USING ADOBE ACROBAT 9 STANDARD ® ®
© 2010 Adobe Systems Incorporated. All rights reserved. Copyright Using Adobe® Acrobat® 9 Standard for Windows® 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 STANDARD Contents Participating in a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Tracking and managing PDF reviews Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 . . . . . . . . . . . . . . . . . . . . . . . .
v USING ACROBAT 9 STANDARD Contents Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296 Using Geospatial PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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 STANDARD Getting started Adobe Customization Wizard Adobe Customization Wizard 9 helps IT professionals take greater control of enterprise-wide deployments of Adobe® Acrobat® 9 Standard 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 STANDARD 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 STANDARD 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 STANDARD 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. Search across multiple PDFs Enhanced functionality enables you to search multiple PDF files in the same folder to help you quickly find the information you need. Collaboration Use Acrobat.com for shared reviews Participants download the file from Acrobat.
6 USING ACROBAT 9 STANDARD Getting started For more tutorials and videos about all that you can do with Acrobat, see the following online resources: • Exploring key features of Acrobat 9: www.adobe.com/go/learn_acr_portfolio_std_en • What is Acrobat?: www.adobe.com/go/lrvid4200_a9 • Introducing Acrobat 9: www.adobe.com/go/lrvid4081_a9 • Using multiple applications in a business workflow: www.adobe.
7 USING ACROBAT 9 STANDARD 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.
8 USING ACROBAT 9 STANDARD 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.
9 USING ACROBAT 9 STANDARD 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.
10 USING ACROBAT 9 STANDARD 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.
11 USING ACROBAT 9 STANDARD 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.
12 USING ACROBAT 9 STANDARD 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.
13 USING ACROBAT 9 STANDARD 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.
14 USING ACROBAT 9 STANDARD 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.
15 USING ACROBAT 9 STANDARD 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 Publish the PDF Portfolio.
16 USING ACROBAT 9 STANDARD Getting started Personal information for the digital ID 2 Create an appearance for your digital signature. Your digital signature can be simple or complex. It can look like a handwritten signature or a typed name. It can contain a company logo, include the date and time you signed, and state a reason for signing. You can create multiple signature appearances for different uses; select one each time you sign a document.
17 USING ACROBAT 9 STANDARD Getting started If you selected Reason, click Advanced Preferences, and, in the Creation pane, select Show Reasons When Signing. If you selected Location, select Show Location And Contact Information When Signing. 3 Review the document carefully. Before you sign any document, physically or electronically, make sure that you know what you are signing and where all the signature fields are.
18 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.
19 USING ACROBAT 9 STANDARD Workspace More Help topics “View the PDF Portfolio work area” on page 103 “Document message bar” on page 20 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.
20 USING ACROBAT 9 STANDARD 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.
21 USING ACROBAT 9 STANDARD 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.
22 USING ACROBAT 9 STANDARD 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.
23 USING ACROBAT 9 STANDARD Workspace Display and arrange toolbars When your work does not involve using the tools in a toolbar, you can close the toolbar to tidy up the work area. For example, if you are not adding review comments to a PDF, there’s no need to have the Comment & Markup toolbar open. When you need easy access to a toolbar that is hidden by default, you can open it. This toolbar appears as a floating panel, which you can move or dock in the toolbar area.
24 USING ACROBAT 9 STANDARD Workspace Return toolbars to their default configuration ❖ Choose View > Toolbars > Reset Toolbars. 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.
25 USING ACROBAT 9 STANDARD Workspace 3 Change properties for the selected item, as desired. If you want to change object properties other than those listed in the Properties toolbar, right-click the object, and choose Properties. 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.
26 USING ACROBAT 9 STANDARD Workspace View a different panel in the navigation pane By default, only a selected set of panel buttons appears on the left side of the work area. Other panels are included in the View menu and may open as floating panels rather than in the navigation pane. However, you can dock the panel in the navigation pane later. ❖ Do one of the following: • On the left side of the navigation pane, select the button for the panel. • Choose View > Navigation Panels > [panel name].
27 USING ACROBAT 9 STANDARD Workspace Open a PDF in the application ❖ Start Acrobat and do one of the following: • Choose File > Open, or click the Open button in the toolbar. In the Open dialog box, select one or more filenames, and click Open. PDF documents usually have the extension .pdf. • Choose File > Organizer > [collection name] > [PDF filename]. • Choose File > History > [time period] > [PDF filename].
28 USING ACROBAT 9 STANDARD Workspace The Page Navigation toolbar opens by default. The default toolbar contains frequently used tools: the Next Page , Previous Page , and Page Number. Like all toolbars, the Page Navigation toolbar can be hidden and reopened by choosing it in the Toolbars menu under the View menu.
29 USING ACROBAT 9 STANDARD Workspace B A C Bookmarks panel A. Bookmarks button B. Click to display bookmark options menu. C. Expanded bookmark 1 Click the Bookmarks button, or choose View > Navigation Panels > Bookmarks. 2 To jump to a topic, click the bookmark. Expand or collapse bookmark contents, as needed. Note: Depending on how the bookmark was defined, clicking it may not take you to that location but perform some other action instead.
30 USING ACROBAT 9 STANDARD Workspace Retrace your viewing path You can find PDF pages that you viewed earlier by retracing your viewing path. It’s helpful to understand the difference between previous and next pages and previous and next views. In the case of pages, previous and next refer to the two adjacent pages, before and after the currently active page. In the case of views, previous and next refer to your viewing history.
31 USING ACROBAT 9 STANDARD Workspace More Help topics “Open, save, or delete an attachment” on page 277 Open or close reading mode The reading mode view hides everything in the work area except the document and the menu bar. ❖ Choose View > Reading Mode. Choosing Reading Mode again restores the work area to its previous view, with the same navigation buttons and toolbar displays.
32 USING ACROBAT 9 STANDARD Workspace Viewing PDFs in a web browser You can view PDFs in a supported web browser, or you can set your Internet preferences to open linked or downloaded PDF files in a separate Acrobat window. If you open PDFs in Acrobat outside the browser, you cannot use Fast Web Viewing, form submittal in a browser, or search highlighting on the web. Because keyboard commands may be mapped to the web browser, some Acrobat shortcuts may not be available.
33 USING ACROBAT 9 STANDARD Workspace Note: You cannot open the Articles panel if you are viewing the PDF inside a browser. You must open the PDF in Acrobat. 3 Double-click the article icon to go to the beginning of that article. The icon changes to the follow-article pointer . Note: If the Articles panel is blank, then the author has not defined any article threads for this PDF.
34 USING ACROBAT 9 STANDARD Workspace Documents In Recently Used List Sets the maximum number of documents listed in the File menu. 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.
35 USING ACROBAT 9 STANDARD 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.
36 USING ACROBAT 9 STANDARD 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.
37 USING ACROBAT 9 STANDARD 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.
38 USING ACROBAT 9 STANDARD 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.
39 USING ACROBAT 9 STANDARD 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.
40 USING ACROBAT 9 STANDARD 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.
41 USING ACROBAT 9 STANDARD 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.
42 USING ACROBAT 9 STANDARD 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.
43 USING ACROBAT 9 STANDARD 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.
44 USING ACROBAT 9 STANDARD 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.
45 USING ACROBAT 9 STANDARD 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.
46 USING ACROBAT 9 STANDARD 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.
47 USING ACROBAT 9 STANDARD 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.
48 USING ACROBAT 9 STANDARD 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.
49 USING ACROBAT 9 STANDARD 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.
50 USING ACROBAT 9 STANDARD 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.
51 USING ACROBAT 9 STANDARD 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.
52 USING ACROBAT 9 STANDARD 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.
53 USING ACROBAT 9 STANDARD Workspace Acrobat in Mac OS Generally, Acrobat works the same for Windows and Mac OS. Some exceptions are noted throughout Help.
54 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.
55 USING ACROBAT 9 STANDARD 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.
56 USING ACROBAT 9 STANDARD Creating PDFs Context menu On the desktop or in a folder, by right-clicking. Balancing PDF file size and quality You can select various settings to ensure that your PDF has the best balance between file size, resolution, conformity to specific standards, and other factors. Which settings you select depends on your goals for the PDF that you are creating.
57 USING ACROBAT 9 STANDARD Creating PDFs Drag and drop to create PDFs This method is best reserved for small, simple files, such as small image files and plain text files, when the balance between file size and output quality is not important. You can use this technique with many other types of files, but you won’t have the opportunity to adjust any conversion settings during the process. 1 Select the icons of one or more files. 2 Drag the file icons onto the Acrobat application icon.
58 USING ACROBAT 9 STANDARD Creating PDFs Note: The PDF Editor can make changes in text only with PDFs created from blank pages. To add a blank page to a PDF created by another method, create a blank document in another application and convert that file to PDF. Then import the blank file into the existing PDF. Create and add text to a new, blank PDF 1 Choose File > Create PDF > From Blank Page. 2 Begin typing text to add to the page.
59 USING ACROBAT 9 STANDARD Creating PDFs Verify that an existing PDF is enabled for Fast Web View ❖ Do one of the following: • Open the PDF in Acrobat, and choose File > Properties. Look in the lower right area of the Description panel of the dialog box for the Fast Web View setting (Yes or No). • (Windows only) Right-click the PDF file icon and choose Properties. Click the PDF tab and look near the bottom of the panel for the Fast Web View setting (Yes or No).
60 USING ACROBAT 9 STANDARD Creating PDFs • Scanning and OCR: /www.acrobatusers.com/monthly_topic/2009/01 • How to extract active text from an image: www.peachpit.com/articles/article.aspx?p=1272051 More Help topics “Choosing a security method” on page 214 “Creating and distributing forms” on page 171 Scan a paper document to PDF using a preset (Windows) 1 Choose File > Create PDF > From Scanner > [document preset].
61 USING ACROBAT 9 STANDARD Creating PDFs Note: You can scan both sides of pages even on scanners that do not themselves support two-sided scanning. When Both Sides is selected, a dialog box appears after the first sides are scanned. You can then reverse the original paper documents in the tray, and select the Scan Reverse Side (Put Reverse Of Sheets) option in that dialog box. This method produces a PDF with all pages in the proper sequence.
