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iii Contents Chapter 1: Workspace Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Mobile Link: open once, read anywhere . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Viewing PDFs and viewing preferences . . . . . . .
iv ACROBAT DC Contents Chapter 4: Forms PDF forms basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161 Creating and distributing PDF forms Filling in PDF forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162 . . . . . . . . . . . .
v ACROBAT DC Contents Digital IDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293 Securing PDFs with certificates Opening secured PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298 . . . . . . . . . . . . .
vi ACROBAT DC Contents Adding multimedia to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456 Add comments to videos (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1 Chapter 1: Workspace Workspace basics Workspace overview Adobe Acrobat DC user interface has three views - Home, Tools, and Document. Home This is the gateway or the landing page when you don’t have a PDF opened in Acrobat DC. Tools This is the go to place to discover the tools that’s available in Acrobat DC. All Acrobat DC tools are shown in this view. Document This is the default view whenever a document is opened in Acrobat DC.
2 Workspace Last updated 4/7/2015
3 Workspace In the Home > Sent file list, you can: • Track and manage your sent files online. The available options are displayed when you choose a file in the right pane. • Manage your files sent for signature using the Manage Document Sent for Signature link at the bottom in the right pane. Tools center This is the go to place to discover the tools that’s available in Acrobat. All the tools are shown in this view.
4 Workspace Add or remove shortcuts of tools in the right pane To add a shortcut of a tool in the right pane, click the Add button below the tool name. To remove the shortcut of a tool from the right pane, click the Down Arrow button next to Open below the tool name, and then choose Remove Shortcut.
5 Workspace Alternatively, to remove the shortcut, click the cross button for the shortcut in the right pane. Document view This is the default view whenever a document is opened in Acrobat. The menu bar and the toolbar are visible at the top of the work area. The work area for the stand-alone application includes a document pane in the middle, a navigation pane on the left, and tools or task pane on the right side. The document pane displays Adobe® PDFs.
6 Workspace Menus and context menus Ordinarily, it’s a good idea to keep the Acrobat menus visible so that they are available as you work. It is possible to hide them, using the View > Show/Hide > Menu Bar command. However, the only way to display and use them again is by pressing F9 (Windows) or Shift+Command+M (Mac OS). Unlike the menus that appear at the top of your screen, context-sensitive menus display commands related to the active tool or selection.
7 Workspace Quick tools You can add tools you use frequently from the Tools to the Quick Tools toolbar. 1 Right-click an empty space in the toolbar and choose Customize Quick Tools. 2 In the Customize Quick Tools dialog box, do any of the following: • To add a tool, select it in the left pane and click the Up Arrow • To remove a tool, select its icon and click the Delete icon. icon.
8 Workspace Select a tool By default, the Select tool is active when Acrobat opens, because it is the most versatile tool. ❖ Do one of the following: • Select a tool in a toolbar. • Choose View > Show/Hide > Toolbar Items > [toolbar name] > [tool]. Create custom tools You can assemble your own customized collection of Acrobat features, then save it and share with others. It allows you to quickly access the tools and commands you use the most. 1 Choose Tools > Create Custom Tool.
9 Workspace A Arrange or delete tools in the Tool's Toolbar B Add custom panels, instructions, or divider line between tools C Rename, arrange, or delete tools D Add to Tool's Toolbar above or Custom Tools set on the right 3 To customize tools in the Custom set, do any of the following: • To add a tool in the Custom set, click the panel on the left, and then click the Add To Custom set • To create your own panel, click the Add Section icon. icon on the right. Give the panel a name, and click Save.
10 Workspace Edit, delete, rename, or share a custom tool You can edit, rename, copy, delete, rearrange, or share tool sets. You can specify the order the tool sets appear in the Customize menu by moving them up or down in the list. You can share tool sets with your workgroup using the Import and Export options. • Choose Tools > [custom tool name] > click the Down Arrow button and then choose an appropriate option.
11 Workspace Set preferences Many program settings are specified in the Preferences dialog box, including settings for display, tools, conversion, signatures, and performance. Once you set preferences, they remain in effect until you change them. 1 Choose Edit > Preferences (Windows) or Acrobat DC/Adobe Acrobat Reader DC > Preferences (Mac OS). 2 Under Categories, select the type of preference you want to change.
12 Workspace More Help topics PDF Portfolio window overview Keys for selecting tools View PDFs in Read mode Security warnings Enhanced security Filling in forms Commenting Mobile Link: open once, read anywhere Access your recent files across all devices using Mobile Link With the new Mobile Link feature, the files you opened recently on any of your computers or mobile devices are always with you. You can also access your recent files by signing in to your Adobe Document Cloud account using a web browser.
13 Workspace If you’re not signed in to Adobe Document Cloud, the Sign In dialog box appears. Enter your Adobe ID and password, and then click Sign In. On mobile devices 1 Launch Adobe Acrobat DC or Reader DC on your mobile device. 2 Do one of the following: • Tap Recents> Turn on. • From the home page, tap My Account > Mobile Link Off. You see the Mobile Link ON/OFF status page. Tap the ON/OFF button. If you’re not signed in to Acrobat.com, the Sign In dialog box appears.
14 Workspace Note: The Organizer and Organizer-related commands are not available in Acrobat X and later. View PDFs in Read mode When you’re reading a document, you can hide all the toolbars and task panes to maximize the viewing area on your screen. The basic reading controls, such as page navigation and zoom, appear in a semi-transparent floating toolbar near the bottom of the window. • To open Read mode, choose View > Read Mode, or click the Read Mode button toolbar.
15 Workspace 2 To close Full Screen mode, press Ctrl+L or Esc. (Escape Key Exits must be selected in the Full Screen preferences.) To show a Full Screen tool in the Common Tools toolbar, right-click the toolbar area and choose Page Display > Full Screen Mode. Then click the Full Screen tool to switch to Full Screen mode. Touch mode for tablet and mobile devices Touch mode makes it easier to use Acrobat DC and Acrobat Reader DC on touch devices.
16 Workspace Compare a revised PDF to an earlier version (Acrobat Pro DC) Use the Compare Documents feature to show the differences between two versions of a PDF. You can customize many options for displaying the compare results. For a video on comparing PDFs, see www.adobe.com/go/lrvid_011_acrx_en. (Video applies to both Acrobat X and Acrobat XI.) 1 Choose View > Compare Documents. 2 Specify the two documents to compare. If one or both of the documents is in a PDF Portfolio, select the PDF Portfolio.
17 Workspace Preferences for viewing PDFs The Preferences dialog box defines a default page layout and customizes your application in many other ways. For viewing PDFs, examine the preferences options for Documents, General, Page Display, and 3D & Multimedia. The preferences settings control how the application behaves whenever you use it; they are not associated with any particular PDF document.
18 Workspace Full Screen preferences Full Screen Setup Current Document Only Specifies whether the display is limited to a single PDF. Fill Screen With One Page At A Time Sets the page view to the maximum screen coverage by a single page. Alert When Document Requests Full Screen Displays a message before going into Full Screen mode. Selecting this option overrides a previous selection of Do Not Show This Message Again in that message.
19 Workspace Make Hand Tool Select Text & Images Enables the Hand tool to function as the Select tool when it hovers over text in an Adobe PDF. Make Hand Tool Read Articles Changes the appearance of the Hand tool pointer when over an article thread. Upon the first click, the article zooms to fill the document pane horizontally; subsequent clicks follow the thread of the article. Make Hand Tool Use Mouse-wheel Zooming Changes the action of the mouse wheel from scrolling to zooming.
20 Workspace Page Display preferences Default Layout And Zoom Page Layout Sets the page layout used for scrolling when you first open a document. The default setting is Automatic. The Page Layout setting in File > Properties > Initial View overrides this value. Zoom Sets the magnification level for PDF documents when they are first opened. The default setting is Automatic. The Magnification setting in File > Properties > Initial View overrides this value.
21 Workspace Use Overprint Preview Specifies whether Overprint Preview mode is on only for PDF/X files, never on, always on, or set automatically. When set to Automatic, if a document contains overprints, then Overprint Preview mode is activated. The Overprint Preview mode lets you see (onscreen) the effects of ink aliasing in the printed output. For example, a printer or service provider could create an ink alias if a document contains two similar spot colors and only one is required.
