in Acrobat. 379 USING ACROBAT 9 PRO Multimedia and 3D models A B C D Manipulating parts A. Selected part B. Hidden part C. Isolated part D. Transparent part 1 In the 3D model, use the Hand tool to click the part you want to manipulate. If a preference setting prevents you from using the Hand tool, select the part in the Model Tree list. 380 USING ACROBAT 9 PRO Multimedia and 3D models Transparent Displays a see-through version of the selected part. Export As XML Creates a separate XML file of either Whole Tree or Current Node of the 3D model. Export As CSV Creates a separate file in CSV format that contains all of the model data. You can export the data from the whole Model Tree or a selected node. The file can be opened in any program that supports CSV formatting, such as Microsoft Excel. 381 USING ACROBAT 9 PRO Multimedia and 3D models Align To 3 Points Cuts the cross-section on a plane defined by any three points that you click the 3D model. (The dialog box is dimmed until you click three points of a model.) Show Intersections Indicates where the cutting plane slices the 3D model by adding a colored outline. Click the color swatch if you want to select a different color. Show Cutting Plane Displays the two-dimensional field that cuts the 3D model. 382 USING ACROBAT 9 PRO Multimedia and 3D models 3D measurement display 1 Click a 3D model in a PDF to enable it. 2 Click the 3D Measurement Tool icon on the 3D toolbar. (If the 3D toolbar view is set for consolidated tools, select the 3D Measurement tool from the pop-up menu next to the Navigation tool.) 3 Select the options you want in the Snap Enables and Measurement Types areas of the 3D Measurement Tool palette. 4 Right-click the model background, and change the options as needed. 383 USING ACROBAT 9 PRO Multimedia and 3D models 3D Radial Dimension 3D Angle Measurement Measures the radius at the location clicked. Measures the angle between two edges. Units and markup options To use the Units and Markup measurement tools, select the 3D Measurement Tool, and then right-click inside the model. Define Model Units Select to change the measurement units. Enable Coordinate Display Displays or hides the coordinates of the mouse pointer location in the Measurement Info Window. 384 USING ACROBAT 9 PRO Multimedia and 3D models 3D Snap Settings Turns on snap and specifies whether points, arcs, edges, silhouette edges, or faces are snapped to. Sensitivity indicates how close the pointer must be to the item being snapped to. For Snap Hint Color, specify the color of the snap line that appears when you hold the pointer over the 3D object. Change camera properties Camera properties define the precise angle and positioning for a view of an object. 385 USING ACROBAT 9 PRO Multimedia and 3D models Set 3D views The default view of a 3D model lets you quickly revert to a starting point at any time as you interact with the model. A default view is different from a preview, which determines what the 3D model looks like when it’s not activated. The list of all available views for the 3D model appears in the Views menu on the 3D toolbar and in the View pane of the Model Tree. 386 USING ACROBAT 9 PRO Multimedia and 3D models 3 From the Select Action menu, choose Go To A 3D/Multimedia View, and then click Add. 4 In the Select A 3D View dialog box, select the 3D annotation for the 3D model from the list on the left, and then select a view option on the right: Current View Matches the 3D rotation, pan, and zoom characteristics that are active in your document at the time you create the link or bookmark, whether or not this view is listed on the Model Tree as a defined view. 387 USING ACROBAT 9 PRO Multimedia and 3D models Open Model Tree On 3D Activation Determines whether the Model Tree is displayed when the 3D model is activated. Choose Use Annotation’s Setting to use whichever setting the author used when adding the 3D model to the PDF. Default Toolbar State Determines whether the 3D toolbar is shown or hidden when a 3D model is activated. Choose Use Annotation’s Setting to use whichever setting the author used when adding the 3D model to the PDF. 388 USING ACROBAT 9 PRO Multimedia and 3D models If you don’t want a comment to be associated with a 3D view, add the comment outside the 3D object area. More Help topics “Enable commenting for Reader users” on page 150 “Commenting” on page 160 Add a 3D Comment to an object Comments created by using the 3D Comment Tool are like measurements in that they are associated with a specific part of the 3D geometry. 389 USING ACROBAT 9 PRO Multimedia and 3D models Display comments for a 3D object 1 Do one of the following: • In the Model Tree, select a view that contains comments. • Click the Comments button or choose View > Navigation Panels > Comments. • In the View pane of the Model Tree, click Options and choose List Comments. 2 Double-click a comment to open its comment window. 3 Repeat steps 1 and 2 to see other comments associated with other views. 390 Chapter 14: Color management Understanding color management Why colors sometimes don’t match No device in a publishing system is capable of reproducing the full range of colors viewable to the human eye. Each device operates within a specific color space that can produce a certain range, or gamut, of colors. A color model determines the relationship between values, and the color space defines the absolute meaning of those values as colors. 391 USING ACROBAT 9 PRO Color management Because no single color-translation method is ideal for all types of graphics, a color management system provides a choice of rendering intents, or translation methods, so that you can apply a method appropriate to a particular graphics element. For example, a color translation method that preserves correct relationships among colors in a wildlife photograph may alter the colors in a logo containing flat tints of color. 392 USING ACROBAT 9 PRO Color management • Remove colorful background patterns on your monitor desktop. Busy or bright patterns surrounding a document interfere with accurate color perception. Set your desktop to display neutral grays only. • View document proofs in the real-world conditions under which your audience will see the final piece. 393 USING ACROBAT 9 PRO Color management Basic steps for producing consistent color 1. Consult with your production partners (if you have any) to ensure that all aspects of your color management workflow integrate seamlessly with theirs. Discuss how the color workflow will be integrated with your workgroups and service providers, how software and hardware will be configured for integration into the color management system, and at what level color management will be implemented. 394 USING ACROBAT 9 PRO Color management If color settings are not synchronized, a warning message appears at the top of the Color Settings dialog box in each application. Adobe recommends that you synchronize color settings before you work with new or existing documents. 1 Open Bridge. To open Bridge from a Creative Suite application, choose File > Browse. To open Bridge directly, either choose Adobe Bridge from the Start menu (Windows) or double-click the Adobe Bridge icon (Mac OS). 395 USING ACROBAT 9 PRO Color management 3 Choose an option for Printing/Exporting: Output All Blacks Accurately When printing to a non-PostScript desktop printer or exporting to an RGB file format, outputs pure CMYK black using the color numbers in the document. This setting allows you to see the difference between pure black and rich black. 