62 USING ACROBAT 9 STANDARD Creating PDFs Optimization Options dialog box The Optimization Options dialog box for image settings controls how scanned images are filtered and compressed for the PDF. Default settings are suitable for a wide range of document pages, but you may want to customize settings for higher-quality images, smaller file sizes, or scanning issues. Automatic Applies default settings to balance file size and quality at a moderate level.
63 USING ACROBAT 9 STANDARD Creating PDFs RGB input. Select Off when scanning a page with no pictures or filled areas, or when scanning at a resolution higher than the effective range. Halo Removal When On (recommended), removes excess color at high-contrast edges, which may have been introduced during either printing or scanning. This filter is used only on color input pages. Scanning tips • Acrobat scanning accepts images between 10 dpi and 3000 dpi.
64 USING ACROBAT 9 STANDARD Creating PDFs 3 In the Recognize Text dialog box, select an option under Pages. 4 Optionally, click Edit to open the Recognize Text - Settings dialog box, and specify the options as needed. Recognize text in multiple documents 1 In Acrobat, choose Document > OCR Text Recognition > Recognize Text In Multiple Files Using OCR. 2 In the Paper Capture Multiple Files dialog box, click Add Files, and choose Add Files, Add Folders, or Add Open Files. Then select the files or folder.
65 USING ACROBAT 9 STANDARD Creating PDFs Using the Adobe PDF printer Create PDFs by printing to file In many authoring applications, you can use the Print command with the Adobe PDF printer to convert your file to PDF. Your source document is converted to PostScript and fed directly to Distiller for conversion to PDF, without manually starting Distiller. The current Distiller preference settings and Adobe PDF settings are used to convert the file.
66 USING ACROBAT 9 STANDARD Creating PDFs Note: By default, your PDF is saved with the same filename and a .pdf extension. For more information on Save As Adobe PDF in Snow Leopard, see the TechNote at http://kb2.adobe.com/cps/509/cpsid_50981.html. This TechNote also includes how to remove the Adobe PDF printer from the Printer list.
67 USING ACROBAT 9 STANDARD Creating PDFs Set Adobe PDF printer properties (Windows) In Windows, you can usually leave the Adobe PDF printer properties unchanged, unless you have configured printer sharing or set security. Note: Printing Properties are different from printer Preferences. The Properties dialog box contains tabs of options that apply to any type of printer; the Preferences include conversion options specifically for the Adobe PDF printer.
68 USING ACROBAT 9 STANDARD Creating PDFs 6 In the pop-up menu below the Presets menu, choose PDF Options, and set any of the following options: • Select a set of predefined conversion settings from the Adobe PDF Settings menu if you want to override default settings. Default settings are the settings currently defined in Distiller. • Specify whether to open the converted files in Acrobat in the After PDF Creation menu.
69 USING ACROBAT 9 STANDARD Creating PDFs Creating PDFs with PDFMaker (Windows) About Acrobat PDFMaker PDFMaker is an Acrobat feature that operates within many business applications, such as Microsoft Office applications, AutoCAD, and Lotus Notes. When you install Acrobat, PDFMaker controls appear in the work area of the authoring application. Note: Some PDFMaker features are not available in certain versions of the authoring applications.
70 USING ACROBAT 9 STANDARD Creating PDFs 3 Do one of the following: • If PDFMOutlook or Acrobat PDFMaker Office COM Addin is not listed, choose COM Add-Ins from the Manage pop-up menu and click Go. • If PDFMOutlook or Acrobat PDFMaker Office COM Addin is listed under Disabled Application Add-ins, select Disabled Items from the Manage pop-up menu and click Go. 4 Select PDFMOutlook or Acrobat PDFMaker Office COM Addin and click OK. 5 Restart the Office application.
71 USING ACROBAT 9 STANDARD Creating PDFs 4 If prompted, enter your user name and password to log in to the Adobe LiveCycle Rights Management Server. Create a PDF and send it for review 1 Open the file in the application used to create it. 2 Click the Convert To Adobe PDF And Send For Review button on the Acrobat PDFMaker toolbar, or (if available) choose Adobe PDF > Convert To Adobe PDF And Send For Review.
72 USING ACROBAT 9 STANDARD Creating PDFs Create PDF/A Compliant PDF File Creates the PDF so that it conforms to this ISO standard for long-term preservation of electronic documents. (In the Microsoft Publisher application alone, PDFMaker does not support the PDF/A standard.) Note: When Conversion Settings are opened from within Word, Excel, or PowerPoint, this option specifies PDF/A 1a:2005. When opened from within Access, it specifies PDF/A 1-b:2005.
73 USING ACROBAT 9 STANDARD Creating PDFs 5 In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF. 6 Optionally, click the Options button to change the conversion settings. 7 Click Save to create the PDF. Convert Word and PowerPoint files to PDF 1 Open a file in Word or PowerPoint. 2 Optionally, select objects and text (Word) or slides (PowerPoint), as needed.
74 USING ACROBAT 9 STANDARD Creating PDFs 2 Do one of the following: • To convert and merge email messages into a PDF as sequential pages of one document, deselect Output Adobe PDF Portfolio When Creating A New PDF File. • To assemble converted email messages as components of a PDF Portfolio, select Output Adobe PDF Portfolio When Creating A New PDF File. Convert an open email message to PDF (Outlook) ❖ Choose Adobe PDF > Convert To Adobe PDF.
75 USING ACROBAT 9 STANDARD Creating PDFs Convert email folders to a new PDF PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select the folders at the beginning of the process because you can select them in a dialog box that appears automatically. 1 Do one of the following: • (Outlook) Choose Adobe PDF > Convert Selected Folders > Create New PDF. • (Lotus Notes) Choose Actions > Convert Selected Folder(s) To Adobe PDF.
76 USING ACROBAT 9 STANDARD Creating PDFs 4 Click Add, and select the email folders and subfolders. Then select or deselect the Convert This Folder And All Sub Folders option, as preferred, and click OK. 5 In the Save PDF Archive File As dialog box, select a name and location for the archived email PDF. Then click Open.
77 USING ACROBAT 9 STANDARD Creating PDFs 6 If you selected Automatically Send Adobe PDF Files By Email, a dialog box appears asking for your email profile. Enter the appropriate information and click OK. When the job is finished, a message appears, telling you that the process was successful. Email options for PDF mail merges To Use the pop-up menu to select the field or column in the associated data file that contains the email addresses in each individual’s record.
78 USING ACROBAT 9 STANDARD Creating PDFs Create Bookmarks Converts certain elements in original Office documents to PDF bookmarks: Word headings, Excel worksheet names, or PowerPoint titles. Selecting this option overrides any settings on the Bookmarks tab of the Conversion Settings dialog box. Note: In Microsoft Publisher 2003 documents, PDFMaker includes Publisher headings as bookmarks in the PDF.
79 USING ACROBAT 9 STANDARD Creating PDFs Block Download Of External Content When selected, prevents the downloading of any external Internet content, such as images, CSS, and JavaScript. Page Layout options Specifies page properties, like the properties found in the Print dialog box: page dimensions, orientation, and margins.
80 USING ACROBAT 9 STANDARD Creating PDFs • Bookmark Displays X’s, indicating whether individual elements are converted to PDF bookmarks. Clicking an individual Bookmark option changes the selection status for that element. • Level Specifies where the element fits in the hierarchy structure of the PDF Bookmarks panel. Clicking an individual Level number opens a menu that you can use to change the value.
81 USING ACROBAT 9 STANDARD Creating PDFs A menu on the PDF toolbar provides easy conversion and print capabilities. More Help topics “Web page conversion options” on page 83 Convert a web page to PDF 1 In Internet Explorer, go to the web page. 2 Using the Convert menu on the Adobe PDF toolbar, do one of the following: Note: If you don’t see the Adobe PDF toolbar in Internet Explorer, choose View > Toolbars > Adobe PDF.
82 USING ACROBAT 9 STANDARD Creating PDFs Convert a linked web page to PDF ❖ In the open web page, right-click the linked text and choose one of the following: • To add the linked web page to an existing PDF, choose Append Link Target To Existing PDF. Then locate and select the existing PDF, and click Save. • To convert the linked web page to a new PDF, choose Convert Link Target To Adobe PDF. Note: The right-click menu also includes the options Append To Existing PDF and Convert To Adobe PDF.
83 USING ACROBAT 9 STANDARD Creating PDFs 3 Enter the URL to the web page you want to append and select options, as described for converting web pages to PDF, and then click Create. Add a linked web page to an existing PDF 1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing links to the pages you want to add. 2 Do one of the following: • Right-click the web link, and choose Append To Document. • Choose Advanced > Web Capture > View Web Links.
84 USING ACROBAT 9 STANDARD Creating PDFs General tab Conversion Settings Specifies the conversion settings for HTML and text. Choose a file type and click Settings to select the font properties and other characteristics. Create Bookmarks Creates a tagged bookmark for each converted web page using the page title (HTML Title element) as the bookmark name. If the page has no title, the URL is used as the bookmark name.
85 USING ACROBAT 9 STANDARD Creating PDFs Text Settings Input Encoding Sets the input encoding of the text for a file. Language Specific Font Settings Use these settings to change the language script, body text typeface, and base typeface size. Default Colors Sets the default colors for text and page backgrounds. Click the color button to open a palette, and select the color. Wrap Lines At Margin Inserts a soft return when the text reaches the edge of the text area on the page.
86 USING ACROBAT 9 STANDARD Creating PDFs 2 (Optional) Choose Settings > Security and select an encryption level. 3 Open the PostScript file and start the conversion process, using either method: • Choose File > Open, select a PostScript file, and click Open. • Drag one or more PostScript files from the desktop to the Acrobat Distiller window. Click Pause before doing step 3 if you want to review the queue before Distiller starts converting the files.
87 USING ACROBAT 9 STANDARD Creating PDFs Guidelines for creating PostScript files If you want to fine-tune the creation of the PDF with Distiller parameters or pdfmark operators, first create a PostScript file and then convert that file to PDF. For more information about the Adobe Acrobat 9 SDK, see the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (English only).
88 USING ACROBAT 9 STANDARD Creating PDFs Typically, the Extras and Settings folders for default settings are found in (Windows) Documents and Settings/All Users/Application Data/Adobe/Adobe PDF, (Vista) ProgramData/Adobe/Adobe PDF, or (Mac OS) Library/Application Support/Adobe PDF. The default settings files installed with Distiller are Read Only and Hidden.