22 Workspace Tool Windows/UNIX action Mac OS action Temporarily select Zoom In tool Ctrl+spacebar Spacebar+Command Select Object tool R R Edit Object tool O O Enter/Exit Forms editing A A Crop tool C C Link tool L L Text Field tool F F Cycle through tools in forms authoring mode: Shift+F Text Field, Check Box, Radio Button, List Box, Dropdown Box, Button, Digital Signature, Barcode Shift+F 3D tool M M Cycle through Multimedia tools: Flash, Video Shift+M Shift+M Edit Document
23 Workspace Result Windows/UNIX Action Mac OS Action Cloud tool Q (Windows only) Q Text Box tool X X Current Stamp or Attach tool J J Cycle through Stamp, Attach File, Record Audio Comment Shift+J Shift+J Move focus to next comment or form field Tab Tab Move focus to previous comment or form field Shift+Tab Shift+Tab Open pop-up note (or text field in Comments Enter List) for comment that has focus Return Closes pop-up (or text field in Comments List) Esc for comment that has focus
24 Workspace Result Windows Action Mac OS Action Move forward or backward among the current Tab or Shift+Tab column header selected for sorting, the current row with focus, and the Go Back button if in a folder Tab or Shift+Tab Move focus to the next or previous row when in the body of the file list on the left Up Arrow or Down Arrow Up Arrow or Down Arrow Selects the next or previous column header for sorting Left Arrow or Right Arrow Left Arrow or Right Arrow If pressed in the body of the file
25 Workspace Result Windows Action Mac OS Action Navigate to the previous panel and panel control within an open Task pane Shift+Tab Shift+Tab Navigate to the next command button within Down Arrow a panel Down Arrow Navigate to the previous command button within a panel Up Arrow Up Arrow Expand or collapse panel in focus (press F6 to Spacebar or Enter move focus to Tools pane, then tab to desired Left Arrow or Right Arrow panel) Spacebar or Enter Open or close the Task pane Shift+F4 Shift+F4
26 Workspace Result Windows/UNIX Action Mac OS Action Activate selected tool, item (such as a movie clip or bookmark), or command Spacebar or Enter Spacebar or Return Open context menu Shift+F10 Control+click Close context menu F10 Esc Return to Hand tool or Select tool Esc Esc Move focus to next tab in a tabbed dialog box Ctrl+Tab Not available Move to previous search result and highlight it Shift + F3 in the document Not available Move to next search result and highlight it in the docu
27 Workspace Keys for navigating the Help window Result Windows/UNIX Action Mac OS Action Open Help window F1 F1 or Command+? Close Help window Ctrl+W (Windows only) or Alt+F4 Command+W Move back to previously opened topic Alt+Left Arrow Command+Left Arrow Move forward to next topic Alt+Right Arrow Command+Right Arrow Move to next pane Ctrl+Tab See Help for your default browser Move to previous pane Shift+Ctrl+Tab See Help for your default browser Move focus to the next link within a p
28 Workspace Scroll bars Vertical and horizontal scroll bars appear to the right and bottom of the document pane whenever the view does not show the entire document. Click the arrows or drag to view other pages or different areas of the page. Select & Zoom toolbar This toolbar contains buttons and controls for changing the page magnification.
29 Workspace A Bookmarks button B Click to display bookmark options menu. C Expanded bookmark 1 Click the Bookmarks button, or choose View > Show/Hide >Navigation Panes > 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 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 Workspace 2 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. 3 With the article thread open, do any of the following: • To scroll through the article one pane at a time, press Enter or click in the article. • To scroll backward through the article one pane at a time, Shift-click in the article, or press Shift+Enter.
32 Workspace A Marquee Zoom tool B Continuous Zoom tool C Zoom Out button D Zoom In button E Zoom Value menu button F Actual Size button G Fit Width button H Zoom To Page Level button I Pan & Zoom tool J Loupe tool • The Marquee Zoom tool works in a few different ways. You can use it to drag a rectangle around a portion of the page that you want to fill the viewing area. Or, simply clicking the Marquee Zoom tool increases the magnification by one preset level, centering on the point where you clicked.
33 Workspace • Drag the Marquee Zoom tool Zoom > Marquee Zoom) to define the area of the page that you want to fill the document pane. (View > • Drag the Continuous Zoom tool (also called Dynamic Zoom) up to increase the magnification and down to decrease magnification. (View > Show/Hide > Toolbar Items > Select & Zoom > Dynamic Zoom) When the Marquee Zoom tool is selected, you can Ctrl-click or Ctrl-drag to zoom out.
34 Workspace Change the magnification by using a page thumbnail 1 Click the Page Thumbnails button in the navigation pane on the left side of the window. 2 Locate the thumbnail for the page. Then position the pointer over the lower-right corner of the page-view box until the pointer changes into a double-headed arrow. 3 Drag the corner of the box to reduce or expand the view of the page. 4 As needed, move the pointer over the zoom box frame within the thumbnail until it changes into a Hand icon.
35 Workspace You can also display buttons for each of these options in the Quick Tools toolbar by choosing View > > Show/Hide > Toolbar Items > Page Display, and selecting them in the menu. Note: In Single Page View, choosing Edit >Select All selects all text on the current page. In other layouts,Select All selects all text in the PDF. Rotate the page view You can change the view of a page in 90-degree increments. This changes the view of the page, not its actual orientation.
36 Workspace 3 Adjust the zoom level, as needed: • In Split view, click a pane to make it active, and change the zoom level for that pane only. • In Spreadsheet Split view, adjust the zoom level to change the displays in all four panes. 4 Scroll, as needed: • In Split view, click a pane to make it active, and scroll to change that pane only. • In Spreadsheet Split view, click a pane, and scroll vertically to change the views in the active pane and the pane beside it.
37 Workspace Note that the Flash Active X component is not enough to display this content. A full Flash player must be installed. Flash Player installs for end users 1 Right-click and download the Flash Player Installer for Windows (Active X and Plugin) or the Flash Player Installer for Mac OS. 2 Choose Save Link As or Save Target As to download the installer to your computer. 3 Specify a location for the installer (such as your desktop), and click Save.
38 Workspace PDFMaker and the Adobe PDF printer automatically embed most Asian fonts in your file when creating PDF files. You can control whether Asian fonts are embedded. In Windows, you may be able to view and print files that contain Asian languages without having the necessary Asian language support installed on your system. If you try to open a PDF file for which language support is required, you are automatically prompted to install the required fonts.
39 Workspace If more than one document is open, you can switch between documents by choosing the document name from the Window menu. Open a PDF from the desktop or within another application ❖ Do one of the following: • To open a PDF attached to an email message, open the message and double-click the PDF icon. • To open a PDF linked to an open web page, click the PDF file link. The PDF usually opens in the web browser. • Double-click the PDF file icon in your file system.
40 Workspace Allow Speculative Downloading In The Background Choose to allow the browser to continue downloading PDF pages from the web, even after the first page displays. Connection Speed Choose a connection speed from the menu. The connection speed helps Acrobat or other media provide a smooth display when content is read on the Internet. Internet Settings [or Network Settings] Click to open the Internet or network connection dialog box or panel for your computer.
41 Workspace 4 Select how often you want to check for security updates. 5 Select Ask Before Installing to receive notification before the server is checked for policy updates. Adobe Digital Editions Use the free Adobe® Digital Editions software to read and organize eBooks and other publications.Adobe Digital Editions is a separate web-based rich Internet application (RIA) that replaces the eBooks features in previous versions of Acrobat.
42 Workspace • In Acrobat DC or Acrobat Reader DC, choose Home > Add Account. Then specify the URL or complete UNC path of the PDF file. 2 A dialog box displays the filename and location. Click one of the following: • Check Out and Open • Open, to open the file without checking it out Note: If you are required to sign in to the SharePoint server, enter your user name and password when prompted. Cancel checkout You can discard the checked-out version of a PDF file if you don’t want to save your changes.
43 Workspace Windows Mac OS Ctrl-click Option-click Ctrl-drag Option-drag My Computer [disk name] Windows Explorer Finder Open the Preferences dialog box To open the Preferences dialog box in Mac OS, choose Acrobat Pro DC > Preferences. Expand a nested list Items such as bookmarks sometimes appear in nested lists that can be expanded or collapsed. To expand a list in Mac OS, click the right-pointing triangle to the left of the icon. Click the down-pointing triangle to collapse the list.
44 Workspace Create ruler guides Horizontal and vertical rulers let you check the size of objects in your document. You can also create guides in your document, which are especially useful for lining up objects, such as form fields. You can change the unit of measurement and color used in the ruler. Create new ruler guides 1 Choose View > Show/Hide > Rulers & Grids > Rulers.
45 Workspace A Measuring toolbar B Object being measured C Measurement Info panel 1 Choose Tools > Measure. The measurement toolset is displayed in the secondary toolbar. 2 In the secondary toolbar, click Measuring Tool. The Measuring toolbar and the Measurement Info panel are displayed. 3 To measure areas of your PDF document, select any of the following measurement types: • Select the Distance tool to measure the distance between two points.
46 Workspace Disable/Enable Measurement Markup When enabled, the measurement lines you draw are added to the PDF. When disabled, the measurement lines disappear when you measure another object or select another tool. Turn Ortho On/Off When enabled, measurement lines are orthographic only. Show/Hide Rulers Show or hide vertical and horizontal rulers on the page. (Has the same effect as choosing View > Show/Hide > Rulers & Grids > Rulers.