396 USING ACROBAT 9 PRO Color management Using a safe CMYK workflow A safe CMYK workflow ensures that CMYK color numbers are preserved all the way to the final output device, as opposed to being converted by your color management system. This workflow is beneficial if you want to incrementally adopt color management practices. For example, you can use CMYK profiles to soft-proof and hardproof documents without the possibility of unintended color conversions occurring during final output. 397 USING ACROBAT 9 PRO Color management More Help topics “Convert document colors to another profile” on page 406 “Convert document colors to another profile (Photoshop)” on page 406 Color-managing documents for online viewing Color-managing documents for online viewing Color management for online viewing is very different from color management for printed media. With printed media, you have far more control over the appearance of the final document. 398 USING ACROBAT 9 PRO Color management Color-managing HTML documents for online viewing Many web browsers do not support color management. Of the browsers that do support color management, not all instances can be considered color-managed because they may be running on systems where the monitors are not calibrated. In addition, few web pages contain images with embedded profiles. 399 USING ACROBAT 9 PRO Color management Soft-proof presets Working CMYK Creates a soft proof of colors using the current CMYK working space as defined in the Color Settings dialog box. Document CMYK (InDesign) Creates a soft proof of colors using the document’s CMYK profile. Working Cyan Plate, Working Magenta Plate, Working Yellow Plate, Working Black Plate, or Working CMY Plates (Photoshop) Creates a soft proof of specific CMYK ink colors using the current CMYK working space. 400 USING ACROBAT 9 PRO Color management 3 Choose a soft-proof option: Simulate Black Ink Simulates the dark gray you really get instead of a solid black on many printers, according to the proof profile. Not all profiles support this option. Simulate Paper Color Simulates the dingy white of real paper, according to the proof profile. Not all profiles support this option. 401 USING ACROBAT 9 PRO Color management Obtaining custom profiles for desktop printers If the output profiles that come with your printer don’t produce satisfactory results, you obtain custom profiles in the following ways: • Purchase a profile for your type of printer and paper. This is usually the easiest and least expensive method. • Purchase a profile for your specific printer and paper. 402 USING ACROBAT 9 PRO Color management Working with color profiles About color profiles Precise, consistent color management requires accurate ICC-compliant profiles of all of your color devices. For example, without an accurate scanner profile, a perfectly scanned image may appear incorrect in another program, simply due to any difference between the scanner and the program displaying the image. 403 USING ACROBAT 9 PRO Color management A B C D Managing color with profiles A. Profiles describe the color spaces of the input device and the document. B. Using the profiles’ descriptions, the color management system identifies the document’s actual colors. C. The monitor’s profile tells the color management system how to translate the document’s numeric values to the monitor’s color space. D. 404 USING ACROBAT 9 PRO Color management Calibrate and profile your monitor When you calibrate your monitor, you are adjusting it so it conforms to a known specification. Once your monitor is calibrated, the profiling utility lets you save a color profile. The profile describes the color behavior of the monitor— what colors can or cannot be displayed on the monitor and how the numeric color values in an image must be converted so that colors are displayed accurately. 405 USING ACROBAT 9 PRO Color management 2 Select the option for embedding ICC profiles. The exact name and location of this option varies between applications. Search Adobe Help for additional instructions. Embed a color profile (Acrobat) You can embed a color profile in an object or an entire PDF. Acrobat attaches the appropriate profile, as specified in the Convert Colors dialog box, to the selected color space in the PDF. For more information, see the color conversion topics in Acrobat Help. 406 USING ACROBAT 9 PRO Color management Assign Current Working Space [working space] Assigns the working space profile to the document. Assign Profile Lets you select a different profile. The application assigns the new profile to the document without converting colors to the profile space. This may dramatically change the appearance of the colors as displayed on your monitor. 3 Choose a rendering intent for each type of graphic in your document. 407 USING ACROBAT 9 PRO Color management Color settings Customize color settings For most color-managed workflows, it is best to use a preset color setting that has been tested by Adobe Systems. Changing specific options is recommended only if you are knowledgeable about color management and very confident about the changes you make. After you customize options, you can save them as a preset. Saving color settings ensures that you can reuse them and share them with other users or applications. 408 USING ACROBAT 9 PRO Color management sRGB is recommended when you prepare images for the web, because it defines the color space of the standard monitor used to view images on the web. sRGB is also a good choice when you work with images from consumer-level digital cameras, because most of these cameras use sRGB as their default color space. 409 USING ACROBAT 9 PRO Color management • Adjust the document or imported color data. For example, when opening a document with a missing color profile, you can choose to assign the current working space profile or a different profile. When opening a document with a mismatched color profile, you can choose to discard the profile or convert the colors to the current working space. 410 USING ACROBAT 9 PRO Color management Color conversion options Color conversion options let you control how the application handles the colors in a document as it moves from one color space to another. Changing these options is recommended only if you are knowledgeable about color management and very confident about the changes you make. To display conversion options, choose Edit > Color Settings, and select Advanced Mode (Illustrator and InDesign) or More Options (Photoshop). 411 USING ACROBAT 9 PRO Color management Absolute Colorimetric Leaves colors that fall inside the destination gamut unchanged. Out-of-gamut colors are clipped. No scaling of colors to destination white point is performed. This intent aims to maintain color accuracy at the expense of preserving relationships between colors and is suitable for proofing to simulate the output of a particular device. This intent is particularly useful for previewing how paper color affects printed colors. 412 Chapter 15: Printing Whether you send a quick draft to an inkjet or laser printer, provide a multicolored document to an outside service provider, or print a complex technical document with custom page sizes, you can set options in the Print dialog box to ensure that the finished document appears as intended. For more information on printing, see these resources: • Forums on printing and prepress: acrobatusers.com/forums/aucbb/ • Adobe Print Resource Center: www.adobe. 