89 USING ACROBAT 9 STANDARD Creating PDFs optimizes files for byte serving. These PDF files can be opened in Acrobat and Reader 7.0 and later. (The Rich Content PDF preset is in the Extras folder.) Note: This preset was called eBook in earlier versions of some applications. Smallest File Size Creates PDF files for displaying on the web or an intranet, or for distribution through an email system. This set of options uses compression, downsampling, and a relatively low image resolution.
90 USING ACROBAT 9 STANDARD Creating PDFs A B Adobe PDF Settings dialog box (Windows) A. Predefined Adobe PDF settings B. Options panel 2 Select panels one at a time, and make changes as needed. 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).
91 USING ACROBAT 9 STANDARD Creating PDFs Auto-Rotate Pages Automatically rotates pages according to the direction of text. • Collectively By File Rotates all pages to match the orientation of the majority of text in the document. • Individually Rotates each page based on the orientation of the text on that page. • Off Prevents pages from rotating.
92 USING ACROBAT 9 STANDARD Creating PDFs Printer resolution Default line screen Image resolution 300 dpi (laser printer) 60 lpi 120 ppi 600 dpi (laser printer) 85 lpi 170 ppi 1200 dpi (imagesetter) 120 lpi 240 ppi 2400 dpi (imagesetter) 150 lpi 300 ppi Downsample (Off) Reduces image resolutions that exceed the For Images Above value to the resolution of the output device by combining pixels in a sample area of the image to make one larger pixel.
93 USING ACROBAT 9 STANDARD Creating PDFs Never Embed Move fonts that you do not want to embed to this list. If necessary, choose a different font folder from the pop-up menu to display the font in the font list. Note: Fonts that have license restrictions are listed with a lock icon. If you select a font with a license restriction, the nature of the restriction is described in the Adobe PDF Options dialog box. Add Name If the font you want is not in a font folder, click Add Name.
94 USING ACROBAT 9 STANDARD Creating PDFs Acrobat shares four rendering intents (Perceptual, Saturation, Relative Colorimetric, and Absolute Colorimetric) with other Creative Suite applications. Acrobat also includes a rendering intent called Preserve, which indicates that the intent is specified in the output device rather than in the PDF. In many output devices, Relative Colorimetric is the default intent.
95 USING ACROBAT 9 STANDARD Creating PDFs Advanced panel options The Advanced options specify which Document Structuring Conventions (DSC) comments to keep in a PDF and how to set other options that affect the conversion from PostScript.
96 USING ACROBAT 9 STANDARD Creating PDFs Note: Distiller processes prologue and epilogue files only if both files are present and located properly. The two files must be used together. Process DSC Comments Maintains DSC information from a PostScript file. • Log DSC Warnings Displays warning messages about problematic DSC comments during processing and adds them to a log file. • Preserve EPS Information From DSC Retains information for an EPS file, such as the originating application and creation date.
97 USING ACROBAT 9 STANDARD 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.
98 USING ACROBAT 9 STANDARD 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.
99 USING ACROBAT 9 STANDARD 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.
100 USING ACROBAT 9 STANDARD 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.
101 USING ACROBAT 9 STANDARD 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.
102 Chapter 4: PDF Portfolios and combined PDFs In Adobe® Acrobat® 9 Standard, 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.
103 USING ACROBAT 9 STANDARD 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.
104 USING ACROBAT 9 STANDARD 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 304 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.
105 USING ACROBAT 9 STANDARD 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 .
106 USING ACROBAT 9 STANDARD PDF Portfolios and combined PDFs • From previewing mode, click the Open button in the previewing toolbar. 2 If a confirmation dialog box appears, select Open This File or Always Allow Opening Files Of This Type, and click OK. 3 Edit the file as needed, and then save the file. Create and edit PDF Portfolios It’s easy to create a PDF Portfolio and add files to it.
107 USING ACROBAT 9 STANDARD PDF Portfolios and combined PDFs Share PDF Portfolios Share a PDF Portfolio with others either by sending it in an email or by uploading it on Acrobat.com, a free, secure web service. Email a PDF Portfolio ❖ From the share menu in the PDF Portfolio toolbar, choose Email. Share a PDF Portfolio on Acrobat.com 1 From the share menu in the PDF Portfolio toolbar, choose Share Portfolio On Acrobat.com.
108 USING ACROBAT 9 STANDARD PDF Portfolios and combined PDFs Create merged PDFs In a merged PDF, converted documents flow into a single PDF as sequential pages. 1 Choose File > Combine > Merge Files Into A Single PDF. If a PDF is currently open, it appears in the list of included files. 2 In the upper-right corner of the Combine Files dialog box, make sure that Single PDF is selected.
109 USING ACROBAT 9 STANDARD PDF Portfolios and combined PDFs Default File Size Creates PDFs suitable for reliable viewing and printing of business documents. Larger File Size Applies the High Quality Print conversion preset. Insert one PDF into another 1 Open the PDF that serves as the basis of the combined file. 2 Choose Document > Insert Pages > From File (Windows), or Document > Insert Pages (Mac OS). 3 Select the PDF.
110 USING ACROBAT 9 STANDARD PDF Portfolios and combined PDFs You can vary the headers and footers within a PDF. For example, you can add a header that displays the page number on the right side of odd-numbered pages, and another header that displays the page number on the left side of evennumbered pages. You can define and save your headers and footers to reuse them later, or you can simply apply a header and footer and forget it.
111 USING ACROBAT 9 STANDARD PDF Portfolios and combined PDFs Update the headers and footers Updating applies to the most recently added header and footer set. 1 Open a single PDF. 2 Choose Document > Header & Footer > Update. 3 Change the settings as needed. Add another header and footer 1 Open a single PDF, or select one component PDF in a PDF Portfolio. 2 Choose Document > Header & Footer > Add, and then click Add New in the message that appears. The preview shows any existing headers and footers.
112 USING ACROBAT 9 STANDARD 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.
113 USING ACROBAT 9 STANDARD 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.
114 USING ACROBAT 9 STANDARD 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.
115 USING ACROBAT 9 STANDARD 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.
116 USING ACROBAT 9 STANDARD PDF Portfolios and combined PDFs Cropping does not reduce file size because information is merely hidden, not discarded. Crop empty areas around page content 1 Choose Document > Crop Pages. 2 Under Margin Controls, select Remove White Margins. Crop one or more pages 1 Choose Document > Crop Pages. 2 Adjust values for the Margin Controls. 3 As needed, specify Page Range settings. Crop a page with the Crop tool 1 Choose Tools > Advanced Editing > Crop Tool.
117 USING ACROBAT 9 STANDARD PDF Portfolios and combined PDFs Rearranging pages in a PDF Rotate a page You can rotate all or selected pages in a document. Rotation is based on 90° increments. 1 Open the Rotate Pages dialog box using one of the following methods: • Choose Document > Rotate Pages. • From the options menu on the Pages panel, choose Rotate Pages. 2 For Direction, select the amount and direction of the rotations: Counterclockwise 90 Degrees, Clockwise 90 Degrees, or 180 Degrees.
118 USING ACROBAT 9 STANDARD PDF Portfolios and combined PDFs Split one or more PDFs, with an open document 1 Open the PDF and choose Document > Split Document. 2 In the Split Document dialog box, specify the criteria for dividing the document: Number Of Pages Specify the maximum number of pages for each document in the split. File Size Specify the maximum file size for each document in the split. Top-level Bookmarks If the document includes bookmarks, creates one document for every top-level bookmark.
119 USING ACROBAT 9 STANDARD PDF Portfolios and combined PDFs Delete or replace a page You can replace an entire PDF page with another PDF page. Only the text and images on the original page are replaced. Any interactive elements associated with the original page, such as links and bookmarks, are not affected. Likewise, bookmarks and links that may have been previously associated with the replacement page do not carry over.
120 USING ACROBAT 9 STANDARD PDF Portfolios and combined PDFs Replace the contents of a page 1 Open the PDF that contains the pages you want to replace. 2 Choose Document > Replace Pages. 3 Select the document containing the replacement pages, and click Select. 4 Under Original, enter the pages to be replaced in the original document. 5 Under Replacement, enter the first page of the replacement page range. The last page is calculated based on the number of pages to be replaced in the original document.
121 USING ACROBAT 9 STANDARD PDF Portfolios and combined PDFs 2 Specify a page range. (Selected refers to pages selected in the Pages panel.) 3 Select one of the following, and then click OK: Begin New Section Starts a new numbering sequence. Choose a style from the pop-up menu, and enter a starting page number for the section. Specify a prefix, if desired. Extend Numbering Used In Preceding Section To Selected Pages Continues the numbering sequence from previous pages without interruption.
122 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.
123 USING ACROBAT 9 STANDARD 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.
124 USING ACROBAT 9 STANDARD 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.
125 USING ACROBAT 9 STANDARD 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.
126 USING ACROBAT 9 STANDARD Saving and exporting PDFs Use Mapping Table Default uses the default character encoding defined in mapping tables, which appear in the Plugins/SaveAsXML/MappingTables folder. These mapping tables specify many characteristics of how the data is output, including the following default character encodings: UTF-8 (Save as XML or HTML 4.0.1) and HTML/ASCII (Save as HTML 3.2). Generate Bookmarks Generates bookmark links to content for HTML or XML documents.
127 USING ACROBAT 9 STANDARD Saving and exporting PDFs Colorspace/Resolution Specifies a color space and resolution for the output file. You can let Acrobat determine these settings automatically. To convert color images in the file to shades of gray, choose Grayscale. Note: Higher resolutions, such as 2400 pixels per inch (ppi), are suitable only for small page sizes (up to 6.826 inches or 173.380 millimeters). PNG options PNG format is useful for images that will be used on the web.
128 USING ACROBAT 9 STANDARD Saving and exporting PDFs 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. The text file you obtain when you export a PDF to Word or RTF is not equivalent to the source file in the authoring application. Some coding information may be lost in the conversion.
129 USING ACROBAT 9 STANDARD Saving and exporting PDFs 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. 5 For Exclude Images Smaller Than, select the smallest size of image to be extracted. Select No Limit to extract all images. 6 Click OK. In the Export All Images As dialog box, click Save or OK.
130 USING ACROBAT 9 STANDARD Saving and exporting PDFs 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. 2 Copy the text: • Choose Edit > Copy to copy the selected text to another application. • Right-click on the selected text, and then select Copy. • Right-click on the selected text, and then choose Copy With Formatting.