47 Workspace View x and y coordinates 1 Choose View > Show/Hide > Cursor Coordinates. 2 Move the pointer to view x and y coordinates. Change the Cursor Coordinates measurement units 1 In the Preferences dialog box under Categories, select Units & Guides. 2 Choose a different unit of measurement from the Page & Ruler Units drop-down list.
48 Chapter 2: Creating PDFs Create PDFs with Acrobat DC There are various ways to create a PDF file using Acrobat DC. Generate a PDF quickly by using menu commands, dragging-and-dropping files onto the Acrobat DC application icon, or converting clipboard data. This document provides instructions for Acrobat DC. If you're using Acrobat Reader DC, see What can I do with Acrobat Reader DC. if you're using Acrobat XI, see Acrobat XI Help .
49 Creating PDFs Depending on the type of file being converted, the authoring application opens automatically, or a progress dialog box appears. If the file is in an unsupported format, a message appears, telling you that the file cannot be converted to PDF. 5 When the new PDF opens, choose File > Save or File > Save As; then select a name and location for the PDF. When naming a PDF that’s intended for electronic distribution, limit the filename to eight characters (with no spaces) and include the .
50 Creating PDFs This process can be useful for creating a one-page PDF. For longer, more complex, or heavily formatted documents, it’s better to create the source document in an application that offers more layout and formatting options, such as Adobe InDesign or Microsoft Word. 1 In Adobe Acrobat DC, close all open documents. 2 Choose Tools > Create PDF > Blank Page > Create. A blank single-page PDF is created.
51 Creating PDFs Converting web pages to PDF Creating PDFs with PDFMaker Create 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.
52 Creating PDFs 3 Do one of the following: • If PDFMOutlook or Acrobat PDFMaker Office COM Add-in is not listed, choose COM Add-Ins from the Manage pop-up menu and click Go. • If PDFMOutlook or Acrobat PDFMaker Office COM Add-in 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 Add-in and click OK. 5 Restart the Office application.
53 Creating PDFs • To specify only users that are specified by a security policy, select Restrict Access By Applying The Following Security Policy, and then select a security policy in the list. In this case, the PDF is secured before it is attached to the email message. 4 If prompted, enter your user name and password to log in to the Adobe LiveCycleRights Management Server. Create a PDF and send it for review 1 Open the file in the application used to create it.
54 Creating PDFs Prompt For Adobe PDF File Name Lets you enter a custom filename for the resulting PDF. Deselect this option to save the file in the same folder as the source file, using the same name but with a .pdf extension. Convert Document Information Adds document information from the Properties dialog box of the source file. This setting overrides the printer preferences and settings in the Advanced panel of the Adobe PDF Settings dialog box.
55 Creating PDFs 4 In the Acrobat PDFMaker dialog box, select a Conversion Range, then click Convert To PDF. 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.
56 Creating PDFs Specify whether email messages become merged PDFs or PDF Portfolios 1 Do one of the following: • (Outlook) Choose Adobe PDF > Change Conversion Settings. • (Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings. 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.
57 Creating PDFs Note: For PDF Portfolios of email converted or migrated in Acrobat 8 or later, only new messages—that is, messages that are not already part of the PDF Portfolio—are appended. 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.
58 Creating PDFs Create PDFs from Word mail merges Mail merges from Word generate documents like form letters—for one common example—that are personalized with information like the names and addresses of the recipients. With Acrobat PDFMaker, you can save steps by using a Word mail merge document and corresponding data file to output mail merges directly to PDF. You can even set up PDFMaker to attach those PDFs to email messages that are generated during the PDF-creation process.
59 Creating PDFs You can create PDFs of only the current selected view. Views designated as non-printable in Project cannot be converted to PDF. Convert Visio files to PDF (Acrobat Pro) PDFs created from Visio files preserve page sizes and support layers, searchable text, custom properties, links, bookmarks, and comments, depending on the conversion settings. To specify the properties • (Visio 2007 or 2003) Choose Adobe PDF > Change Conversion Settings to review these settings, if needed.
60 Creating PDFs Select Visio layers to convert (Acrobat Pro) You can convert a Visio drawing that contains layers to a PDF and retain some or all of the layers in the resulting PDF, or you can flatten the layers. You can also organize the Visio layers in layer sets, which are folders in the Acrobat Layers panel. 1 With the multilayered file open in Visio, click a button in the Adobe PDF toolbar, and select Retain Some Layers In The Selected Page.
61 Creating PDFs 2 (Optional) From the Files Of Type menu, select Autodesk AutoCAD, then click the Settings button and change the conversion settings as needed. The settings are the same as the AutoCAD-specific Acrobat PDFMaker settings, with the following additions: Convert Model Space To 3D When selected, the model space layout is converted to a 3D annotation in the PDF. Click Choose 3D Settings to specify 3D conversion options.
62 Creating PDFs Note: To change the On, Frozen, or Plot properties for a layer, click Cancel, change the properties in the AutoCAD drawing, and restart the procedure. 3 To select the AutoCAD layers to convert, do any of the following: • Choose a previously saved set of layers from the PDF Layer Settings menu. • Select one or more layers from the Layers In Drawing List. • To convert all of the layers in the drawing, click Add All Layers, and go to step 5.
63 Creating PDFs Settings tab options available from within most applications The following settings appear on the Settings tab available from within most PDFMaker-enabled applications. Attach Source File Includes the document being converted as an attachment to the PDF. Create Bookmarks Converts certain elements in original Office documents to PDF bookmarks: Word headings, Excel worksheet names, or PowerPoint titles.
64 Creating PDFs Embed Index For Faster Search Creates an embedded index, which speeds up searches, especially when you convert large numbers of email messages or message folders. 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.
65 Creating PDFs Include When deselected, does not include the comments in the PDF. Notes Open Specifies whether the PDF comment windows automatically open or are closed for that reviewer’s comments. Color Shows the color for that reviewer’s comment icons. Clicking the color icon repeatedly cycles through a limited set of available colors. # Of Comments Shows the number of comments that the reviewer made.
66 Creating PDFs Customize Adobe PDF settings Adobe PDF conversion settings Print to PDF Instead of a physical printer, you can select Adobe PDF in almost any Windows or Mac OS application. Print to PDF creates an electronic copy of your file that you can save to disk. When you use Acrobat DC to print a document to PDF, people will see it just like you sent it — whether they're viewing it on a computer, tablet, or smartphone. Print to PDF (Windows) 1 Open a file in a Windows application.
67 Creating PDFs In Windows, if a WIA driver is installed for your scanner, you can use the Scan button on your scanner to create a PDF. Press the Scan button, and then in Windows, choose Adobe Acrobat DC from the list of registered applications. Then, in the Acrobat DC Scan dialog box, select a scanner and a document preset or Custom Scan. Scan a paper document to PDF using Autodetect Color Mode (Windows) 1 Choose File > Create > PDF from Scanner > Autodetect Color Mode.
68 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.
69 Creating PDFs Enhance Scanned PDF dialog box The Enhance Scanned PDF dialog box controls the image settings of 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.
70 Creating PDFs Scanning tips • Acrobat scanning accepts images between 10 dpi and 3000 dpi. If you select Searchable Image or ClearScan for PDF Output Style, input resolution of 72 dpi or higher is required. Also, input resolution higher than 600 dpi is downsampled to 600 dpi or lower.
71 Creating PDFs 2 In the Recognize Text dialog box, click Add Files, and choose Add Files, Add Folders, or Add Open Files. Then select the files or folder. 3 In the Output Options dialog box, specify a target folder for output files, and filename preferences. 4 In the Recognize Text - General Settings dialog box, specify the options, and then click OK. Acrobat creates a layer of text in your PDF that can be searched — or copied and pasted into a new document.
72 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. You can usually choose from several PDF creation methods, depending on the type of file you start with and your requirements for the PDF. You can create PDFs from documents printed on paper, Microsoft Word documents, InDesign® files, and digital images, to name just a few examples. Different types of sources have different tools available for PDF conversion.
73 Creating PDFs Email messages PDFMaker (Windows only) Within Microsoft Outlook or Lotus Notes, by clicking Acrobat PDFMaker toolbar buttons. Or by choosing commands in the Adobe PDF menu (Outlook) or the Actions menu (Lotus Notes). Adobe PDF printer (Windows only) Within the email application, in the Print dialog box. Creates a PDF (not a PDF Portfolio). Context menu (Outlook 2007 or later) On an email folder or selection of messages, by right-clicking.
74 Creating PDFs 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. For example, a PDF intended for high-quality commercial printing requires different settings than a PDF intended only for onscreen viewing and quick downloading over the Internet.