413 USING ACROBAT 9 PRO Printing Current View/Selected Graphic Prints the page area (including text, comments, and so on) that is visible in the current view. The option name changes depending on whether you have no pages selected (Current View), a page or pages selected (Selected Pages), or an area on a page selected using the Snapshot tool (Selected Graphic). Current Page Prints the page that is visible in the current view. Pages Specifies the range of pages to print in the open PDF. 414 USING ACROBAT 9 PRO Printing Page Order Defines how the pages are ordered on paper during N-up printing. Horizontal places pages from left to right, top to bottom. Horizontal Reversed places pages from right to left, top to bottom. Vertical places pages top to bottom, left to right. Vertical Reversed places pages top to bottom, right to left. Both reversed options are suitable for Asian-language documents. Print Page Border Draws the crop box (the page boundary of PDF pages) during N-up printing. 415 USING ACROBAT 9 PRO Printing Note: To work with layers in Acrobat, convert the source document to PDF using a preset that preserves layers, such as Acrobat 6 (PDF 1.5) or later. View how layers print 1 Click the Layers icon in the navigation panel. 2 Choose Apply Print Overrides from the Options menu. Note: Depending on the visibility settings specified when the PDF was created, Apply Print Overrides may be unavailable in the Options menu. 416 USING ACROBAT 9 PRO Printing Print Page Range Prepopulates the Pages box in the Print Range section of the Print dialog box with the page ranges you enter here. This setting is useful in a workflow where documents include both instruction pages and legal pages. For example, if pages 1–2 represent instructions for filling out a form, and pages 3–5 represent the form, you can set up your print job to print multiple copies of only the form. 417 USING ACROBAT 9 PRO Printing 4 Choose additional page handling options. The Preview image changes as you specify options. Booklet Subset Determines which sides of the paper print. Choose Both Sides to automatically print both sides of the paper (your printer must support automatic duplex printing). Choose Front Side Only to print all pages that appear on the front side of the paper. After these pages print, flip them, choose File > Print again, and choose Back Side Only. 418 USING ACROBAT 9 PRO Printing To rename a file or change the order of files within a PDF portfolio, use the File Details view. See “View and edit components of a PDF Portfolio” on page 114. 1 Open the PDF Portfolio. To print only certain PDFs, select those PDFs. 2 Choose File > Print, and then choose one of the following: All PDF Files Prints all the PDFs in the PDF Portfolio. Selected PDF Files Prints the selected PDFs. 419 USING ACROBAT 9 PRO Printing You can also increase the scale of a standard-sized document and print it on multiple pages. 1 Choose File > Print. 2 From the Page Scaling menu, choose Tile All Pages if all pages of the document are oversized. If some of the pages are standard-sized, choose Tile Large Pages. 3 (Optional) Set any of these options, referring to the Preview image to check the output results: Tile Scale Adjusts the scaling. 420 USING ACROBAT 9 PRO Printing 2 If a custom printer settings file exists with the settings you want, choose it from the Settings menu. Otherwise, choose Acrobat Default. To learn more about an option, select it. A description of it appears at the bottom of the dialog box. 3 If normal printing doesn’t produce the desired results, select Print As Image and choose a resolution from the drop- down list. 421 USING ACROBAT 9 PRO Printing Emit CIDFontType2 As CIDFontType2 (PS Version 2015 And Greater) Preserves hinting information in the original font when printing. If unselected, CIDFontType2 fonts are converted to CIDFontType0 fonts, which are compatible with a wider range of printers. This option is available for PostScript 3 and PostScript Level 2 (PostScript version 2015 and later) output devices. 422 USING ACROBAT 9 PRO Printing Note: Some fonts cannot be downloaded to a printer, either because the font is a bitmap or because font embedding is restricted in that document. In these cases, a substitute font is used for printing, and the printed output may not match the screen display. Output options Use the Output panel of the Advanced Print Setup dialog box to set output options. Color Presents composite and separations options. 423 USING ACROBAT 9 PRO Printing A B C D Line screens A. 65 lpi: Coarse screen for printing newsletters and grocery coupons B. 85 lpi: Average screen for printing newspapers C. 133 lpi: High-quality screen for printing four-color magazines D. 177 lpi: Very fine screen for printing annual reports and images in art books The PPD files for high-resolution imagesetters offer a wide range of possible screen frequencies, paired with various imagesetter resolutions. 424 USING ACROBAT 9 PRO Printing A B C Emulsion options A. Positive image B. Negative C. Negative with emulsion side down Important: The emulsion and image exposure settings in the Print dialog box override any conflicting settings in the printer driver. Always specify print settings using the Print dialog box. Specify the emulsion and image exposure 1 Select Output on the left side of the Advanced Print Setup dialog box. 2 For Color, choose Separations. 425 USING ACROBAT 9 PRO Printing D A B C E Printer marks A. Trim marks B. Registration marks C. Page information D. Color bars E. Bleed marks 1 Select Marks And Bleeds on the left side of the Advanced Print Setup dialog box. 2 Choose the printer marks you want. The marks appear in the preview on the left side of the Advanced Print Setup dialog box. More Help topics “Embed printer marks in a PDF” on page 448 Marks And Bleeds options All Marks Creates all printer marks at once. 426 USING ACROBAT 9 PRO Printing • Printer Color Management Sends the document’s color data along with the document profile directly to the printer and lets the printer convert the document to the printer color space. The exact results of the color conversion can vary among printers. • Same as Source (No Color Management) Discards all color management information and sends device color to the printer. Color Profile Determines the profile used for handling colors during printing. 427 USING ACROBAT 9 PRO Printing About composite printing When you print a color PDF, all of the colors used in the file print on one plate. This process is called composite printing. The options available in the Output panel of the Advanced Print Setup dialog box depend on the selected printer. Artwork that will be commercially reproduced and that contains more than a single color must be printed on separate master plates, one for each color. This process is called color separation. 428 USING ACROBAT 9 PRO Printing If you are using a print service provider to produce separations, you’ll want to work closely with its experts before beginning each job and during the process. To reproduce color and continuous-tone images, printers usually separate artwork into four plates—one plate for each of the cyan (C), yellow (Y), magenta (M), and black (K) portions of the image. 429 USING ACROBAT 9 PRO Printing • Preview separations and transparency flattening results. See “Preview color separations” on page 441 and “Preview which areas of artwork will be flattened” on page 452. • Run preflight inspections using desired criteria. See “Preflight profiles” on page 467. Note: If you use a print service provider to produce separations, you’ll want to work closely with its experts before beginning each job and throughout the process. 