131 USING ACROBAT 9 STANDARD Saving and exporting PDFs 2 Copy the image: • Choose Edit > Copy, and then choose Edit > Paste to paste the image in an open document in another application. • Right-click the image and choose an option to copy the image to the clipboard or to a new file. • Drag the image into an open document in another application.
132 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 Standard, you can create your own user account on Acrobat.com. Use Acrobat.
133 USING ACROBAT 9 STANDARD 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.
134 USING ACROBAT 9 STANDARD 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.
135 USING ACROBAT 9 STANDARD 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.
136 USING ACROBAT 9 STANDARD 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.
137 USING ACROBAT 9 STANDARD 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.
138 USING ACROBAT 9 STANDARD Collaboration If all recipients are within a local area network, network folders and SharePoint servers are the best choices for a comment server. Network folders are generally the cheapest and most reliable. To initiate a review on a SharePoint server, the initiator must use Windows; however, participants can use either Windows or Mac OS. All participants must have read and write access to the Document Library folder within the specified workspace.
139 USING ACROBAT 9 STANDARD Collaboration More Help topics “Save the PDF with comments” on page 144 “Acrobat.com preferences” on page 134 Start an email-based review When you start an email-based review, you send out a tracked copy of the PDF, enabling you to easily merge comments that you receive. (Form fields in a PDF aren’t fillable during the review.) After initiating a shared review, you can also start an email-based review with the same PDF.
140 USING ACROBAT 9 STANDARD Collaboration Participating in a PDF review Review a PDF When you receive an email invitation to a PDF review, the invitation typically includes the PDF as an attachment or provides a URL to the PDF. Alternatively, you may receive a Forms Data Format (FDF) attachment. When opened, an FDF file configures your review settings and opens the PDF in Acrobat. PDFs in a review have special features, including commenting tools and a document message bar with instructions.
141 USING ACROBAT 9 STANDARD Collaboration When you send comments, a PDF containing your comments is sent as an email attachment to the review initiator. When you publish comments, your comments are saved to the comment server. Options in the document message bar The options that are available in the document message bar depend on how the initiator set up the review and whether you can access the comment server. Similar options may also appear in the Comment & Markup toolbar.
142 USING ACROBAT 9 STANDARD Collaboration Send comments in email If you review a PDF offline or outside of a firewall, or if you lose your connection to the comment server, you may need to send your comments in an email message. 1 Choose File > Attach To Email. 2 Enter the address for the initiator, and click Send. Note: If the PDF exceeds the 5 MB file-size limit, you’re prompted to send your comments in a smaller Forms Data Format (FDF) file, which the initiator can import.
143 USING ACROBAT 9 STANDARD Collaboration • Click Send Comments or Send And Receive Comments in the Comment & Markup toolbar. Only new or edited comments are published or sent. More Help topics “Save the PDF with comments” on page 144 Tracking and managing PDF reviews Tracker overview Use the Tracker to manage document reviews and distributed forms, view the status of review and form servers, and manage web broadcast subscriptions (known as RSS feeds).
144 USING ACROBAT 9 STANDARD Collaboration The left side of the Tracker shows all PDF documents in managed reviews. The information pane on the right lists the date and time the PDF was sent and the list of invited reviewers. Links to shared PDFs provide additional information, including the deadline (if set) and the number of comments submitted per reviewer. Deleting a link in the Tracker deletes the PDF and all comments from the server, and permanently ends the review.
145 USING ACROBAT 9 STANDARD Collaboration • For an email-based review, choose File > Save As to save a new copy of the PDF. This most recently saved version is now the tracked PDF. The old version is the archive copy. Invite additional reviewers If you’re the review initiator, you can invite others to participate in the review. If you’re a reviewer and want other people to participate, ask the review initiator to invite them.
146 USING ACROBAT 9 STANDARD Collaboration Update your profile Your comments identify you as the author by displaying your name—the name you provided when you joined or started a review, or your system login. You can change the author name and other profile information at any time. If you do, your updated profile appears only in new comments; existing comments aren’t affected. Update your review profile 1 In the Preferences dialog box under Categories, select Commenting.
147 USING ACROBAT 9 STANDARD Collaboration 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. You can type a text message using the Sticky Note tool, or you can use a drawing tool to add a line, circle, or other shape and then type a message in the associated pop-up note. Text-editing tools let you add editing marks to indicate changes you want in the source document.
148 USING ACROBAT 9 STANDARD Collaboration More Help topics “Show and hide toolbar elements” on page 24 “Comment on 3D designs” on page 324 Show the Comment & Markup toolbar The Comment & Markup toolbar doesn’t appear by default, except when you open a PDF in a managed review workflow. ❖ Choose View > Toolbars > Comment & Markup. To add or remove tools for this toolbar, choose Tools > Customize Toolbars. Select a commenting or markup tool ❖ Choose Tools > Comment & Markup > [tool].
149 USING ACROBAT 9 STANDARD Collaboration Ensure That Pop-ups Are Visible As The Document Is Scrolled As you scroll a PDF, the pop-up notes on a given page shift to stay in view within the document pane. Selected by default. Automatically Open Comment Pop-ups For Comments Other Than Notes A pop-up note appears when you create a new comment using a drawing tool, the Stamp tool, or the Pencil tool.
150 USING ACROBAT 9 STANDARD Collaboration 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. • Click the General tab to change the name of the author and subject of the comment.
151 USING ACROBAT 9 STANDARD Collaboration • Select the Sticky Note tool in the Comment & Markup toolbar, and either click where you want to place the note, or drag to create a custom-sized note. 2 Type text in the pop-up note. You can also use the Select tool to copy and paste text from a PDF into the note. Note: If you close the pop-up note, your text remains. Edit a sticky note comment 1 Click or double-click the note icon.
152 USING ACROBAT 9 STANDARD Collaboration A B Replace Text option A. Selected text is struck out. B. New text is added to a linked pop-up note. More Help topics “Export comments to Word (Windows)” on page 165 Replace text 1 Use the Select tool, or select the Text Edits tool from the Comment & Markup toolbar. 2 Select the text. 3 Right-click and choose Replace Text, and then do one of the following: • Type the text to be inserted or added. This text appears in a pop-up note.
153 USING ACROBAT 9 STANDARD Collaboration 2 Select the text, and then press Backspace or Delete, or right-click and choose Cross Out Text from the menu. Delete text markups If markup comments are stacked, delete the comments in the Comments list: Click the Comments button in the navigation pane to open the Comments list, select the comment, and press Delete. ❖ Select the markup and press Delete.
154 USING ACROBAT 9 STANDARD Collaboration A B C D Stamp tool categories A. Dynamic stamp B. Sign Here stamp C. Standard Business stamp D. Custom stamp Open the Stamps palette ❖ Do one of the following: • Choose Tools > Comment & Markup > Stamps > Show Stamps Palette. • In the Comment & Markup toolbar, click the arrow next to the Stamp tool and choose Show Stamps Palette. Apply a stamp 1 Select a stamp by doing one of the following: • Click the Stamp tool. The most recently used stamp is selected.
155 USING ACROBAT 9 STANDARD Collaboration 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. In Reader, create Custom stamp allows only PDF format. Note: To add an image to a PDF one time only, simply paste the image into the document.
156 USING ACROBAT 9 STANDARD Collaboration 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. • To draw a line, arrow, or rectangle, either drag across the area where you want the markup to appear, or click twice: once to create the start point and once to create the end point.
157 USING ACROBAT 9 STANDARD 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.
158 USING ACROBAT 9 STANDARD 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.
159 USING ACROBAT 9 STANDARD Collaboration 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. By adding attachments as a comment, you can reference longer documents that can’t easily be pasted into a pop-up note or text box.
160 USING ACROBAT 9 STANDARD Collaboration More Help topics “Copy images” on page 130 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.
161 USING ACROBAT 9 STANDARD 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.
162 USING ACROBAT 9 STANDARD 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.
163 USING ACROBAT 9 STANDARD 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.
164 USING ACROBAT 9 STANDARD 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.
165 USING ACROBAT 9 STANDARD 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.
166 USING ACROBAT 9 STANDARD 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.
167 USING ACROBAT 9 STANDARD Collaboration Participate in an approval workflow If you’re invited to participate in an approval workflow, you receive an email message that provides step-by-step instructions for approving the attached PDF. When you open the PDF, the Stamps palette opens and the document message bar appears at the top of the PDF. If your version of Acrobat is earlier than 7.0, you’re prompted to download the latest version of Reader.
168 USING ACROBAT 9 STANDARD Collaboration PDFs in an approval workflow present instructions and tools. 5 Save the PDF. Important: If you use the Email button in the toolbar to send the PDF, the PDF is no longer part of the workflow, and approval options aren’t available to the recipient of that email message.
169 Chapter 7: Forms You can fill in forms using either Adobe® Acrobat® 9 Standard 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.
170 USING ACROBAT 9 STANDARD 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.
171 USING ACROBAT 9 STANDARD 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.
172 USING ACROBAT 9 STANDARD 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.
173 USING ACROBAT 9 STANDARD 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.
174 USING ACROBAT 9 STANDARD 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.
175 USING ACROBAT 9 STANDARD 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).
176 USING ACROBAT 9 STANDARD 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.
177 USING ACROBAT 9 STANDARD 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.
178 USING ACROBAT 9 STANDARD 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.
179 USING ACROBAT 9 STANDARD 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.
180 USING ACROBAT 9 STANDARD 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).
181 USING ACROBAT 9 STANDARD 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.
182 USING ACROBAT 9 STANDARD 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.
183 USING ACROBAT 9 STANDARD 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 137. 4 In the Distribute Form wizard, select an option for distributing the form.
184 USING ACROBAT 9 STANDARD Forms More Help topics “Setting action buttons” on page 193 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.
185 USING ACROBAT 9 STANDARD 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.
186 USING ACROBAT 9 STANDARD 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.
187 USING ACROBAT 9 STANDARD 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.
188 USING ACROBAT 9 STANDARD 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.
189 USING ACROBAT 9 STANDARD 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.
190 USING ACROBAT 9 STANDARD 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.
191 USING ACROBAT 9 STANDARD 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.
192 USING ACROBAT 9 STANDARD 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.
193 USING ACROBAT 9 STANDARD 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.
194 USING ACROBAT 9 STANDARD 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.
195 USING ACROBAT 9 STANDARD 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.
196 USING ACROBAT 9 STANDARD 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.
197 USING ACROBAT 9 STANDARD 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.
198 USING ACROBAT 9 STANDARD 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.
199 USING ACROBAT 9 STANDARD 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 183 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.