75 Creating PDFs 2 Choose Adobe PDF from the printers menu. 3 Click the Properties (or Preferences) button to customize the Adobe PDF printer setting. (In some applications, you may need to click Setup in the Print dialog box to open the list of printers, and then click Properties or Preferences.) 4 In the Print dialog box, click OK. Note: Your PDF is saved in the folder specified by the setting of the Adobe PDF Output Folder in the Preferences dialog box; the default location is My Documents.
76 Creating PDFs Reconfirm Security For Each Job Opens the Adobe PDF - Security dialog box each time you create a PDF using the Adobe PDF printer. Specify settings in the dialog box. Use The Last Known Security Settings Uses the same security settings that were used the last time a PDF was created using the Adobe PDF printer on your computer. Adobe PDF Output Folder Choose an output folder for the converted PDF, or click Browse to add or change the output folder.
77 Creating PDFs 2 Open Devices and Printers from the Start menu. 3 Right-click the Adobe PDF printer, and choose Printer Properties. 4 Click the Ports tab. 5 Select the default port, Documents, and click Apply. 6 Select the port to delete, click Delete Port, and then click OK to confirm the deletion. 7 Select the Documents port again and click Close.
78 Creating PDFs More Help topics Overview of creating PDFs Creating simple PDFs with Acrobat DC Adobe PDF conversion settings Creating PDFs with Acrobat Distiller Creating PDFs with PDFMaker (Windows) Scan documents to PDF Converting web pages to PDF Creating accessible PDFs Converting web pages to PDF Web pages and PDFs The core of a web page is a file written in Hypertext Markup Language (HTML).
79 Creating PDFs Convert web pages to PDF in Internet Explorer, Google Chrome, and Firefox (Windows) Acrobat installs an Adobe PDF toolbar in Internet Explorer (version 7.0 or later), Google Chrome, and Firefox (version 3.5 or later). Using the commands on this toolbar, you can convert the currently displayed web page to PDF in various ways. For example, you can convert the entire web page or selected areas of it. Or, you can create a PDF or append the converted web page to an existing PDF.
80 Creating PDFs 2 Right-click on the selected content and choose one of the following: • To create a new PDF, choose Convert To Adobe PDF or Convert Web Page To Adobe PDF (Internet Explorer) or Convert Selection to Adobe PDF (Firefox). Then select a name and location for the PDF. • To append the selected content to another PDF, choose Append To Existing PDF (Internet Explorer) or Append Selection to Existing PDF (Firefox). Then locate and select the PDF to which the selection will be added.
81 Creating PDFs 6 Click Create. Note: You can view PDF pages while they are downloading; however, you cannot modify a page until the download process is complete. You do not need to wait for the conversion to complete before adding more requests. While a conversion is in progress, you can convert another page to PDF and that gets added to the queue. The number of requests in the queue are indicated by the Pending Conversions field in the Download Status dialog box.
82 Creating PDFs 2 On the General tab, select options under Conversion Settings and PDF Settings, as needed. Click the Settings button to see additional options for the selected File Type. 3 On the Page Layout tab, select options for page size, orientation, and scaling, as needed. Web page conversion options The Web Page Conversion Settings dialog box is available from within Internet Explorer, Google Chrome, Firefox, and Acrobat.
83 Creating PDFs Multimedia Content Determines whether to disable multimedia capture, embed multimedia files when possible, or link to multimedia (such as SWF files) by URL. Retain Page Background Specifies whether to display colors and tiled images in page backgrounds and colors in table cells. If options are deselected, converted web pages sometimes look different than they do in a web browser, but are easier to read when printed. Convert Images Includes images in the conversion to PDF.
84 Creating PDFs A Menus B Adobe PDF settings files C Files in job queue D Failed job E Context menu F Status window To convert PostScript files automatically in Acrobat Pro, set up a watched folder in Distiller. To start Acrobat Distiller (Windows), choose All Program > Adobe Acrobat Distiller DC. Manage the conversion queue Distiller lets you queue PostScript files that you create in authoring applications and then monitor them throughout the PDF conversion process.
85 Creating PDFs • To delete files from the queue, click Cancel Job. Cancel Job deletes all files from the queue that are not yet successfully completed. Or (Windows only), select and right-click individual files in the job queue and choose Cancel Job(s) to delete only those files. • (Windows only) To open the folder where the selected files are, right-click the job queue and choose Explore.
86 Creating PDFs • Give a PostScript file the same name as the original document, but with the extension .ps. (Some applications use a .prn extension instead.) • Use color and custom page sizes that are available with the Adobe Acrobat Distiller DC PPD file. Other PPD files may cause inappropriate colors, fonts, or page sizes in the PDF. • Send PostScript files as 8-bit binary data when using FTP to transfer the files between computers, especially if the platforms are different.
87 Creating PDFs • Choose what to do with a PostScript file after it has been processed. The file can be moved to the Out folder along with the PDF file or deleted. Any log file is also automatically copied to the Out folder. • To delete PDFs after a certain period of time, enter a number of days, up to 999. This option also deletes PostScript and log files, if you have chosen to delete them. 6 If you want to remove a folder, select the folder and click Remove Folder.
88 Creating PDFs Note: For Asian text, Acrobat DC uses fonts from the installed Asian language kit or from similar fonts on the user’s system. Fonts from some languages or with unknown encodings cannot be substituted; in these cases, the text appears as bullets in the file. If you have difficulty copying and pasting text from a PDF, first check if the problem font is embedded (File > Properties > Font tab).
89 Creating PDFs Preview PDFs without local fonts You can create a printable preview of your document that substitutes default fonts for any text formatted in fonts that are available on your local computer but are not embedded in the PDF. This preview can help you decide whether to embed those local fonts in the PDF, to achieve the look you want for your document. ❖ In the Preferences dialog box under Categories, select Page Display, and then deselect Use Local Fonts.
90 Creating PDFs Typically, the Extras and Settings folders for default settings are found at the following locations. • (Windows XP) Documents and Settings/All Users/Application Data/Adobe/Adobe PDF • (Windows Vista, Windows 7, or Windows 8) ProgramData/Adobe/Adobe PDF • (Acrobat Pro DC on Mac OS) Library/Application Support/Adobe PDF The default settings files installed with Distiller are Read Only and Hidden.
91 Creating PDFs 1.4, converts colors to CMYK, and downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi. It embeds subsets of all fonts and preserves transparency (for file types capable of transparency). These PDF files can be opened in Acrobat 5.0 and Acrobat Reader 5.0 and later. Note: Before creating a PDF file to send to a commercial printer or print service provider, find out what output resolution and other settings are required. Or, ask for a .
92 Creating PDFs Create a custom Adobe PDF settings file 1 Do one of the following: • In Acrobat Distiller, select one of the predefined sets of options from the Default Settings menu to use as a starting point, and then choose Settings > Edit Adobe PDF Settings. • In authoring applications or utilities, select Adobe PDF as the target printer—typically in the Page Setup or Print dialog boxes—and click Properties. • (Windows) In the Acrobat PDFMaker dialog box, clickAdvanced Settings in the Settings tab.
93 Creating PDFs General panel options Use this panel to select a version of Acrobat for file compatibility and other file and device settings. Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7) to include all the latest features and functionality. If you’re creating PDFs that will be distributed widely, choose an earlier level, to ensure that all users can view and print the document.
94 Creating PDFs The following table shows common types of printers and their resolution measured in dpi, their default screen ruling measured in lines per inch (lpi), and a resampling resolution for images measured in pixels per inch (ppi). For example, if you were printing to a 600-dpi laser printer, you would enter 170 for the resolution at which to resample images.
95 Creating PDFs Always Embed To embed only certain fonts, move them into the Always Embed list. Make sure that Embed All Fonts is not selected. 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.
96 Creating PDFs Document Rendering Intent Choose a method to map colors between color spaces. The result of any particular method depends on the profiles of the color spaces. For example, some profiles produce identical results with different methods. Acrobat shares four rendering intents (Perceptual, Saturation, Relative Colorimetric, and Absolute Colorimetric) with other Creative Suite applications.
97 Creating PDFs Advanced panel options 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. In a PostScript file, DSC comments contain information about the file (such as the originating application, the creation date, and the page orientation) and provide structure for page descriptions in the file (such as beginning and ending statements for a prologue section).
98 Creating PDFs In Windows Explorer, the Application Data folder is typically hidden; to make it visible, choose Tools > Folder Options, click the View tab, and select Show Hidden Files And Folders. For Windows 7, Start > Control Panel > Folder Options > View > Show Hidden Files, Folders, and Drives. Or, you can type the path into the Address text box. Note: In Acrobat Standard, Distiller processes prologue and epilogue files only if both files are present and located properly.
99 Creating PDFs Report As Error (Acrobat Pro DC) Flags the PostScript file as noncompliant if one of the reporting options is selected and a trim box or art box is missing from any page. Set TrimBox To MediaBox With Offsets (Acrobat Pro DC) Computes values for the trim box based on the offsets for the media box of respective pages if neither the trim box nor art box is specified. The trim box is always as small as or smaller than the enclosing media box.