430 USING ACROBAT 9 PRO Printing More Help topics “Adobe In-RIP trapping” on page 433 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. 431 Chapter 16: Print production tools Whether you’re a designer working on a creative piece or a print service provider preparing an Adobe® PDF for final output, you’ll find the print production tools essential to getting your job done. Tools for high-end output Print production tools overview Adobe Acrobat adds sophisticated print production tools that enable a complete PDF workflow for high-end color output. The print production tools are in the Advanced menu and on the Print Production toolbar. 432 USING ACROBAT 9 PRO Print production tools JDF Job Definitions Allows you to create custom job definitions that can be edited and used in a production environment. The JDF file also include information necessary for the creation of PDFs appropriate for the production process, including PDF conversion settings and preflight profiles. For articles and videos on print production techniques, see these resources: • Adobe Creative Suite 4 Printing Guide: www.adobe. 433 USING ACROBAT 9 PRO Print production tools Adobe In-RIP trapping Acrobat can automatically trap color documents with the Adobe In-RIP Trapping engine, which is available on Adobe PostScript output devices that support Adobe In-RIP Trapping. Adobe In-RIP Trapping can precisely calculate and apply any necessary adjustments to the edges of type and graphics throughout your document. 434 USING ACROBAT 9 PRO Print production tools More Help topics “Adjusting ink neutral density values” on page 438 “Customize trapping for specialty inks” on page 439 “Adjust the trapping sequence” on page 439 Specify settings using trap presets A trap preset is a collection of trap settings you can apply to pages in a PDF. Use the Trap Presets dialog box for entering trap settings and saving a collection of settings as a trap preset. 435 USING ACROBAT 9 PRO Print production tools Trap assignments list presets you have applied to various pages; trap assignments are updated each time you click Assign. 1 In the Trap Presets dialog box, click Assign. 2 For Trap Preset, choose the preset you want to apply. 3 Select the pages you want to apply the trap preset to. 4 Click Assign. Note: If you click OK without clicking Assign, the dialog box closes without changing the trap assignments. 436 USING ACROBAT 9 PRO Print production tools In InDesign, the value you set for Black Color determines the value for a solid black or a rich black, a process black (K) ink mixed with color inks for increased opacity and richer color. Note: (InDesign) If you choose Application Built-In trapping, and you specify a Default trap width or Black trap width larger than 4 points, the resulting trap width is limited to 4 points. 437 USING ACROBAT 9 PRO Print production tools Black Color Indicates the minimum amount of black ink required before the Black trap width setting is applied. The default value is 100%. For best results, use a value no lower than 70%. Black Density Indicates the neutral density value at or above which InDesign considers an ink to be black. For example, if you want a dark spot ink to use the Black trap width setting, enter the neutral density value here. This value is typically set near the default of 1.6. 438 USING ACROBAT 9 PRO Print production tools 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. 439 USING ACROBAT 9 PRO Print production tools Other spot inks Some spot colors, such as turquoise or neon orange, are significantly darker or lighter than their CMYK equivalents. You can determine whether this is the case by comparing printed swatches of the actual spot inks to printed swatches of their CMYK equivalents. You can adjust the spot ink’s ND value higher or lower as necessary. Customize trapping for specialty inks Using certain inks involves special trapping considerations. 440 USING ACROBAT 9 PRO Print production tools Previewing output Output Preview dialog box overview The Output Preview dialog box simulates how your PDF looks in different conditions. The top part of the dialog box has several controls for previewing your document. The Preview menu allows you to switch between previewing separations and previewing color warnings. 441 USING ACROBAT 9 PRO Print production tools For a video on previewing output, see www.adobe.com/go/lrvid4083_a9. More Help topics “About color profiles” on page 402 “About monitor calibration and characterization” on page 403 “Ink Manager overview” on page 446 “Soft-proofing colors” on page 398 Open the Output Preview dialog box ❖ Do one of the following: • Choose Advanced > Print Production > Output Preview. • Select the Output Preview tool on the Print Production toolbar. 442 USING ACROBAT 9 PRO Print production tools • To hide one or more separations, deselect the box to the left of each separation name. • To view all process or spot plates at once, select the box for Process Plates or Spot Plates. Note: A single process or spot plate appears as a black plate. This makes objects on a light-colored plate, such as yellow, appear more visible. 443 USING ACROBAT 9 PRO Print production tools By default, when you print opaque, overlapping colors, the top color knocks out the area underneath. You can use overprinting to prevent knockout and make the topmost overlapping printing ink appear transparent in relation to the underlying ink. The degree of transparency in printing depends on the ink, paper, and printing method used. 444 USING ACROBAT 9 PRO Print production tools Convert Colors dialog box overview If you output your PDF to a high-end device or incorporate it in a prepress workflow, you can convert color objects to CMYK or another color space. Unlike other Acrobat features that temporarily convert colors during printing or viewing, the Convert Colors feature changes the color values in the document. In the Convert Colors dialog box, you can convert the colors of a single page or an entire document. 445 USING ACROBAT 9 PRO Print production tools • Objects set in spot colors can be preserved, converted, or mapped (aliased) to any other ink present in the document. Objects include Separation, DeviceN, and NChannel color spaces. Spot colors can also be mapped to a CMYK process color, if the process color model of the destination space is CMYK. Spot colors mapped to other inks can be previewed in the Output Preview dialog box. 446 USING ACROBAT 9 PRO Print production tools 9 Select a conversion option if applicable: Preserve Black Preserves the color values of objects drawn in CMYK, RGB, or grayscale during conversion. This option prevents text in RGB black from being converted to rich black when converted to CMYK. Promote Gray To CMYK Black Converts device gray to CMYK. Preserve CMYK Primaries When transforming colors to prepare CMYK documents for a different target print profile, preserves primaries. 447 USING ACROBAT 9 PRO Print production tools Note: InDesign and Acrobat share the same Ink Manager technology. However, only InDesign has the Use Standard Lab Values For Spots option. A B C Ink Manager A. Process ink B. Aliased Spot ink C. Spot ink Open the Ink Manager in Acrobat Do one of the following: • Choose Tools > Print Production > Ink Manager. • Choose File > Print, and click Advanced. In the Output panel of the Advanced Print Setup dialog box, click Ink Manager. 