200 USING ACROBAT 9 STANDARD Forms Collecting and managing form data When you distribute a form, Acrobat automatically creates a PDF Portfolio for collecting the data submitted by users. By default, this file is saved in the same folder as the original form and is named filename_responses. You can use this file to compile returned forms. Collect user data 1 After a user submits a form, open the returned form.
201 USING ACROBAT 9 STANDARD Forms Manage form data files You can move the answers on a PDF form to and from other file formats that preserve all the data in much less space than a full PDF. Import form data In some workflow scenarios, individuals submit filled-in forms as data-only files rather than as complete PDF files. These files are not PDFs, but use another file format, such as FDF or XML.
202 USING ACROBAT 9 STANDARD Forms Note: When returned forms are in a response file, the most efficient way to export the information into a spreadsheet is to use the Export Data button in the left navigation panel for the PDF Portfolio response file. About Forms Tracker Use Tracker to manage the forms that you have distributed or received.
203 USING ACROBAT 9 STANDARD Forms Flat fillable forms (three variations) Flat form in browser (no Typewriter tool) A D Interactive fillable form B E F C Fillable forms visually differ from flat forms A. Typewriter tool lets you type in flat forms. Here, the tool is available in purple message bar. B. Typewriter tool available in Tools menu. C. Typewriter tool available from floating toolbar. D. Save form, then open in Acrobat and choose Typewriter tool in Tools menu. E.
204 USING ACROBAT 9 STANDARD Forms 4 When finished, print a copy of the completed form. Fill in flat forms in a browser A common way to view a PDF form is in a web browser, for example, when you click a link on a website. If the form does not contain interactive fields, you can use the Typewriter tool to fill out the form. Some forms open with the Typewriter toolbar displayed. But with others, you must first save the form, then open it directly in Acrobat.
205 USING ACROBAT 9 STANDARD Forms Key Result Enter or Return (multiline text field) Creates paragraph return in same form field Enter or Return (check box) Turns check box on or off Enter (keypad) Accepts typing and deselects current form field Auto-Complete forms (interactive forms only) The Auto-Complete feature stores any entries that you type in an interactive form field. Auto-Complete then suggests or even automatically enters responses that match your typing in other form fields.
206 USING ACROBAT 9 STANDARD Forms Flat form To enable the Typewriter tool, choose Tools > Typewriter > Enable Typewriter Tool In Adobe Reader. This option displays the Typewriter toolbar in a purple message bar when the form is opened in either Acrobat or Reader. If the form is opened in a browser, the Typewriter toolbar appears instead. The Typewriter tool is enabled for the current form only. When you create a different form, redo this task to enable Reader users to use the Typewriter tool.
207 USING ACROBAT 9 STANDARD Forms More Help topics “Forms preferences” on page 170 “Add text using the Typewriter tool” on page 287 “Create forms using Acrobat” on page 173 “Enable Reader users to save form data” on page 174 “Export form data” on page 201 Last updated 9/30/2011
208 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.
209 USING ACROBAT 9 STANDARD 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.
210 USING ACROBAT 9 STANDARD 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.
211 USING ACROBAT 9 STANDARD 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 223.) • 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.
212 USING ACROBAT 9 STANDARD 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.
213 USING ACROBAT 9 STANDARD 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.
214 USING ACROBAT 9 STANDARD 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.
215 USING ACROBAT 9 STANDARD Security Protection required: Action: Prevent forms from being tampered with Use LiveCycle Designer to secure forms and create locking signature fields. See the Adobe LiveCycle Designer Help. Send secure file attachments via email Use security envelopes. Allow only the people you specify to view a PDF Choose Encrypt With Certificate from the Secure button in the Tasks toolbar, or apply security using Adobe LiveCycle Rights Management ES.
216 USING ACROBAT 9 STANDARD Security Securing documents with passwords Add password security You can limit access to a PDF by setting passwords and by restricting certain features, such as printing and editing. Passwords cannot be added to a document if it is already signed or certified. Two types of passwords are available: Document open password With a document open password (also known as a user password), users must type in the password you specify to open the PDF.
217 USING ACROBAT 9 STANDARD Security 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. Security options are not available for PDF/X standards or presets. Compatibility Sets the type of encryption for opening a password-protected document.
218 USING ACROBAT 9 STANDARD Security • Filling In Form Fields And Signing Existing Signature Fields Lets users fill in forms and add digital signatures. This option doesn’t allow them to add comments or create form fields. This option is only available for high (128-bit RC4 or AES) encryption. • Commenting, Filling In Form Fields, And Signing Existing Signature Fields Lets users add comments and digital signatures, and fill in forms.
219 USING ACROBAT 9 STANDARD Security Encrypt a PDF with a certificate 1 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 Choose Advanced > Security > Encrypt With Certificate or click the Secure button in the Tasks toolbar, and choose Encrypt With Certificate. 3 At the prompt, click Yes. 4 In the Certificate Security Settings dialog box, select the document components to encrypt.
220 USING ACROBAT 9 STANDARD Security 5 Do any of the following: • To check a trusted identity, select the recipient, and then click Details. • To remove recipients, select one or more recipients, and then click Remove. Do not remove your own certificate unless you do not want access to the file using that certificate. • To change permissions of recipients, select one or more recipients, and then click Permissions. 6 Click Next, and then click Finish.
221 USING ACROBAT 9 STANDARD Security • 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. 5 Select either Email Request or Save Request As A File. Then click Next. 6 Select the digital ID file to use, and then click Select.
222 USING ACROBAT 9 STANDARD Security • In Reader, choose Document > Manage Trusted Identities. 2 In the Display menu, select Contacts, and then click Add Contacts. 3 Do any of the following: • If Windows certificate digital IDs are allowed, select the appropriate directory and group. • If your organization has configured an identity search directory, click Search to locate certificates. • Click Browse, select the certificate file, and click Open.
223 USING ACROBAT 9 STANDARD Security 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. (The fingerprint refers to the MD5 digest and SHA1 digest values.) You can check certificate information for your own digital ID files or for ID files that you import.
224 USING ACROBAT 9 STANDARD Security 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. By trusting the root certificate, you trust all certificates issued by that certificate authority. Signed Documents Or Data Acknowledges the identity of the signer.
225 USING ACROBAT 9 STANDARD Security 2 Select Directory Servers on the left, and then click Import. Select the FDF file, and click Open. 3 If the FDF file is signed, click the Signature Properties button to check the current signature status. 4 Click Import Search Directory Settings. 5 Click OK if prompted to confirm your choice. The directory server appears in the Security Settings dialog box.
226 USING ACROBAT 9 STANDARD Security Connect to Adobe LiveCycle Rights Management ES 1 Choose Advanced > Security Settings. 2 Click Adobe LiveCycle Rights Management Servers on the left. 3 Click the New button . 4 Type a name in the Name box and the URL in the Server Name box. Add the port number and click Connect To This Server. 5 Type the user name and password for your account, and click OK.
227 USING ACROBAT 9 STANDARD Security A B C Security policies A. Policies are stored on server. B. Policies are applied to a PDF. C. Users can open, edit, and print a document only if permitted by policy. Setting up server-based security policies involves four main stages: Configure the Adobe LiveCycle Rights Management ES The system administrator of your company or group usually configures Adobe LiveCycle Rights Management ES, manages accounts, and sets up organizational policies.
228 USING ACROBAT 9 STANDARD Security 4 Type a name and description for the policy, do one of the following, and then click Next: • To specify passwords and restrictions whenever you apply this policy to a document, clear the Save Passwords With The Policy option. • To save passwords and restriction settings with the policy, select Save Passwords With The Policy. 5 Specify a compatibility setting and password options.
229 USING ACROBAT 9 STANDARD Security Embed file attachments in security envelopes for secure transit. 1 Click the Secure button in the Tasks toolbar, and choose Create Security Envelope. 2 Click Add File To Send, select the documents you want to attach, and then click Open. Click Next. 3 Select an envelope template and click Next. 4 Select a delivery method, and click Next. 5 If an envelope policy has been created, select it or select New Policy, and then follow the steps to create a policy.
230 USING ACROBAT 9 STANDARD Security 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. To apply a server policy to a document, connect to Adobe LiveCycle Rights Management ES. Adobe LiveCycle Rights Management security policies must be stored on a server, but PDFs to which the policies are applied need not be.
231 USING ACROBAT 9 STANDARD Security 2 Select Advanced > Security > Remove Security. Export security settings 1 Choose Advanced > Security > Export Security Settings. 2 Choose which groups of settings you want to share and click OK. 3 Review and modify the security settings as needed, and then click Export. 4 Select the method to use to encrypt the security settings (if desired), and then click OK. 5 Certify the file.
232 USING ACROBAT 9 STANDARD Security 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. A digital ID is like a driver’s license or passport. It proves your identity to people and institutions that you communicate with electronically. A digital ID usually contains your name and email address, the name of the company that issued your digital ID, a serial number, and an expiration date.
233 USING ACROBAT 9 STANDARD Security 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 .p12 in Mac OS. You need the digital ID password (if any) to complete this task.
234 USING ACROBAT 9 STANDARD Security 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. You can export and send your certificate file to contacts who can use it to validate your signature. Important: Make a backup copy of your digital ID file. If your digital ID file is lost or corrupted, or if you forget your password, you cannot use that profile to add or validate signatures.
235 USING ACROBAT 9 STANDARD Security 3 Click the Usage Options button , and choose a task for which you want the digital ID as the default. To specify the digital ID as the default for two tasks, click the Usage Options button again and select a second option. A check mark appears next to selected options. If you select only the signing option, the Sign icon appears next to the digital ID. If you select only the encryption option, the Lock icon appears.
236 USING ACROBAT 9 STANDARD Security More Help topics “Delete a certificate from trusted identities” on page 224 Protecting digital IDs By protecting your digital IDs, you can prevent unauthorized use of your private keys for signing or decrypting confidential documents. Make sure that you have a procedure in place in the event your digital ID is lost or stolen.