100 Creating PDFs Acrobat 4.0 (PDF 1.3) Acrobat 5.0 (PDF 1.4) Acrobat 6.0 (PDF 1.5) Acrobat 7.0 (PDF 1.6) and Acrobat X (PDF 1.7) PDFs can be opened with Acrobat PDFs can be opened with Acrobat 3.0 and Acrobat Reader 3.0 and 3.0 and Acrobat Reader 3.0 and later. later. However, features specific to later versions may be lost or not viewable. Most PDFs can be opened with Acrobat 4.0 and Acrobat Reader 4.0 and later. However, features specific to later versions may be lost or not viewable.
101 Creating PDFs 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. Line art is described with a mathematical equation and is usually created with a drawing program such as Adobe Illustrator. Images—whether color, monochrome, or grayscale—are described as pixels and are created with applications like Adobe Photoshop or by scanning.
102 Creating PDFs 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. Acrobat supports only 8-bit ZIP compression, which is lossless; that is, data is not removed to reduce file size, so image quality is not affected.
103 Creating PDFs More Help topics PDF/X- and PDF/A-compliant files (Acrobat Pro) Find PostScript font names Last updated 4/7/2015
104 Chapter 3: Editing PDFs Edit text in PDFs Easily correct, update, and add text to PDF files. Reflow paragraphs and correct typos— without returning to your original source document. Use the Add Text too to fill in noninteractive PDF forms. This document provides instructions for Acrobat DC. If you're using Acrobat Reader DC, see What can I do with Adobe Reader. If you're using Acrobat XI, see Acrobat XI Help . And, if you're using Acrobat 8, 9, or 10, see previous versions of Acrobat Help.
105 Editing PDFs 2 Select the text you want to edit. 3 Edit the text by doing one of the following: • Type new text to replace the selected text, or press Delete to remove it. • Select a font, font size, or other formatting options under Format in the right hand pane. You can also use the advanced format options, such as line spacing, character spacing, horizontal scaling, stroke width, and color.
106 Editing PDFs Add or remove items from a numbered or bulleted list You can add items to a numbered or bulleted list. 1 Choose Tools > Edit PDF > Edit . The content that is part of a single list is displayed in one bounding box, including the text and the bullets or numbers. 2 You can add or remove items to the list at all nested levels using the same familiar controls that you use in MS Office. For example, press Enter at the end of a list item to insert a new row.
107 Editing PDFs 2 Click the text box you want to move, rotate, or resize. 3 Do any of the following: Move Place the pointer over the line of the bounding box (avoid the selection handles). When the cursor changes , drag the box to the desired location. Hold down the Shift key as you drag to constrain the to Move pointer movement vertically or horizontally. Rotate Place the pointer just outside a selection handle.
108 Editing PDFs Add, edit, or move text on noninteractive forms or when signing Organizations sometimes provide PDF versions of their paper forms without interactive form fields (called "flat forms"). Use the Add Text tool on the Comment toolbar to fill in non-interactive forms or to add text to documents you need to sign. Text added with this tool is actually a comment and does not change the original PDF. Add text to a noninteractive (flat form) PDF 1 Choose Tools > Comment > Add Text Comment .
109 Editing PDFs More Help topics Edit images or objects in a PDF Easily correct, update, and enhance PDF files. Resize, move, or replace images— without returning to your original source document. Place an image or object into a PDF 1 Choose Tools > Edit PDF > Add Image . 2 In the Open dialog box, locate the file you want to place. 3 Select the image file, and click Open. 4 Click where you want to place the image, or click-drag to size the image as you place it.
110 Editing PDFs Replace Image Replaces the selected image with the image you choose. Locate the replacement image in the Open dialog, and click Open. To rotate the selected image manually, place the pointer just outside a selection handle. When the cursor changes to the rotation pointer , drag in the direction you want it to rotate. Move an image or object in front or behind other elements The Arrange options let you move an image or object in front of or behind other elements.
111 Editing PDFs Select multiple items if you want to edit them together in the same file. To edit all the images and objects on the page, right-click the page, and choose Select All. 3 Under Objects in the right hand panel, click Edit Using and then choose an editor. To choose a different editor than offered on the menu, select Open With, locate the application, and click Open. Note: If a message asks whether to convert to ICC profiles, choose Don’t Convert.
112 Editing PDFs 2 Choose Tools > Edit PDF. Acrobat automatically applies OCR to your document and converts it to a fully editable copy of your PDF. A prompt on the upper-right corner appears showing you the recognized OCR language. To change the language, click Settings in the prompt or in the right pane. For more information about the various settings, see Options for scanned documents editingbelow. 3 Click the text element you want to edit and start typing.
113 Editing PDFs 2 In the secondary toolbar, specify the page range on which you want to apply the rotation. You can choose Even Pages, Odd Pages, Landscape Pages, Portrait Pages, All Pages, or enter the page number you want to perform the operation on. 3 After specifying the page range, for Direction, select the counterclockwise 90 Degrees or clockwise 90 Degrees .
114 Editing PDFs You can choose Even Pages, Odd Pages, Landscape Pages, Portrait Pages, All Pages, or enter the page number you want to perform the operation on. 4 In the new toolbar, do one or more of the following before you click Extract: • To remove the extracted pages from the original document, select Delete Pages After Extracting. • To create a single-page PDF for each extracted page, select Extract Pages As Separate Files.
115 Editing PDFs Move or copy a page within a PDF, using page thumbnails 1 Open the PDF and choose Tools > Organize Pages. The Organize Pages toolset is displayed in the secondary toolbar and the page thumbnails are displayed in the Document area. 2 Select one or more page thumbnails. 3 Do one of the following: • To move a page, drag the page number box of the corresponding page thumbnail or the page thumbnail itself to the new location. A bar appears to show the new position of the page thumbnail.
116 Editing PDFs Delete or replace pages 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. Comments, however, are carried over and are combined with any existing comments in the document.
117 Editing PDFs Delete pages, using page thumbnails 1 Choose Tools > Organize Pages. The Organize Pages toolset is displayed in the secondary toolbar and the page thumbnails are displayed in the Document area. 2 Select a page thumbnail you want to delete and click the icon to delete the page. 3 Alternatively, click the Page Thumbnails button in the left navigation pane to open the Page Thumbnail panel, select the page or group of pages you want to delete.
118 Editing PDFs You can number the pages in your document in a variety of ways. You can specify a different numbering style for group of pages, such as 1, 2, 3, or i, ii, iii, or a, b, c. You can also customize the numbering system by adding a prefix. For example, the numbering for chapter 1 could be 1-1, 1-2, 1-3, and so on, and for chapter 2, it could be 2-1, 2-2, 2-3, and so on. Using the Number Pages command affects only the page thumbnails on the Pages panel.
119 Editing PDFs Extend Numbering Used In Preceding Section To Selected Pages Continues the numbering sequence from previous pages without interruption. More Help topics Add headers, footers, and Bates numbering to PDFs Extract component files in a PDF Portfolio Insert one PDF into another About tags, accessibility, reading order, and reflow Add and edit headers and footers Optimizing PDFs Save using PDF Optimizer (Acrobat Pro DC) PDF Optimizer provides many settings for reducing the size of PDF files.
120 Editing PDFs 2 To use the default settings, choose Standard from the Settings menu, and then skip to step 6. If you change any settings in the PDF Optimizer dialog box, the Settings menu automatically switches to Custom. 3 From the Make Compatible With menu, choose Retain Existing to keep the current PDF version, or choose an Acrobat version. (The options available in panels vary depending on this choice.
121 Editing PDFs Specify the following options, as needed: Downsample Reduces file size by lowering the resolution of images, which involves merging the colors of original pixels into larger pixels. Note: Masked images and images with a size less than 16-by-16 pixels are not downsampled. Compression Reduces file size by eliminating unnecessary pixel data. In general, JPEG and JPEG 2000 compression give better results on images like photographs with gradual transitions from color to color.
122 Editing PDFs Fonts panel To ensure an exact match to the source document, it’s a good idea to embed all fonts used in the document. If you don’t need an exact match and you prefer a smaller file, you can choose not to embed fonts for roman text and East Asian text (Traditional Chinese, Simplified Chinese, Korean, and Japanese). Text in these languages is replaced with a substitution font when viewed on a system that does not have the original fonts.
123 Editing PDFs Discard Embedded Print Settings Removes embedded print settings, such as page scaling and duplex mode, from the document. Discard Embedded Search Index Removes embedded search indexes, which reduces the file size. Discard Bookmarks Removes all bookmarks from the document. Discard User Data panel Use the Discard User Data panel to remove any personal information that you don’t want to distribute or share with others. If you’re unable to find personal information, it may be hidden.