448 USING ACROBAT 9 PRO Print production tools Create an ink alias for a spot color You can map a spot color to a different spot or process color by creating an alias. An alias is useful if a document contains two similar spot colors when only one is required, or if it contains too many spot colors. You can see the effects of ink aliasing in the printed output, and you see the effects onscreen if Overprint Preview mode is on. 1 In the Ink Manager, select the spot color ink you want to create an alias for. 449 USING ACROBAT 9 PRO Print production tools You can switch between boxes without losing the margins you set for each. As you adjust individual boxes, the preview in the Crop Pages dialog box is redrawn to reflect the new settings. For example, if you expand the crop or media box, the page content “shrinks” in the preview. Display the Crop Pages dialog box by choosing Document > Crop Pages. Note: When the crop box is expanded, the media box adjusts accordingly. 450 USING ACROBAT 9 PRO Print production tools Adjust hairline widths using increment arrows. Shift-click arrows to change widths by whole integers. 3 Select the unit of measurement from the Units menu. 4 (Optional) Select Include Type3 Fonts or Include Patterns to replace hairlines in Type 3 characters or patterns with the same replacement width as other hairlines. 451 USING ACROBAT 9 PRO Print production tools Overlapping art is divided when flattened. For more information, search for transparency-related documents on the Adobe website at www.adobe.com. Flattener Preview dialog box overview Use the preview options in the Flattener Preview dialog box to highlight the areas and objects that are transparent, as well as those affected by transparency flattening. Transparent content is highlighted in red, and the rest of the artwork appears in grayscale. 452 USING ACROBAT 9 PRO Print production tools Flattener Preview dialog box displays a preview of current PDF page using preview and flattener settings. Open the Flattener Preview dialog box ❖ Choose Advanced > Print Production > Flattener Preview, or select the Flattener Preview button on the Print Production toolbar. Preview which areas of artwork will be flattened Use the preview options in the Flattener Preview to highlight areas that are affected by flattening. 453 USING ACROBAT 9 PRO Print production tools Note: (Illustrator) If the flattening settings aren’t visible, select Show Options from the palette menu to display them. 4 If the artwork contains overprinted objects that interact with transparent objects, in Illustrator, select an option from the Overprints menu. You can preserve, simulate, or discard overprints. In Acrobat, choose Preserve Overprint to blend the color of transparent artwork with the background color to create an overprint effect. 454 USING ACROBAT 9 PRO Print production tools All Rasterized Regions (InDesign only) Highlights objects and intersections of objects that will be rasterized because there is no other way of representing them in PostScript or because they are more complex than the threshold specified by the Rasters/Vectors slider. For example, the intersection of two transparent gradients will always be rasterized, even if the Rasters/Vectors value is 100. 455 USING ACROBAT 9 PRO Print production tools Note: Some print drivers process raster and vector art differently, sometimes resulting in color stitching. You may be able to minimize stitching problems by disabling some printer-driver-specific color-management settings. These settings vary with each printer, so see the documentation that came with your printer for details. 456 USING ACROBAT 9 PRO Print production tools (Windows Vista™) \Users\[current user]\AppData\Roaming\Adobe\Acrobat\9.0\Preferences (Mac OS) Users/[current user]/Library/Preferences/Acrobat/9.0 Note: Flattener presets created in Acrobat have a different file format from the presets created in other Adobe applications, so you cannot share them between applications. 1 Choose Advanced > Print Production > Flattener Preview, or select the Flattener Preview button on the Print Production toolbar. 457 Chapter 17: Preflight To verify that your Adobe® PDF contains only the features, fonts, and formatting that you’ve specified, use the Preflight tool to inspect and, in certain cases, correct the document’s contents. Analyzing documents About preflight inspections The Preflight tool analyzes the contents of a PDF to determine its validity for print production and a variety of other conditions that you can specify. 458 USING ACROBAT 9 PRO Preflight C A D B E Preflight dialog box A. Views B. Preflight profiles, checks, or fixes C. Display Settings Alert (off by default) D. Groups E. Profile description Run a preflight inspection You can use or modify an existing profile, or create your own. 1 Open the PDF and select Advanced > Preflight. 2 Do one of the following: • To view a list of available profiles, click the Select Profiles button . 459 USING ACROBAT 9 PRO Preflight For videos on preflight inspections, see these resources: • Preflighting for creative professionals: www.adobe.com/go/lrvid4084_a9 • Assigning objects to layers using Preflight: http://tv.adobe. 460 USING ACROBAT 9 PRO Preflight Output Condition A description of the intended printing condition of the job, including type of printing (for example, offset commercial), paper type, and screen frequency. You can modify this description for output conditions you edit or create from scratch. ICC Profile URL For PDF/X-4p The URL that provides output intent information for PDF/X-4p file types. Locked This option is a safeguard against accidental modification of the output intent. 461 USING ACROBAT 9 PRO Preflight Preflight dialog box with problem objects The icons at the top of the Preflight dialog box indicate that at least one issue of a particular severity has been found: , and the blue Info icon for information only (with no errors or the red error icon , the yellow warning icon warnings). The green check mark means that no problems were found. 462 USING ACROBAT 9 PRO Preflight Problem object on the PDF page More Help topics “Preflight preferences” on page 459 “Run a preflight inspection” on page 458 Use Snap View to view a problem object 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. 1 Expand a results category to display the problem objects found during the inspection. 463 USING ACROBAT 9 PRO Preflight View resources and general information The Overview section of the Preflight dialog box lists all types of properties and resources for the document. It lists the color spaces, fonts, patterns, halftone settings, graphic states, and images used in the document. It also lists general information about the analyzed document. This information includes the application used to create it, the date it was created, and the date it was last modified. 464 USING ACROBAT 9 PRO Preflight 3 If an informational dialog box appears, click OK. 4 Save the file and close the Preflight dialog box. 5 To view basic Audit Trail information, choose View > Navigation Panels > Standards. In the Standards pane, do any of the following, as needed: • To verify that the profile used on the document is the same as the profile on your local system, click Check Profile Fingerprint. 465 USING ACROBAT 9 PRO Preflight layers of mismatches or found objects according to the criteria used in the profile itself. Another layer called Other Objects includes objects that have nothing to do with the profile used. XML Report Produces a structured report for workflow systems that can interpret and process the preflight results. For details, contact your print service provider. 