237 USING ACROBAT 9 STANDARD Security Examine a PDF for hidden content Use the Examine Document feature to find and remove content from a document that you don’t want, such as hidden text, metadata, comments, and attachments. If you want to examine every PDF for hidden content before you close it or send it in email, specify that option in the Documents preferences using the Preferences dialog box. 1 Choose Document > Examine Document.
238 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.
239 USING ACROBAT 9 STANDARD 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.
240 USING ACROBAT 9 STANDARD Digital signatures More Help topics “Enable right-to-left languages” on page 52 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.
241 USING ACROBAT 9 STANDARD 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.
242 USING ACROBAT 9 STANDARD 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.
243 USING ACROBAT 9 STANDARD 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.
244 USING ACROBAT 9 STANDARD 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.
245 USING ACROBAT 9 STANDARD Digital signatures You can apply a certifying signature only if the PDF doesn’t already contain any other signatures. Certifying signatures in the Signatures panel indicates a valid certifying signature. A digital can be visible or invisible. A blue ribbon icon ID is required to add the certifying digital signature. 1 Click the Sign button in the Tasks toolbar and choose one of the following options: • Certify With Visible Signature. • Certify Without Visible Signature.
246 USING ACROBAT 9 STANDARD Digital signatures Validating signatures Checking the validity of a signature When signatures are validated, an icon appears in the document message bar to indicate the signature status. Further details about the status appear in the Signatures panel and in the Signature Properties dialog box. Third-party signature handlers can provide alternate methods of validating signatures. Check the documentation included with your third-party digital ID.
247 USING ACROBAT 9 STANDARD Digital signatures 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. Embedding these elements can occur when the document is signed, or after signature creation.
248 USING ACROBAT 9 STANDARD Digital signatures 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. 3 Click Advanced Preferences, and then click the Verification tab. 4 Select verification options. 5 (Windows only) Click the Windows Integration tab, and specify whether you can import identities from the Windows Certificates feature into the list of trusted identities.
249 USING ACROBAT 9 STANDARD Digital signatures 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.
250 USING ACROBAT 9 STANDARD Digital signatures Compare versions of a signed document After a document is signed, you can display a list of the changes made to the document after the last version. 1 In the Signatures panel, select the signature. 2 Choose Compare Signed Version To Current Version from the Option menu 3 When you’re done, close the temporary document. Last updated 9/30/2011 .
251 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 Standard 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.
252 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow 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. For more information about accessibility features, see these online resources: • Acrobat 9 accessibility, overview, new features, and FAQ: www.adobe.
253 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow For more information about PDF accessibility, see www.webaim.org/techniques/acrobat/. More Help topics “Recognize text in scanned documents” on page 63 “Set the document language” on page 267 “Prevent security settings from interfering with screen readers” on page 267 “Keys for accessibility” on page 362 About tags, accessibility, reading order, and reflow PDF tags are similar in many ways to XML tags.
254 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow • Save the document as accessible text and then read the saved text file in a word-processing application to experience the document as it will be experienced by readers who use a braille printer. Note: The accessibility checker tools can help to identify areas of documents that may be in conflict with the Adobe interpretation of the accessibility guidelines referenced in the application and its documentation.
255 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow “This document appears to contain no text. It may be a scanned image.” Quick Check has found that the PDF contains no searchable text, probably because the document consists entirely of one or more scanned images. This means that screen readers, Read Out Loud, Reflow view, and most other accessibility features—which rely on text as input—will not work with this document.
256 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow Use Document Structure For Tab Order When No Explicit Tab Order Is Specified Improves navigation of form fields and links in documents that don’t specify a tab order. Always Display The Keyboard Selection Cursor Select this option if you use a screen magnifier. This preference corresponds to the Always Display The Keyboard Selection Cursor option in the Accessibility Setup Assistant.
257 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow Accessibility preferences in Reading panel Reading Order Specifies the reading order of documents. The reading order preferences also appear in the Accessibility Setup Assistant. • Infer Reading Order From Document (Recommended) Interprets the reading order of untagged documents by using an advanced method of structure-inference layout analysis.
258 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow Confirm Before Tagging Documents When selected, lets the user confirm the options that will be used before Acrobat prepares an untagged document for reading. Tagging can be a time-consuming procedure, especially for larger documents. This preference corresponds to the Confirm Before Tagging Documents option in the Accessibility Setup Assistant.
259 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow • To increase or decrease the scrolling speed, press the Up Arrow or Down Arrow key, depending on the direction of scrolling. • To reverse the direction of scrolling, press the minus sign (-) key. • To jump to the next or previous page, press the Left Arrow or Right Arrow key. To stop automatic scrolling, press Esc or choose View > Automatically Scroll again.
260 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow Headings and columns (left) reflow in a logical reading order (right). 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.
261 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow Activate or deactivate Read Out Loud You must activate Read Out Loud before you can use it. You can deactivate Read Out Loud to free system resources and improve performance of other operations. ❖ Do one of the following: • Choose View > Read Out Loud > Activate Read Out Loud. • Choose View > Read Out Loud > Deactivate Read Out Loud. You can also use the Select Tool to locate text. Activate Read Out Loud, and then choose Tools > Select Tool.
262 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow Creating accessible PDFs Workflow for creating accessible PDFs At a high level, the process of creating accessible PDFs consists of a few basic stages: 1 Consider accessibility before you convert a document to PDF. 2 As needed, add fillable form fields and descriptions, and set the tab order. 3 Add other accessibility features to the PDF. 4 Tag the PDF. 5 Evaluate the PDF and repair tagging problems.
263 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow Tag the PDF Improve the accessibility of PDFs by adding tags in Acrobat. If a PDF doesn’t contain tags, Acrobat attempts to tag it automatically when users read or reflow it, and the results may be disappointing. With a tagged PDF, the logical structure tree sends the contents to a screen reader or other assistive software or hardware in an appropriate order.
264 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow PDFMaker provides conversion settings that let you create tagged PDFs in Microsoft Excel, PowerPoint, and Word. For more information about creating accessible PDFs, see www.adobe.com/accessibility. For more information, see the documentation for your authoring application. About tags in combined PDFs You can combine multiple files from different applications in one operation to create a single PDF.
265 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow About tools for creating accessible PDF forms Adobe offers several tools for the creation of accessible PDF forms: Acrobat Pro, Acrobat Pro Extended, Acrobat Standard Use one of these applications to open untagged or tagged PDF forms (except PDF forms that are created from LiveCycle Designer) to add fillable form fields, such as text boxes, check boxes, and buttons. Then use the application’s other tools to make the form accessible.
266 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow 2. Set and test the tab order of a form. The tab order for form fields enables people with disabilities to use a keyboard to move from field to field in a logical order. In PDF forms, set the tab order to Use Document Structure.
267 USING ACROBAT 9 STANDARD Accessibility, tags, and reflow Set the document language Setting the document language in a PDF enables some screen readers to switch to the appropriate language. You can set the document language for an entire document with Acrobat Pro, Acrobat Pro Extended, or Acrobat Standard. You can set the document language for specific portions of a multilanguage document with Acrobat Pro or Acrobat Pro Extended. • To set the language for an entire document, choose File > Properties.
268 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 Standard 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.
269 USING ACROBAT 9 STANDARD Editing PDFs More Help topics “PostScript options” on page 356 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 .
270 USING ACROBAT 9 STANDARD 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.
271 USING ACROBAT 9 STANDARD 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 279 Rename a bookmark ❖ Select the bookmark in the Bookmarks panel, choose Rename Bookmark in the options menu , and type the new bookmark name.
272 USING ACROBAT 9 STANDARD 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.
273 USING ACROBAT 9 STANDARD 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.
274 USING ACROBAT 9 STANDARD Editing PDFs 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. Create a link using the Select tool or Snapshot tool 1 Using the Select tool or the Snapshot tool which you want to create a link. (Tools > Select & Zoom), drag to select the text or image from 2 Right-click the selection, and choose Create Link.
275 USING ACROBAT 9 STANDARD Editing PDFs Edit a link action 1 Select the Link tool and double-click the link rectangle. 2 In the Actions tab of the Link Properties dialog box, select the listed action you want to change, and click Edit. Delete a link 1 Select the Link tool or the Select Object tool . 2 Select the link rectangle you want to delete. 3 Choose Edit > Delete, or press the Delete key.
276 USING ACROBAT 9 STANDARD Editing PDFs View and manage destinations Manage destinations from the Destinations panel in the navigation pane. View destinations ❖ Choose View > Navigation Panels > Destinations. All destinations are automatically scanned. Sort the destinations list ❖ Do one of the following: • To sort destination names alphabetically, click the Name label at the top of the Destinations panel.
277 USING ACROBAT 9 STANDARD Editing PDFs 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. Important: If you attach EXE, VBS, or ZIP file formats, Acrobat warns you that it won’t open the file once attached because the format is associated with malicious programs, macros, and viruses that can damage your computer. 3 To make the attachment viewable in Acrobat 5.
278 USING ACROBAT 9 STANDARD Editing PDFs 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 (.dwg and .dwf), HTML files, and Rich Text Format (.rtf) files.
279 USING ACROBAT 9 STANDARD Editing PDFs 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. Add actions with page thumbnails To enhance the interactive quality of a document, you can specify actions, such as changing the zoom value, to occur when a page is opened or closed. 1 Click the Pages button on the left.
280 USING ACROBAT 9 STANDARD Editing PDFs 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. Show/Hide A Field Toggles between showing and hiding a field in a PDF document. This option is especially useful in form fields.
281 USING ACROBAT 9 STANDARD Editing PDFs When you first create a PDF from web pages, tagged bookmarks are generated if Create Bookmarks is selected in the Web Page Conversion Settings dialog box. A standard (untagged) bookmark representing the web server appears at the top of the Bookmarks tab. Under that bookmark is a tagged bookmark for each web page downloaded; the tagged bookmark’s name comes from the page’s HTML title or the URL, if no title is present.
282 USING ACROBAT 9 STANDARD Editing PDFs A B A 1 C 2 A 3 The flow of an article thread. The user reads through text A, skips text B and C, and moves on to text A again. Define articles You create an article by defining a series of boxes around the content in the order in which you want the content read. The navigational path you define for an article is known as the article thread. You create a thread connecting the various boxes, unifying them into a continuous text flow.