124 Editing PDFs Clean Up panel The options in the Clean Up panel of the PDF Optimizer dialog box allow you to remove useless items from the document. These items include elements that are obsolete or unnecessary for your intended use of the document. Removing certain elements can seriously affect the functionality of the PDF. By default, only elements that do not affect functionality are selected. If you are unsure of the implications of removing other options, use the default selections.
125 Editing PDFs 3 When a message appears asking if you want to overwrite the existing file, click OK. In Acrobat Pro, you can also quickly enable Fast Web View in entire folders of Adobe PDF files by using the Prepare for Web Publishing action. See Run an Action .
126 Editing PDFs 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. In Acrobat Pro you can create Action Wizards to change default settings for multiple documents.
127 Editing PDFs Open To Page Specifies the page that appears when the document opens. Note: Setting Default for the Magnification and Page Layout options uses the individual users’ settings in the Page Display preferences. Window Options Determine how the window adjusts in the screen area when a user opens the document. These options apply to the document window itself in relationship to the screen area of the user’s monitor.
128 Editing PDFs More Help topics View document properties Set the page layout and orientation Action wizard (Acrobat Pro DC) About Action wizards When you apply one or more routine sets of commands to your files, you can save time and keystrokes by using an action wizard—a defined series of commands with specific settings and in a specific order that you apply in a single step. You can apply an action to a single document, to several documents, or to an entire collection of documents.
129 Editing PDFs Create a custom action To make your Action easier to follow, you can group steps into panels, add divider lines, and include instructions. You can limit the Action to specific files, all files within a folder, or let the user choose a file from various sources such as a scanner, Web page, or Clipboard. 1 Choose Tools > Action Wizard. The Action Wizard toolset is displayed in the secondary toolbar.
130 Editing PDFs Edit an action 1 Choose Tools > Action Wizard. The Action Wizard toolset is displayed in the secondary toolbar. Note: A list of available actions is displayed under the Actions List in the right hand pane. 2 In the secondary toolbar, click Manage Actions. The Manage Actions dialog box is displayed. 3 In the Manage Actions dialog box, select an action and click Edit to change the tasks or settings.
131 Editing PDFs 4 In the Save As dialog box, specify the name and location of the file for saving the action. Action files have a .sequ extension. 5 Click Save. Import an action 1 Choose Tools > Action Wizard. 2 In the secondary toolbar, click Manage Actions. 3 In the Manage Actions dialog box, click Import. You can also double-click a .sequ file to import an action. 4 In the Open dialog box, select the action file to import and click Open. Action files have a .sequ extension.
132 Editing PDFs Note: Specify a security method for these files in the Action Wizard panel of the Preferences dialog box. If you select Do Not Ask For Password, PDFs that require passwords are not processed. 1 Open the Preferencesdialog box. 2 Choose Signatures in the Categories on the left. 3 For Identities & Trusted Certificates, click More. 4 On the left, open Digital IDs and select Digital ID Files.
133 Editing PDFs Most desktop publishing programs allow you to generate article threads automatically as you convert the files to Adobe PDF. If the file you’re viewing has articles, you can show the names of the articles on a tab and navigate easily through them. 1 Choose Tools > Edit PDF > More > Add Article Box. The pointer appears as a cross-hair pointer in the document window. 2 Drag a rectangle to define the first article box.
134 Editing PDFs 3 Draw a new article box. The new box is inserted into the article flow, and all following boxes are renumbered. Move or resize an article box ❖ Using the Article tool, select the article box, and do one of the following: • To move the box, drag it to the new location. • To resize the box, drag a center handle to change only height or width, or drag a corner handle to change both dimensions. Edit article properties 1 Using the Article tool, select the article box that you want to edit.
135 Editing PDFs About page thumbnails Page thumbnails are miniature previews of the pages in a document. You can use page thumbnails to jump quickly to a selected page or to adjust the view of the page. When you move, copy, or delete a page thumbnail, you move, copy, or delete the corresponding page. If you do not see page thumbnails in the navigation pane, try using F4 to open the navigation pane. Or choose View > Show/Hide > Navigation Panes > Page Thumbnails.
136 Editing PDFs Define the tabbing order In the Page Thumbnails panel, you can set the order in which a user tabs through form fields, links, and comments for each page. 1 Click the Page Thumbnails button on the left. 2 Select a page thumbnail, and choose Page Properties from the options menu . 3 In the Page Properties dialog box, click Tab Order, and select the tab order: Use Row Order Moves through rows from left to right, or right to left for pages with a right-to-left binding.
137 Editing PDFs Create a bookmark 1 Click the Bookmarks button on the left to open the Bookmarks panel. 2 Open the page where you want the bookmark to link to, and adjust the view settings. 3 Use the Select tool to select the area of the page you want to bookmark: • To bookmark a single image, click in the image, or drag a rectangle around the image. • To bookmark a portion of an image, drag a rectangle around the portion. • To bookmark text, drag to select it.
138 Editing PDFs Change the text appearance of a bookmark You can change the appearance of a bookmark to draw attention to it. 1 In the Bookmarks panel, select one or more bookmarks. 2 (Acrobat only) To change the color and style of the text, choose View > Show/Hide > Toolbars Items > Properties Bar. After you have defined a bookmark’s appearance, you can reuse the appearance settings. To do this, select the bookmark and from the options menu , choose Use Current Appearance As New Default.
139 Editing PDFs Move bookmarks out of a nested position 1 Select the bookmark or range of bookmarks you want to move. 2 Move the selection by doing one of the following: • Drag the icon or icons, positioning the arrow directly under the label of the parent bookmark. • Choose Cut from the options menu Bookmark from the options menu.
140 Editing PDFs The tagged bookmarks are nested under a new, untitled bookmark. More Help topics PostScript options About tags, accessibility, reading order, and reflow Actiontypes Edit tags with the Tags tab (Acrobat Pro DC) Links and bookmarks in web pages PDF properties and metadata View document properties When you view a PDF, you can get information about it, such as the title, the fonts used, and security settings.
141 Editing PDFs 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. Custom (Acrobat only) Lets you add document properties to your document. Advanced Lists PDF settings, print dialog presets, and reading options for the document. In the PDF settings for Acrobat, you can set a base Uniform Resource Locator (URL) for web links in the document.
142 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.
143 Editing PDFs View object metadata (Acrobat Pro) 1 Choose Tools > Edit PDF > Edit Text & Images. 2 Select an object, right-click the selection, and choose Show Metadata. (If Show Metadata is unavailable, the image has no metadata associated with it.) View and edit Visio object metadata 1 Choose Tools > Measure > 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.
144 Editing PDFs Links and attachments in PDFs Create a link Links let you jump to other locations in the same document, to other electronic documents including attachments, or to websites. You can use links to initiate actions or to ensure that your reader has immediate access to related information. You can also add actions to play a sound or movie file. Create a link using the Link tool 1 Choose Tools > Edit PDF > Link > Add or Edit.
145 Editing PDFs Change the appearance of a link 1 Select the Add or Edit link tool (Tools > Edit PDF > Link > Add or Edit). 2 Double-click the link rectangle. 3 In the Appearance tab of the Link Properties dialog box, choose a color, line thickness, and line style for the link. 4 Select a highlight style for when the link is selected: None Doesn’t change the appearance of the link. Invert Changes the link’s color to its opposite. Outline Changes the link’s outline color to its opposite.
146 Editing PDFs Destinations A destination is the end point of a link and is represented by text in the Destinations panel. Destinations enable you to set navigation paths across a collection of PDFs. Linking to a destination is recommended when linking across documents because, unlike a link to a page, a link to a destination is not affected by the addition or deletion of pages within the target document.
147 Editing PDFs Don’t confuse attached comments with file attachments. A file attached as a comment appear in the page with a File Attachment icon or Sound Attachment icon, and in the Comments List with other comments. (See Add comments in a file attachment.) 1 Choose Tools > Edit PDF > More > Attach File. 2 In the Add Files dialog box, select the file you want to attach, and click Open.
148 Editing PDFs 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. Mac OS users can search Microsoft Word (.doc), HTML, and .rtf files.
149 Editing PDFs 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. In Acrobat Pro DC, you can rename, flatten, and merge layers, change the properties of layers, and add actions to layers. You can also rearrange layers, import layers from image files and other PDFs, and lock layers to prevent them from being hidden.
150 Editing PDFs Reset To Initial Visibility Resets layers to their default state. Apply Print Overrides Displays layers according to the Print settings in the Layer Properties dialog box (Prints When Visible, Never Prints, Always Prints). 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.
151 Editing PDFs Reorder layers You can reorder individual layers in the Layers pane. This action is useful if you want to change the order of layers in the list, or move a layer from one layer group to another. Note: You cannot reorder locked layers, and you cannot reorder layers in nested layer groups. 1 In the Layers navigation panel, select a layer. 2 Position the cursor to the left of the layer name, then hold down the Alt key while you drag the layer to the new location.