466 USING ACROBAT 9 PRO Preflight structures used for storing the metadata using namespaces and properties. This advanced information appears as a text-based tree view of all the XMP data in the PDF, both for the document as well as for those images in the PDF for which XMP metadata is present. Note: You can also view the metadata for the PDF document as a whole in the Document Properties dialog box. Choose File > Properties, click the Description tab, and then click Additional Metadata. 467 USING ACROBAT 9 PRO Preflight BT/ET Arranges content streams by text blocks, which are enclosed by BT and ET operators. Displays content streams as a series of snippets. A snippet is a contiguous group of objects that share the same graphic state. In this view, each snippet represents a type of drawing operation (for example, paint area) and its graphic state. 468 USING ACROBAT 9 PRO Preflight To help you determine what document properties the preflight profile analyzes, you can review information about each selected check in the Preflight Edit Profile dialog box. This information describes what criteria the check uses to analyze, and possibly fix, a document property. More Help topics “About additional checks and properties” on page 473 View profiles 1 Do one of the following: • If the Preflight dialog box is not open, choose Advanced > Preflight. 469 USING ACROBAT 9 PRO Preflight A B C D Preflight Edit Profile dialog box A. Profile B. Predefined set of checks C. More options D. Profiles groups Add and remove profiles You can create your own custom preflight profiles. Before you create 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 relevant portion. 470 USING ACROBAT 9 PRO Preflight Duplicate a profile 1 In the Profiles panel of the Preflight dialog box, click the Select Profiles button . 2 Select an existing profile, and choose Options > Duplicate Preflight Profile. The duplicate profile is added to the same group as the original profile. Create a profile group 1 In the Preflight Edit Profile dialog box, choose New Group from the Group menu. 2 Type a name for the group and click OK. 471 USING ACROBAT 9 PRO Preflight Lock, unlock, and password-protect 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 or password-protect preflight profiles when you first create them or any time you save the preflight profiles. By default, all predefined preflight profiles are locked. 472 USING ACROBAT 9 PRO Preflight 4 Change any of the following settings: • Enter a new name for the profile, and describe it in the Purpose box. • To apply password protection to the profile, select Password Protected from the pop-up menu. When prompted, type and reenter the password, and click OK. Otherwise, choose Unlocked. • Enter your name and email address. • Assign the profile to a group. Select an existing group from the menu, or select New Group, type a name, and click OK. 473 USING ACROBAT 9 PRO Preflight A profile summary is a PDF file. Additional checks About additional checks and properties The Preflight tool includes a collection of additional checks (called rules in previous versions of Acrobat) that you can add to a profile. These checks are available from the Custom Checks section of each profile. You can modify these checks in a variety of ways, depending on the PDF property they describe. 474 USING ACROBAT 9 PRO Preflight Font Describes all aspects of a font in which text is rendered. Note that text size is a text property, not a font property, because a font can be used at many sizes throughout a PDF document. Text size is included in the Text property group. Image Includes image resolution, bit depth, number of pixels, rendering intent, and more. Colors Includes color characteristics, such as color spaces, alternate color spaces, patterns, and spot colors. 475 USING ACROBAT 9 PRO Preflight Document Info Lists all the standard entries that can also be accessed by the Document Info dialog box in Acrobat, and information that has been standardized by the ISO 15930 standard (PDF/X). Document Metadata Includes information embedded within the document, such as its title, author, copyright, and keywords applied to it. This information is also available in the Document Metadata section of the Document Properties dialog box in Acrobat. 476 USING ACROBAT 9 PRO Preflight A B C D E F G H I J K L Custom checks A. Search B. Description C. Alerts D. Create New Check And Include in Current Profile E. Duplicate Check And Assign To Current Profile F. Edit Check G. Remove Check From Profile H. Include In Profile I. New Check J. Duplicate Check K. Edit Check L. Delete Check Add checks to a profile Acrobat includes several predefined preflight profiles, which you can use as is or modify to create custom profiles. 477 USING ACROBAT 9 PRO Preflight • To add a check to the profile, select the check in the right panel, click the left-facing arrow, and adjust the alert type, if needed, from the pop-up menu at the lower left of the dialog box. The alert type, which is Error by default, specifies what kind of alert the Preflight tool displays if it finds a mismatch. You can add as many checks as needed. • To remove a check from the profile, select it in the left panel, and click the right-facing arrow. 478 USING ACROBAT 9 PRO Preflight Duplicate a single check 1 In the Profiles panel of the Preflight dialog box, click the Select Single Checks button . 2 Select an existing check, and choose Options > Duplicate Preflight Check. Set up favorite single checks 1 In the Profiles panel of the Preflight dialog box, click the Select Single Checks button . 2 Expand the groups as desired. 3 Select a single check, click the flag next to the name, and then choose Favorite. 479 USING ACROBAT 9 PRO Preflight 2 Expand the category with the profile you want, and then expand the profile. 3 If necessary, unlock the profile so that you can modify it. Choose Unlock from the pop-up menu at the top. 4 Select Fixups from the items under the profile. Fixups are available from the Fixups section of each profile. 480 USING ACROBAT 9 PRO Preflight 5 Select a fixup from the column on the right and click the left-facing arrow to move the fixup to the column on the left. You can add as many fixups as you want. Note: To remove a fixup from a profile, select the fixup from the list on the left and click the right-facing arrow. Edit Fixup dialog box overview The Edit Fixup dialog box lists the types of predefined fixups you can add to a profile, and the values associated with each fixup. 481 USING ACROBAT 9 PRO Preflight Create a fixup for a profile 1 In the Profiles panel of the Preflight dialog box, click the Select Profiles button . 2 Select a profile and click the Edit button next to the profile name. 3 On the left side of the dialog box, under the profile, select Fixups. 4 If necessary, choose Unlocked from the pop-up menu. 5 Under Fixups In This Profile, click the New icon . 6 Name the fixup and specify the criteria. 482 USING ACROBAT 9 PRO Preflight PDF/X-, PDF/A-, and PDF/E-compliant files About PDF/X, PDF/E, and PDF/A standards PDF/X, PDF/E, and PDF/A standards are defined by the International Organization for Standardization (ISO). PDF/X standards apply to graphic content exchange; PDF/E standards apply to the interactive exchange of engineering documents; PDF/A standards apply to long-term archiving of electronic documents. 483 USING ACROBAT 9 PRO Preflight 5 To apply corrections during the conversion, select the Apply Corrections option. Click the question mark icon to see a list of the fixups that are applied. 6 To save the profile, click Save As Profile. 