283 USING ACROBAT 9 STANDARD Editing PDFs 2 To read an article, double-click it, or select the article and choose Read Article from the options menu in the Articles panel. The first line of the article appears in the upper left corner. 3 To hide the Articles panel after the article opens, select Hide After Use in the options menu of the Articles panel.
284 USING ACROBAT 9 STANDARD Editing PDFs 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. 2 Select the plus sign (+) at the bottom of the article box, and click OK to dismiss the prompt to create a new article box. 3 Ctrl-click an article box you want to be read next.
285 USING ACROBAT 9 STANDARD 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.
286 USING ACROBAT 9 STANDARD 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.
287 USING ACROBAT 9 STANDARD 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. Note: Editing and saving a digitally signed PDF invalidates the signature.
288 USING ACROBAT 9 STANDARD Editing PDFs 4 In the TouchUp Properties dialog box, click the Text tab to display the font name and font properties as well as embedding and subset capabilities. 5 To see a list of all the fonts, scroll through the Font menu. Document fonts are listed first. Your system fonts are listed below the document fonts. 6 Choose a font from the Font menu, check the permissions to determine which options are available for that font, and then select an embedding option.
289 USING ACROBAT 9 STANDARD Editing PDFs 2 (Optional) Add one or more objects to the current selection: • Ctrl-click an object. • Shift-click to add a range of objects. (The Select Object tool includes all objects when you Shift-click.) Using Shift selects all items that lie within the rectangular bounding box formed by all items in the selection (including the item that was just added). Move an object 1 Click the object with the Select Object tool or with the tool used to create it.
290 USING ACROBAT 9 STANDARD 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.
291 USING ACROBAT 9 STANDARD 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.
292 USING ACROBAT 9 STANDARD Editing PDFs 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. 5 Select Auto Flip, and enter the number of seconds between automatic page turning.
293 USING ACROBAT 9 STANDARD Editing PDFs 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. You can change any of these settings to control how the document appears the next time it is opened. You can also create JavaScript that runs when a page is viewed, a document is opened, and more.
294 USING ACROBAT 9 STANDARD 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.
295 USING ACROBAT 9 STANDARD Editing PDFs Use the Object Data tool to view object grouping and object data. More Help topics “Find text in multiple PDFs” on page 303 View and edit Visio object metadata 1 Choose Tools > Analysis > Object Data Tool. 2 Double-click an object on the page to show its metadata. The Model Tree opens and shows a hierarchical list of all structural elements. The selected object’s metadata appears as editable properties and values at the bottom of the Model Tree.
296 USING ACROBAT 9 STANDARD 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. For a video on working with layers, see www.adobe.com/go/lrvid4082_a9.
297 USING ACROBAT 9 STANDARD Editing PDFs Apply Export Overrides Displays layers according to the Export settings in the Layer Properties dialog box (Exports When Visible, Never Exports, Always Exports). Apply Layer Overrides Displays all layers. This option affects all optional content in the PDF, even layers that are not listed in the Layers panel. All layers are visible, regardless of the settings in the Layer Properties dialog box.
298 USING ACROBAT 9 STANDARD Editing PDFs 4 Select the Link tool , and drag in the document pane to create a link. (Because content is added to all layers, it doesn’t matter that you are apparently creating the link on the target layer. The link works from any layer.) 5 In the Create Link dialog box, select Custom Link and click Next. 6 Click the Appearance tab in the Link Properties dialog box, and set the appearance of the link.
299 USING ACROBAT 9 STANDARD Editing PDFs Interact with geospatial PDFs When you open a geospatially enabled PDF, you can find locations, measure distances, and add location markers. You can also copy coordinates to the clipboard for use with a web mapping service. View the geospatial measuring tools by choosing Tools > Analysis > Show Analysis Toolbar.
300 USING ACROBAT 9 STANDARD Editing PDFs Measure distance, perimeter, and area on maps When you open a geospatial PDF, the Acrobat measuring tools read the geospatial information and measure distance and area instead of page or object dimensions. Use the measurement tools to calculate distance, perimeter, and area on any geospatially enabled PDF. As you move the mouse pointer over content in the document, snap markers are shown that indicate that you are on a path or path end point.
301 USING ACROBAT 9 STANDARD Editing PDFs Display Value As Determines how latitude and longitude values are calculated. Choose Decimal to display latitude and longitude as a decimal fraction. Choose Degrees, Minutes, Seconds to divide each degree of longitude into 60 minutes, each of which is divided into 60 seconds. Display Direction As Choose between Signed and Named. Named direction displays an N (north) or S (south) next to the Latitude, and an E (east) and W (west) for Longitude.
302 Chapter 12: Searching and indexing You have lots of control and lots of possibilities for running effective and efficient searches in Adobe® Acrobat® 9 Standard. A search can be broad or narrow, including many different kinds of data and covering multiple Adobe PDFs. Searching PDFs Search features overview You run searches to find specific items in PDFs.
303 USING ACROBAT 9 STANDARD Searching and indexing 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. Arrange the PDF document window and Search window ❖ In the Search window, click Arrange Windows.
304 USING ACROBAT 9 STANDARD Searching and indexing 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. During a search, you can click a result or use keyboard shortcuts to navigate the results without interrupting the search.
305 USING ACROBAT 9 STANDARD Searching and indexing 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. Expand the list to show the individual search results within that document. In PDFs, jumps to that instance of the search term, usually in the body text of the PDF.
306 USING ACROBAT 9 STANDARD Searching and indexing the current PDF, a folder, or an index created with Acrobat 6.0 or later. Wildcard characters (*, ?) aren’t permitted in stemming searches. Stemming isn’t available if either Whole Words Only or Case-Sensitive is selected. • Include Bookmarks Searches the text of any bookmarks, as viewed in the Bookmarks panel. • Include Comments Searches the text of any comments added to the PDF, as viewed in the Comments panel.
307 USING ACROBAT 9 STANDARD Searching and indexing Search index files of cataloged PDFs A full-text index is created when someone uses Acrobat to define a catalog of PDFs. You can search that index rather than running a full-text search of each individual PDF in the catalog. An index search produces a results list with links to the occurrences of the indexed documents. Note: To search a PDF index, you must open Acrobat as a stand-alone application, not within your web browser.
308 USING ACROBAT 9 STANDARD Searching and indexing Maximum Cache Size Limits the temporary cache of search information for the Fast Find option to the specified size in megabytes (between 5 and 100,000). The default setting is 100. Purge Cache Contents Deletes the Fast Find option’s entire temporary cache of search information. Creating PDF indexes Create and manage an index in a PDF You can reduce the time required to search a long PDF by embedding an index of the words in the document.
309 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.
310 USING ACROBAT 9 STANDARD 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.
311 USING ACROBAT 9 STANDARD 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.
312 USING ACROBAT 9 STANDARD Multimedia and 3D models Note: You can hide the toolbar by right-clicking the 3D model and choosing Tools > Hide Toolbar. To show the toolbar, choose Show Toolbar from the same context menu. This option isn’t available in Adobe Reader. 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.
313 USING ACROBAT 9 STANDARD Multimedia and 3D models Enable Extra Lighting menu Lists the different lighting effects that are available to enhance the illumination of the 3D object. Experiment to get the visual effects you want. 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.
314 USING ACROBAT 9 STANDARD Multimedia and 3D models Change rendering mode, lighting, projection, and background The model rendering mode determines the surface appearance of the 3D model. The default rendering mode is usually solid, but you can also choose another rendering mode. You can also change the lighting of the 3D model as well as the background. A B C D Changing the appearance of the 3D model A. Default appearance B. Wireframe rendering mode C. Colored lighting D.
315 USING ACROBAT 9 STANDARD Multimedia and 3D models View pane The middle pane lists the views that have been defined for the 3D object. When you change a view, click one of the listed views to return the 3D model to a saved state. See “Set 3D views” on page 322. 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.
316 USING ACROBAT 9 STANDARD 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.
317 USING ACROBAT 9 STANDARD 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.
318 USING ACROBAT 9 STANDARD 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.
319 USING ACROBAT 9 STANDARD 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.
320 USING ACROBAT 9 STANDARD 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.
321 USING ACROBAT 9 STANDARD 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.
322 USING ACROBAT 9 STANDARD 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.
323 USING ACROBAT 9 STANDARD 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.
324 USING ACROBAT 9 STANDARD 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.
325 USING ACROBAT 9 STANDARD 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 “Commenting” on page 146 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. When you add 3D comments to the default view of a model, a new view, called 3DCommentView is created.
326 USING ACROBAT 9 STANDARD Multimedia and 3D models • 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. When you select a comment, the 3D model appears in the same view it was in when the comment was added.
327 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.
328 USING ACROBAT 9 STANDARD 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.
329 USING ACROBAT 9 STANDARD 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.
330 USING ACROBAT 9 STANDARD 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.
331 USING ACROBAT 9 STANDARD 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).
332 USING ACROBAT 9 STANDARD 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.
333 USING ACROBAT 9 STANDARD 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.
334 USING ACROBAT 9 STANDARD Color management More Help topics “Convert document colors to another profile (Photoshop)” on page 342 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.
335 USING ACROBAT 9 STANDARD Color management You can approximate how colors will look on uncalibrated monitors by using the sRGB color space. However, because color reproduction varies among uncalibrated monitors, you still won’t be able to anticipate the true range of potential display variations. Proofing colors Soft-proofing colors In a traditional publishing workflow, you print a hard proof of your document to preview how its colors will look when reproduced on a specific output device.
336 USING ACROBAT 9 STANDARD Color management Macintosh RGB or Windows RGB (Photoshop and Illustrator) Creates a soft proof of colors in an image using either a standard Mac OS or Windows monitor as the proof profile space to simulate. Both options assume that the simulated device will display your document without using color management. Neither option is available for Lab or CMYK documents.
337 USING ACROBAT 9 STANDARD Color management • Let the application determine colors. • (Photoshop and InDesign) Do not use color management. In this workflow, no color conversion occurs. You may also need to turn off color management in your printer driver. This method is useful primarily for printing test targets or generating custom profiles.
338 USING ACROBAT 9 STANDARD Color management • Tweak a profile created using one of the previous methods with profile-editing software. This software can be complex to use, but it lets you correct problems with a profile or simply adjust a profile to produce results more to your taste. More Help topics “Install a color profile” on page 340 Working with color profiles About color profiles Precise, consistent color management requires accurate ICC-compliant profiles of all of your color devices.