152 Editing PDFs Import layers (Acrobat Pro DC) You can import layers from a PDF or image file into a target PDF. Supported image file formats are BMP, GIF, JPEG, JPEG 2000, PCX, PNG, and TIFF. 1 Click the Layers button in the navigation pane. 2 Choose Import As Layer from the options menu . 3 In the Import As Layer dialog box, click Browse and locate the file to import. If the source file is a multipage document, enter the page number you want to import in Page Number.
153 Editing PDFs In Acrobat DC, if the content that you edit or delete is associated with one layer, the content of the layer reflects the change. If the content that you edit or delete is associated with more than one layer, the content in all the layers reflects the change.
154 Editing PDFs About geospatial PDFs A geospatial PDF contains information that is required to georeference location data. When geospatial data is imported into a PDF, Acrobat DC retains the geospatial coordinates. With the coordinates, you can view and interact with the PDF to find and mark location data. Geospatial data can be either vector or raster based or a combination of both.
155 Editing PDFs View the geospatial measuring tools by choosing Tools > Measure. Use the Geospatial Location tool to perform these tasks: • View latitude and longitude while the cursor is over an area containing geospatial information. • Mark a location with a geospatial annotation. • Search for a location in a document. Find map locations 1 Open a geospatial PDF and choose Tools > Measure > Geospatial Location tool. 2 Right-click inside the map, and then click Find A Location.
156 Editing PDFs 3 Select a snap-to option: • Snap to paths • Snap to end points • Snap to midpoints • Snap to intersections 4 Do one of the following: • If you are using the Distance tool, click where you want to start the measurement, and then drag to the end point and click again. The distance is displayed in the lower-right corner. • If you are using the Perimeter tool, click the map in one corner of the perimeter, and then drag to each corner.
157 Editing PDFs coordinates, coordinate positions can be different from current standards used in GPS devices and web mapping services. Use Default Distance Unit Select the measurement unit to use. Use Default Area Unit Area can be measured using a different unit from distance. Don’t Show Transparency Layer In GeoTIFF And JPEG 2000 Images Raster image formats include a transparency layer that you can choose to remove.
158 Editing PDFs • Using the Tools > Rich Media > Select Object tool, double-click the link, media clip, or form field, and choose Properties. 2 Click the Actions tab. 3 From the Select Action menu, select the action type to occur, and then click Add. You can add multiple actions; actions execute in the order that they appear in the Actions list box. 4 (Optional) Select an action in the Actions tab, and use the buttons to reorder, edit, or delete the action. 5 Close the window to accept the actions.
159 Editing PDFs Play Media (Acrobat 6 And Later Compatible) Plays a specified movie that was created as Acrobat 6-compatible. The specified movie must be embedded in a PDF document. Read An Article Follows an article thread in the active document or in another PDF document. Reset A Form Clears previously entered data in a form. You can control the fields that are reset with the Select Fields dialog box. Run A JavaScript Runs the specified JavaScript.
160 Editing PDFs Acrobat Pro DC is required to use JavaScript with forms and action wizards. In Acrobat Pro DC, you can also use JavaScript with PDF forms and action wizard. The most common uses for JavaScript in forms are formatting data, calculating data, validating data, and assigning an action. Field-level scripts are associated with a specific form field or fields, such as a button. This type of script is executed when an event occurs, such as a Mouse Up action.
161 Chapter 4: Forms PDF forms basics You can fill in forms using either Acrobat DC or the free Acrobat Reader DC. You can create static or interactive forms in Acrobat DC. Interactive forms streamline the process of filling in and collecting data. About forms You can use Acrobat DC to create forms using one of the following methods: • Convert an existing electronic document (for example an Adobe PDF, Microsoft Word, or Excel document) to a PDF form. • Scan a paper form to convert it to a PDF form.
162 Forms Show Field Preview When Creating Or Editing Form Fields Displays the appearance of a form field when you create or edit forms. Manage Barcode Parameters Opens a dialog box with a list of barcode items (including the Parameter Set Name, Symbology, and Built-in status for each item). Includes New, Edit, Delete, Import, and Export buttons for working with new or selected parameter sets.
163 Forms Create a form from an existing document When you convert an existing document into a PDF form, Acrobat DC automatically adds interactive form fields to the form. You can then edit the form to add specialized form fields, such as a drop-down list, list box, or buttons. A Certificate-based signature field B Drop-down list box C Text fields D Automatic message bar E Check boxes F Radio buttons G List box H Buttons 1 Choose Tools > Prepare Form.
164 Forms 5 Review the form fields Acrobat DC created. Add fields using the form field tools in the toolbar. Delete, resize, or arrange the fields as needed. You can add any of the following types of form fields: Barcodes Encode the input from selected fields and display it as a visual pattern that can be interpreted by decoding software or hardware (available separately). Buttons Initiate a change on the user’s computer, such as opening a file, playing a sound, or submitting data to a web server.
165 Forms 7 Name the field and designate who is to fill it in or sign it. To set its properties, such as the border color, fill, font, and typeface size, double-click the field. 8 To preview your changes, click Preview in the upper-right corner. Click Edit to in the upper-right corner to switch back to the edit mode. 9 Save the form. To distribute the form and collect responses, see Distribute eSign forms.
166 Forms organization with 500 people or less. The Acrobat customer can send an unlimited number of copies of the extended document to those 500 recipients and collect unlimited responses from the filled-in form. Adding JavaScript to forms The JavaScript language lets you create interactive web pages. Adobe has enhanced JavaScript so that you can easily integrate interactivity into PDF forms.
167 Forms Note: If you don’t know the email addresses of your recipients, enter your own email address. The system sends you a link to the form, which you can email to recipients as desired. To track the status of the distributed form, click Track in the lower-right corner of the right hand pane. For more information, see About forms tracker . Distribute eSign forms After you create an eSign form, you can use Adobe Document Cloud eSign service for sending it to recipients for filling in and signing.
168 Forms Fill in interactive forms An interactive form contains fields that you can select or fill in. A Purple message bar indicates presence of fillable fields. B When clicked, shows where fillable fields exist. 1 If necessary, right-click the document, and select either the Hand Tool or the Select Tool from the pop-up menu. The pointer changes to a different icon as you move it over a field. For example, the Hand tool changes to an Ibeam when you can type text into the form field.
169 Forms Options for working in forms Key Result Tab or Shift+Tab Accepts typing and moves to next field Up/Left Arrow Selects previous radio button in a group Down/Right Arrow Selects next radio button Esc Reject and deselect form field.
170 Forms 4 Select Remember Numerical Data if you want the Auto-Complete memory to store numbers that you type into forms. When you select an option in the Auto-Complete menu, a description of how it affects the Auto-Complete behavior appears in the text area below. Delete an entry from the Auto-Complete memory 1 Open the Preferences dialog box. 2 Select Forms on the left. 3 Click Edit Entry List under Auto-Complete.
171 Forms Clear unsaved form entries ❖ Choose Tools > Prepare Forms. In the right hand pane, click More and then choose Clear Form. • Create a form from an existing document • Enable Reader users to save form data • PDF Forms forum More Help topics Fill and sign PDF forms Easily fill, sign, and send forms fast from your desktop, browser, or tablet device. The Fill & Sign tool gives you an easy way to work with paper forms or PDFs that haven’t been optimized for form filling.
172 Forms • To move a field, move your mouse pointer closer to field border until you see the drag handle, and then hold and move the field as required. • To delete a field or typed text, click the trash button. • To convert a normal text field into comb field or vice versa, click the comb button - the second button from right. Use Comb fields to fill or add text in continuous boxes in a line/row. The Comb field spreads the user-entered text evenly across the width of the text field, as shown below below.
173 Forms b. Click and hold to drag out the item and drop it over the place onto the form where you want this label to appear. Resize or move the label as appropriate. 5 Add annotations or symbols: Annotations tools are displayed in the toolbar - Crossmark, Checkmark, Circle, Line, and Dot. You can use these annotation tools to fill in check boxes and radio buttons, as well as use the Circle to circle text or the line to strike out text.
174 Forms Type Type your name in the field. You can choose from a small selection of signature styles; clickChange Style to view a different style. Draw Draw your signature in the field. Image Browse and select an image of your signature. Save Signature When this check box is selected, and you're signed in to Acrobat Reader DC or Acrobat DC, the added signature is saved securely in Adobe Document Cloud for reuse.
175 Forms • To view the original form, click Open Original Form. • To send the form to more recipients, click Add Recipients. More Help topics Tracker overview Distribute (send) forms to recipients Collecting and managing PDF form data When you distribute a form, Acrobat DC 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.
176 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.
177 Forms About Forms Tracker Use Tracker to manage the forms that you have distributed or received. Tracker allows you to view and edit the location of the response file, track which recipients have responded, add more recipients, email all recipients, and view the responses for a form. Track forms 1 Choose Edit > Form Options > Track. 2 In the left navigation panel, expand Forms. 3 Select a form and do one of the following: • To view all responses for a form, click View Responses.