7 To convert the PDF based on the selected profile and settings, click Save As. If the conversion succeeds, a green check mark appears in the Preflight dialog box. If the conversion fails, a red X appears in the Preflight dialog box. 484 USING ACROBAT 9 PRO Preflight More Help topics “Processing in batches” on page 344 “Create a results report” on page 464 Create and edit a droplet for running a preflight inspection When you inspect files using a droplet, you can separate successful files from problem files, and review results in an optional report. More Help topics “Create a results report” on page 464 Create a droplet 1 Choose Create Preflight Droplet from the Options menu in the Preflight dialog box. 485 USING ACROBAT 9 PRO Preflight Output intents About output intents in PDFs An output intent describes the final destination device you will use to reproduce the color in the PDF, such as the separations printing device. Output intents can override working spaces during viewing and printing, but they do not convert the colors in the PDF. Note: In a PDF/X1-a workflow, the output intent describes the working CMYK space. 486 USING ACROBAT 9 PRO Preflight Export an ICC profile from an output intent 1 On the Output Intents tab of Preflight Preferences, select the output intent and click Export ICC Profile. 2 Specify a name and location, and click Save. The ICC profile appears with the other ICC profiles in the Profiles folder. Delete an output intent 1 On the Output Intents tab of Preflight Preferences, select the output intent and click Delete 2 Confirm the deletion. Last updated 9/30/2011 . 487 Chapter 18: Job Definition Format You can create custom product definitions and save them as Job Definition Format (JDF) files. About JDF files A Job Definition Format file (JDF file) is based on XML, a nonproprietary information carrier that can link and refer files to multiple production devices. Using JDF, content creators and print service providers can describe the intent of a printed piece, as well as each process step required to achieve that intent. 488 USING ACROBAT 9 PRO Job Definition Format View JDF job definitions A JDF job definition in Acrobat contains references to the files to be printed as well as instructions and information for print service providers at the production site. Open the JDF Job Definitions dialog box ❖ Use either of the following methods: • Choose Advanced > Print Production > JDF Job Definitions. • Select the JDF Job Definitions tool on the Print Production toolbar. 489 USING ACROBAT 9 PRO Job Definition Format Note: The default is 1.4. This option is not available if Based On The Job Definition is selected. In this case, the version is the same as that of the selected job definition. 4 Click Browse to specify the name and location, and then click Save. 5 In the Create New Job Definition dialog box, click Create (or Create And Edit to display the specifications for modification). 490 USING ACROBAT 9 PRO Job Definition Format Preflight Profile Uses the criteria in the selected preflight profile to validate the Adobe PDF files in the print job. The preflight profile is determined by the production site specified in the Submit To option. PDF Conversion Settings Converts non-Adobe PDF files using the settings in the selected Adobe PDF settings file. The conversion settings are determined by the production site specified in the Submit To option. 491 USING ACROBAT 9 PRO Job Definition Format Add a contact to a job definition 1 In the JDF Job Definitions dialog box, select a job definition, and click Edit. 2 Click the Customer Info tab. 3 In the Contacts section, click Add. 4 Choose a name from the Contact pop-up menu. 5 Double-click a job function in the right column, or choose job functions in the right column, and click the Add button. You can choose from the default list or add custom job functions. 492 USING ACROBAT 9 PRO Job Definition Format 5 Update the media specifications, as needed: • Click Add to enter new information. • Select an item in the list, and click Edit to update the information. • Select an item in the list, and click Remove. Media options Use Media options to specify paper requirements. Description Unique identifier for the media. Media Type Paper or transparency. User Media Type A description of the type of media. 493 USING ACROBAT 9 PRO Job Definition Format Remove job definitions from the job list ❖ In the JDF Job Definitions dialog box, select the job definition, and click Remove. Converting job definition files to HTML You can convert JDF files to HTML, and then view and print the file using an Internet browser. 1 In the JDF Job Definitions dialog box, select a job definition and click Export. 2 In the Save HTML File As dialog box, specify the name and location of the HTML file, and then click Save. 494 USING ACROBAT 9 PRO Job Definition Format PDF Conversion Settings When the job definition is sent through the submission process, any referenced non-Adobe PDF files are converted to Adobe PDF. The conversion settings come from either the PDF Conversion Settings embedded in the job definition or the Default PDF Conversion Settings pop-up menu in the Submission Site dialog box. Any PDFs referenced by the job definition before submission are not affected by the specified PDF Conversion Settings. 495 USING ACROBAT 9 PRO Job Definition Format 4 If inconsistency errors are listed in the Submit dialog box, select them to see if you can correct them in the job definition. The Update JDF button becomes available if you can. (You can also click Next and Previous to move among the fixable errors.) 5 To update the job definition, select an error and click Update JDF. The job definition is automatically updated, and the error disappears. Some errors cannot be fixed completely. 496 Chapter 19: Keyboard shortcuts This section lists common shortcuts for moving around a document. Keyboard shortcuts Keys for selecting tools To enable single-key shortcuts, open the Preferences dialog box, and under General, select the Use Single-Key Accelerators To Access Tools option. 497 USING ACROBAT 9 PRO Keyboard shortcuts Keys for working with comments To enable single-key shortcuts, select the Use Single-Key Accelerators To Access Tools option in General preferences. 498 USING ACROBAT 9 PRO Keyboard shortcuts Result Windows/UNIX Action Mac OS Action Scroll (when Hand tool is selected) Spacebar Spacebar Zoom in Ctrl+equal sign Command+equal sign Zoom out Ctrl+hyphen Command+hyphen Keys for general navigating Result Windows/UNIX Action Mac OS Action Move focus to menus (Windows, UNIX); expand first menu item (UNIX) F10 Control+F2 Move focus to toolbar in browser and application Shift+F8 Shift+F8 Move to next open document (when focus is on document 499 USING ACROBAT 9 PRO Keyboard shortcuts Keys for working with navigation panels Result Windows/UNIX Action Mac OS Action Open and move focus to navigation pane Ctrl+Shift+F5 Command+Shift+F5 Move focus among the document, message bar, and navigation panels F6 F6 Move focus to previous pane or panel Shift+F6 Shift+F6 Move among the elements of the active navigation panel Tab Tab Move to previous or next navigation Up Arrow or Down Arrow panel and make it active (when focus is on the panel 500 USING ACROBAT 9 PRO Keyboard shortcuts Keys for accessibility Result Windows Action Mac OS Action Quick Check tool Shift+Ctrl+6 Shift+Command+6 Change reading settings for the current document Shift+Ctrl+5 Shift+Command+5 Reflow a tagged PDF, and return to unreflowed view Ctrl+4 Command+4 Activate and deactivate Read Out Loud Shift+Ctrl+Y Shift+Command+Y Read only the current