339 USING ACROBAT 9 STANDARD 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.
340 USING ACROBAT 9 STANDARD 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.
341 USING ACROBAT 9 STANDARD 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.
342 USING ACROBAT 9 STANDARD 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.
343 USING ACROBAT 9 STANDARD Color management 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. • To save color settings as a preset, click Save in the Color Settings dialog box. To ensure that the application displays the setting name in the Color Settings dialog box, save the file in the default location.
344 USING ACROBAT 9 STANDARD Color management CMYK Determines the CMYK color space of the application. All CMYK working spaces are device-dependent, meaning that they are based on actual ink and paper combinations. The CMYK working spaces Adobe supplies are based on standard commercial print conditions. Gray (Photoshop) or Grayscale (Acrobat) Determines the grayscale color space of the application. Spot (Photoshop) Specifies the dot gain to use when displaying spot color channels and duotones.
345 USING ACROBAT 9 STANDARD Color management Color management policy options A color management policy determines how the application handles color data when you open a document or import an image. You can choose different policies for RGB and CMYK images, and you can specify when you want warning messages to appear. To display color management policy options, choose Edit > Color Settings. To view a description of a policy, select the policy and then position the pointer over the policy name.
346 USING ACROBAT 9 STANDARD Color management Intent (Photoshop, Illustrator, InDesign) Specifies the rendering intent used to translate one color space to another. Differences between rendering intents are apparent only when you print a document or convert it to a different working space. Use Black Point Compensation Ensures that the shadow detail in the image is preserved by simulating the full dynamic range of the output device.
347 USING ACROBAT 9 STANDARD Color management that of the monitor. However, this causes a mismatch between the monitor display and the output. When the option is deselected, distinct colors in the image may display as a single color. Blend RGB Colors Using Gamma Controls how RGB colors blend together to produce composite data (for example, when you blend or paint layers using Normal mode). When the option is selected, RGB colors are blended in the color space corresponding to the specified gamma.
348 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.
349 USING ACROBAT 9 STANDARD 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.
350 USING ACROBAT 9 STANDARD 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.
351 USING ACROBAT 9 STANDARD Printing 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. Change print settings for a layer 1 Click the Layers icon in the navigation panel. 2 Expand the layers area, select a layer, and then select Layer Properties from the Options menu.
352 USING ACROBAT 9 STANDARD Printing 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. Number Of Copies Prepopulates the Copies box in the Print dialog box. Choose a number from 2 to 5, or choose Default to use the application default, which is one copy. This limitation prevents multiple unwanted copies from being printed.
353 USING ACROBAT 9 STANDARD 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.
354 USING ACROBAT 9 STANDARD 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 104. 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.
355 USING ACROBAT 9 STANDARD 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.
356 USING ACROBAT 9 STANDARD Printing To learn more about an option, select it. A description appears at the bottom of the dialog box. 2 Set options for PostScript printers, and then click OK. Note: Acrobat sets the PostScript level automatically, based on the selected printer. PostScript options Use the PostScript Options panel of the Advanced Print Setup dialog box to set options for a particular PostScript printer.
357 USING ACROBAT 9 STANDARD Printing If Download Asian Fonts is not selected, the PDF prints correctly only if the referenced fonts are installed on the printer. If the printer has similar fonts, the printer substitutes those. If there are no suitable fonts on the printer, Courier is used for the text. If Download Asian Fonts does not produce the results you want, print the PDF as a bitmap image. Printing a document as an image may take longer than using a substituted printer font.
358 Chapter 16: 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.
359 USING ACROBAT 9 STANDARD Keyboard shortcuts Result Windows/UNIX Action Mac OS Action Sticky Note tool S S Text Edits tool E E Stamp tool K K Current highlighting tool U U Cycle through highlighting tools: Highlighter, Underline Text, Cross Out Text Shift+U (Windows only) Shift+U Arrow tool D D Cycle through drawing markup tools: Arrow, Line, Rectangle, Oval, Polygon Line, Polygon, Pencil Tool, Eraser Tool Shift+D (Windows only) Shift+D Text Box tool X X Attach file as commen
360 USING ACROBAT 9 STANDARD Keyboard shortcuts 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 pane) Ctrl+F6 Command+F6 Move to previous open document (when focus is on document pane) Ctrl+Shift+F6 Command+Shift+F6 Close current document Ctrl+F4 Command+F4 Close all
361 USING ACROBAT 9 STANDARD Keyboard shortcuts Result Windows/UNIX Action Mac OS Action 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 button) Up Arrow or Down Arrow Move to next navigation panel and make it active (when focus is anywhere in the navigation pane) Ctrl+Tab Not available Expand the current bookmark (focus on Bookmarks panel) Right Arrow or Shift+plus si
362 USING ACROBAT 9 STANDARD 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 documen
363 Last updated 9/30/2011 Index Numerics 3D content 3D preferences 323 bookmarking views 322 commenting 324 Acrobat Distiller about 85 printing preferences 66 setting properties 67 naming files 86 Adobe PDF settings. See Adobe PDF options settings 86, 87, 89 Adobe Photoshop cross sections 317 Acrobat Self-Sign Security. See Default Certificate Security resampling and compressing images with 98 defined views 322 Acrobat.
USING ACROBAT 9 STANDARD 364 Last updated 9/30/2011 Index embedding 52 creating from web pages 84 printing as bitmap images 52 deleting 271 width only versions 101 destination 270 certifying checklist 244 documents 244 Assign Profile command 341 finding current 28 CGI assistive technology, and AutoSave 123 generating 126 Attach File As Comment tool 159 hiding after use 29 Attach For Email Review command 139 in PDF layers 297 check boxes, as form elements 171 attaching managing 270 Chin
USING ACROBAT 9 STANDARD 365 Last updated 9/30/2011 color management conversion options Index connecting lines 148 content, protecting 217 JPEG 126 expanding in Comments list 160 continuous-tone images, compressing 99 PNG 127 exporting 165 conversion settings TIFF 127 filtering 161 Adobe PDF printer 65 color model working space 341 finding 163 converting web pages 83 color profiles font and font size 148 customizing 89 about 338 from 3D measurements 325 display 85 assigning and remov
USING ACROBAT 9 STANDARD 366 Last updated 9/30/2011 Index bookmarks for web pages 281 links 275 EPS files 125 markups 153, 156, 164 headers and footers 109 page thumbnails 268 dimmed menu items, security 212 pages 119 disabilities.
USING ACROBAT 9 STANDARD 367 Last updated 9/30/2011 E Edge Shadow Removal option 62 editing Index Export PDF button 124 Fit Page command 38 exporting Fit Visible command 37 See also saving Fit Width button 37 articles 282 form values 199 Flash movies.
USING ACROBAT 9 STANDARD 368 Last updated 9/30/2011 Index securing 217 grabber bar, on toolbars 22 Highlight Color preferences 170 tabbing order of 269 gradients, banding 91 Highlighter tool 153 validating 191 graphics tablets, signing PDFs with 241 highlighting text (markup) 151 grayed out menu items, security 212 History (in Organizer) forms See also form fields grayscale images about types of 169 color space profiles 94 accessibility 266 resampling and compressing 92 Auto-Complete 170
USING ACROBAT 9 STANDARD 369 Last updated 9/30/2011 Insert Text At Cursor tool 152 inserting text, text edit comments 151 Index L labels, showing and hiding 24 language locking comments 150 documents for security 216 installing Adobe Digital Editions 51 accessibility 252 PDF layers 296 interactivity change in video 309 toolbars 24 adding buttons 193 interlacing, in PNG files 127 right-to-left 52 long-term signature validation 247 support 52 lossy and lossless compression 99 International Co
USING ACROBAT 9 STANDARD 370 Last updated 9/30/2011 Index create PDFs from 77 New Window command 42 output device profiles 337, 338, 340 PDF settings for Office files 71 non-English language support 52 Oval tool 155 Visio 294 non-PostScript printers, and paper size 68 ovals Microsoft Office note comments creating 155 create PDFs from Excel files 72 about 150 deleting 156 create PDFs from Outlook files 73 adding to markups 152 create PDFs from Word or PowerPoint 73 printing 162 show PDF
USING ACROBAT 9 STANDARD 371 Last updated 9/30/2011 Index scanning 59 PDF presets 87 performance. See optimization setting actions for 279 PDF reviews Perimeter tool 44 Pages Per Sheet option 349 add reviewers 145 Permissions password 216 Pan & Zoom Window command 38 exporting comments 165 photographs, compressing 99 paper size, as opposed to page size 68 importing comments 165 Photoshop.
USING ACROBAT 9 STANDARD 372 Last updated 9/30/2011 Reviewing 137 Search 307 set digital signature appearance 239 presentations Index process colors color management considerations 332 prologue files 95 reordering layers 297 replacing pages 119 Proof Setup command 335 Reset Form button 198 preferences 33 proofreading marks and comments 151 resetting setting up 289 properties preserving Adobe PDF printer 67 form actions 280 toolbars 24 black generation settings 94 Properties Bar command 24
USING ACROBAT 9 STANDARD 373 Last updated 9/30/2011 Index rollovers 196 scroll bars 27 Rotate Pages command 41 scrolling rotating pages 117 changing view 41 RSA security 233 RSS, subscribing to 144 tracking documents in 143 tutorial 8 automatic 258 sharing files 132 automatically 29 sharing PDF Portfolios 107 default page layout 33 sharing your desktop 134 searching Show Documents in Windows Taskbar 33 ruler guides, creating 43 Advanced Search 305 Show Splash Screen option 33 Run Length
USING ACROBAT 9 STANDARD 374 Last updated 9/30/2011 spell checking adding words to dictionary 164 forms and comments 164 while typing 164 Index searching 302 web pages 263 text accessible, converting 128 tools 3D navigation 311 selecting 19 single-key access 33 split window 42 adding 286, 287 tracked PDF documents, review 140 splitting PDFs 117 Asian.
USING ACROBAT 9 STANDARD 375 Last updated 9/30/2011 V validating Index appending to documents 83 selecting tools temporarily 19 Asian-language, converting to PDF 80 view 37 form fields 191 backgrounds 84, 85 signatures 246, 247 conversion settings 83 time period for signatures 223 converted to Adobe PDF 280 time stamp certificates 249 converting images in 84 vector graphics 98 converting in Internet Explorer 80 version compatibility 78, 90 converting to PDF 55 video clips.