page out loud Shift+Ctrl+V Shift+Command+V Read out loud from the current page to the end of the document Sh 501 Last updated 9/30/2011 Index Numerics 3D content removing document structure tags 294 Adobe Acrobat searchable text 271 comparing versions 106 3D preferences 386 security 272, 296 compatibility with earlier versions 137 bookmarking views 385 tags 272 commenting 387 Tags tab 298 cross sections 380 defined views 385 interacting with 374 web pages 284 Accessibility Check results viewing 275 version compatibility 86, 100, 137 Adobe Bridge Creative Suite color settings 392, 393 Adobe ConnectN USING ACROBAT 9 PRO 502 Last updated 9/30/2011 analyzing 3D models. USING ACROBAT 9 PRO 503 Last updated 9/30/2011 Index C CAD, converting smooth lines to curves 322 in online displays 103 producing 429 mapping between color spaces 103 saving as PostScript 430 CalRGB color space 103 options for 102 Capture command 485 preventing shifts in text 103 spot and process colors 429 color settings cascading style sheets 88 Color Bars option 425 See also color management Catalog preferences 361 color gamuts 390 color conversions 410 catalogs color management poli USING ACROBAT 9 PRO 504 Last updated 9/30/2011 Index font and font size 161 PNG 140 from 3D measurements 388 reducing file size 322 copying and pasting exporting PDF images 141 grouping comments 169 setting in Acrobat Distiller 100 font substitution 142 importing 178 TIFF 140 images from Clipboard 143 indicating text edits 165 connection speed, setting 36 prohibited 142 keyboard shortcuts for 497 contact information, specifying for print job 490 selecting images 143 navigating 173 openin USING ACROBAT 9 PRO 505 Last updated 9/30/2011 Cross-Out Text tool 166 Index device-dependent cursor coordinates 50 color 103 curved lines, converting from smooth lines 324 PostScript files 414 print options 420 Distance tool 3D models 381 about 48 Distiller. USING ACROBAT 9 PRO 506 Last updated 9/30/2011 dual monitors, Full Screen mode 35 Dynamic Zoom tool 41 Index encrypted documents creating 231 opening 227 E Edge Shadow Removal option 67 Edit Alternate Text 289, 290 removing encryption 235, 241 searching 352 encrypting opening 34 searching 315 file formats See also individual formats, exporting, and saving file sharing 145 file size Edit Batch Sequence command 347 creating digital IDs 248 Edit Form Field Text, in context menu 289 documents 231 au USING ACROBAT 9 PRO 507 Last updated 9/30/2011 Index previewing 452 positioning with grids 189 geographic locations, in PDFs 348 transparency 322 properties 207 geospatial measurement tool 349 floating panels 29 reading out loud 282 geospatial PDFs 348 folders rulers 47 Preflight 483 securing 233 searching for fonts 110 tabbing order of 306 watched 96 validating 205 measuring 350 GeoTiff transparency layer 350 Go To, destination 313 font installation 2 Form Fields property group 474 g USING ACROBAT 9 PRO 508 Last updated 9/30/2011 Index handwritten signatures¶ 261 image editor, selecting 333 hard returns, inserting 330 Image property group 474 hardware tokens, signing and 249 images headers stopping a build 359 updating 361 Indicate Text Edits tool 165 conversion settings 101 Info alert 472 adding 121 converting to CalRGB 103 information about documents 336 adding Bates numbers 123 converting to PDF 61 initial state, layers 341 adding during web conversion 92 converti USING ACROBAT 9 PRO 509 Last updated 9/30/2011 inventory report, PDF content 465 ISO standards 482 J Japanese language PDFs 56 Index L Lab spot colors 447 creating 311 labels, showing and hiding 28 editing 311, 312 language underlining 93 accessibility 272 deleting 312, 322 working with 310 change in video 363 list boxes, about form elements 186 See also Asian text right-to-left 56 live collaboration, about 146 adding comments in 170 support 56 LiveCycle Designer, creating PDFs 286 Japa USING ACROBAT 9 PRO 510 Last updated 9/30/2011 measuring Index mouse actions non-English language support 56 3D model dimensions 381 about 207 non-PostScript printers, and paper size 72 geospatial preferences 350 triggers 317 note comments preferences for 3D models 383 measuring tools 48 media clips Acrobat 5 compatible properties 371 movies. USING ACROBAT 9 PRO 511 Last updated 9/30/2011 Index Optimizer. USING ACROBAT 9 PRO 512 Last updated 9/30/2011 tutorial 15 Index viewing file details 115 color management considerations 397, 401 policies welcome page for 117 comparing 36 applying to document 245 work area 113 correcting errors 478 creating 242 PDF presets 97 creating from a scanner 64 encrypting files 241 PDF reviews creating from multiple files 63 about 241 removing from a document 246 add reviewers 158 creating. USING ACROBAT 9 PRO 513 Last updated 9/30/2011 preflight checks adding to profiles 476 Index PDF export 97 multiple pages per sheet 413 transparency flattener 454 negatives 423 creating 477 Press Quality, Adobe PDF settings 98 not allowed, security 234 editing 476 Preview Document mode PDF documents 412 viewing 475 preflight fixups signing a document 263 PDF Portfolios 417 previewing preferences, Adobe PDF printer 70 about 478 colors. USING ACROBAT 9 PRO 514 Last updated 9/30/2011 Index recovering lost changes 136 pages 41 RSA security 249 Rectangle tool 168 placed 3D models 372 RSS, subscribing to 157 rectangles using thumbnails 43 ruler guides, creating 47 creating 168 deleting 169 resolution redact page content 253 See also downsampling and halftone screens Redaction tools 253 images 474 reducing file size 132, 136, 321 page display 37 reflow setting in Acrobat Distiller 100 about 280 correcting with Content tab USING ACROBAT 9 PRO 515 Last updated 9/30/2011 scrolling Index shared review soft-proofing automatic 279 about 148 about 398 automatically 33 distribution methods 149 in Acrobat 399 default page layout 37 initiating 151 in Photoshop, Illustrator and InDesign 398 searching participating in 153 Advanced Search 354 tracking documents in 157 Boolean 354 tutorial 9 by document properties 354 sharing files 145 comments 176 sharing PDF Portfolios 118 software activation 1 downloads 4 regis USING ACROBAT 9 PRO 516 Last updated 9/30/2011 submitting Index exporting 139 touch up tools 326 comments 154 preventing color shifts 103 TouchUp Reading Order tool 288 files to production systems 494 scanned 142 tracked PDF documents, review 153 form actions 317 searching 351 Tracker subsampling 101 unrecognizable 142 managing reviews with 156 subscribing to web services 157 text attributes, editing 328 subsetting fonts Text Box tool 169 tracking status of distilled files 95 text edi USING ACROBAT 9 PRO 517 Last updated 9/30/2011 Index Trim Marks option 425 version compatibility 86, 100 troubleshooting preflight problems 457 video Trust Manager 224 add comments to 368 trusted identities set chapter points 368 adding contacts 237 video (legacy) checking 235 for distributing encrypted documents 233 set properties for 371 web browsers displaying PDFs in 35 opening PDFs from 31 Web Capture converting web pages to PDF 88 display options 93 video clips. Last updated 9/30/2011 working spaces, color 407 wrapping lines, converting web pages 93 wrapping text 326 X XIF format, searching metadata in 351 XML, source code document information 338 XMP format indexing fields 360 metadata 338, 351 Z zero width spaces, inserting 330 ZIP compression 108, 109 Zoom toolbar 36 zooming changing magnification 41 default setting 37 Dynamic Zoom tool 41 Loupe tool 43 Pan & Zoom Window 42 selecting tools temporarily 23 view 41 USING ACROBAT 9 PRO 518 Index |