178 Forms Add a button to an Acrobat DC PDF form 1 Make sure you are in edit mode by selecting Tools > Prepare Form, and then select Button in the toolbar. Your curser becomes a cross hair. 2 On the page, click where you want to add the button to create a button with the default size. For a custom size button, drag a rectangle to define the size of the button. 3 Double-click the button field, and then specify a name, tool tip text, and other common properties.
179 Forms Submit Form Selections options The following options are available in the Submit Forms Selections dialog box: Enter a URL for this link Specifies the URL to collect the form data. FDF Returns the user input without sending back the underlying PDF file. You can select options to include Field Data, Comments, and Incremental Changes To The PDF. Note: Selecting the option for incremental changes is useful for receiving digital signatures in a way that is easily read and reconstructed by a server.
180 Forms Specify Acrobat button display properties 1 If you are not in form editing mode, choose Tools > Prepare Form. 2 Double-click an existing button, and then click the Options tab in the Button Properties dialog box. 3 For Layout, choose the type of label display you want. (For information on scaling button icons, see the next procedure.) 4 For Behavior, specify the display of the button when clicked.
181 Forms 7 To define where the icon is placed inside the button, drag the slider arrows. Icon placement is defined according to the percentage of space preserved between the icon and the left field boundary, and between the icon and the bottom field boundary. The default setting (50, 50) places the icon in the middle of a field. You can click Reset at any time to revert to the default placement setting. 8 Click OK, and then click Close.
182 Forms About web forms PDF forms can be useful for submitting and collecting information over the web. This is done by providing several button actions that perform functions similar to some HTML scripting macros. You must have a Common Gateway Interface (CGI) application on the web server to collect and route the data to a database. Any existing CGI application that collects data from forms (in HTML, FDF, or XML format) can be used.
183 Forms Only These Exports only the form fields you specify by clicking Select Fields and indicating which form fields to include and whether you want to include empty fields. Convert Date To Standard Format Exports all form dates in a single format, regardless of how they are entered in the form. Add a Reset Form button A Reset Form button clears any data a user has already entered in the form.
184 Forms CGI export values An export value is the information sent to a CGI application to identify a user-selected form field. You need to define an export value only if both of the following are true: • The data is collected electronically in a database over a company intranet or the web. • The data is different from the item designated by the form field, or the form field is a radio button.
185 Forms • The received barcode data is interpreted in one of the following ways, and can then be reviewed, sorted, and used by the form receiver: Forms faxed to a fax server The form receiver can use Adobe Acrobat Capture® to collect TIFF images from the fax server and place them in an Adobe LiveCycle Barcoded Forms Decoder watched folder, if the receiver owns those products.
186 Forms • Select Custom Calculation Script, click Edit, and then enter your custom JavaScript code in the JavaScript Editor dialog box. 6 In the Options tab, do all of the following: • Select a Symbology option: PDF417, QR Code, orData Matrix. • Select Compress Data Before Encoding To Barcode if you want to apply this compression. Do not select this option if a handheld scanner is used to capture data from returned forms.
187 Forms • In the Options tab, select Compress Data Before Encoding To Barcode, but only if you are using an Adobe software decoder (available separately). • In the Value tab, select Tab Delimited rather than XML as the data-encoding format. XML requires more barcode area to encode information than Tab Delimited does. • In the Options tab, select a different Symbology option. • In the Value tab, click the Pick button, and deselect any fields that don’t need encoding.
188 Forms Set tabbing order in Page Properties 1 If you are in the form editing mode, click the cross button towards the right in the toolbar to exit the mode. 2 Click the Page Thumbnails button or choose View > Show/Hide > Navigation Panes >Page Thumbnails to open the Page Thumbnails panel. 3 Select one or more page icons, and choose Page Properties in the Options menu of the Page Thumbnails panel. You can also righ-click and then choose Page Properties.
189 Forms Note: If you select Locked on any tab, it locks all options for the field, not just the options on that tab. Modify form field properties You can access form field properties only when you are in editing mode. You can change the properties for multiple form fields at a time. 1 If you are not in form editing mode, choose Tools > Prepare Form.
190 Forms Line Style Alters the appearance of the frame. Select Solid, Dashed, Beveled, Inset, or Underline. Font Size Sets the size of user-entered text or of the selection marker for radio buttons and check boxes. The choices include Auto, various preset values, and typing in a different value. If you select Auto for a text field, as the user types, the font size changes to fit the text in the box. Text Color Opens a color picker in which you can select a color swatch for the text or selection marker.
191 Forms decode results. However, higher levels will also result in a larger barcode and a reduced ability to encode user-supplied or form structure data into the barcode. A more robust barcode can reduce problems created by pen 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.
192 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 the radio buttons in a group have 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.
193 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.
194 Forms 2 To change the field calculation order, select the field from the list, and then click the Up or Down button as needed. Acrobat DC 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.
195 Forms Date List includes one-, two-, and four-digit variations where d stands for the day, m stands for month, and y stands for year. 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.
196 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. Custom Keystroke Script Displays any custom scripts you have added to validate keystrokes.
197 Forms 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. To open the properties dialog box, double-click the barcode field.
198 Forms Note: Changing the default properties does not change the settings for existing form fields of that type. The new defaults apply only to new fields that you create. More Help topics Adding JavaScript to forms PDF form field basics More Help topics PDF forms basics Create form fields In Acrobat DC, you create a form field by choosing one of the form tools. For each field type, you can set various options through the form field Properties dialog box.
199 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. The duplicate fields 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.
200 Forms Note: The Duplicate Across Pages command isn’t available for forms with only one page. 3 Do one of the following: • To duplicate the form field on every page in the form, select All, and click OK. • 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. Then click OK. Note: Including or not including the page on which the form field originally appears doesn’t affect the duplication process.
201 Forms Resize multiple form fields to match a selected form field 1 If you are not in the form editing mode, choose Tools > Prepare Form. 2 Select all the form fields that you want to resize. 3 Choose an appropriate option in the right hand pane under Match Size. You can also right-click the form field that you want the other selected form fields to match. Choose Set Fields To Same Size, and then select one of the following: Height Adjusts the heights without changing the widths.
202 Forms Note: When you right-click one of the selected fields, it shows the border handles, indicating that it’s the anchor form field. The Align menu commands move the other selected form fields to line up with the edges of the anchor form field. Adjust the spacing between form fields In the context of laying out form fields on a page, distributing means to give a group of form fields uniform spacing, measured from the centers of adjacent fields.
203 Chapter 5: Combining files Combine or merge files into single PDF Create merged PDFs Combine most file types — even rich media — into a single, organized PDF. You can merge Word, Excel, PowerPoint, audio, video, or web pages, as well as existing PDFs. Acrobat DC lets you preview and arrange the documents and pages before creating the file. You can delete unwanted pages and move individual pages from a document anywhere among the pages being combined.
204 Combining files A Thumbnail and list view buttons B Slider to resize thumbnails C Undo and Redo buttons D Remove Selected Items button E Plus sign displays all pages in a document Note: If you add a folder that contains files other than PDFs, the non-PDF files are not added. 3 As needed, do any of the following: Rearrange pages In the Thumbnail view, drag-and-drop the file or page into position. As you drag, a blue bar moves between pages or documents to indicate the current position.
205 Combining files Note: If any of the source files are already PDFs, the Smaller File Size option applies the Reduce File Size feature to those files. The Reduce File Size feature is not applied if either the Default File Size or Larger File Size option is selected. Default File Size Create PDFs suitable for reliable viewing and printing of business documents. The PDF files in the list retain their original file size and quality. Larger File Size Creates PDFs suitable for printing on desktop printers.
206 Combining files 2 Open the PDF that serves as the basis of the combined file. 3 Choose Tools > Organize Pages. The Organize Pages toolset is displayed in the secondary toolbar. 4 In the secondary toolbar, choose Insert > From Clipboard. Alternatively, you can also click in between two pages to get the Insert options. 5 In the Insert Pages dialog box, specify where to insert the selection (before or after the first or last page, or a designated page). Click OK.
207 Combining files Rotate pages You can rotate all or selected pages in a document. Rotation is based on 90° increments. You can rotate pages using the rotate tools in the Page Thumbnails pane or using the Rotate option (described below). 1 Choose Tools > Organize Pages. The Organize Pages toolset is displayed in the secondary toolbar. 2 In the secondary toolbar, specify the page range on which you want to apply the rotation.
208 Combining files 3 Specify the range of pages to extract. You can choose Even Pages, Odd Pages, Landscape Pages, Portrait Pages, All Pages, or enter the page number you want to perform the operation on. 4 In the new toolbar, do one or more of the following before you click Extract: • To remove the extracted pages from the original document, select Delete Pages After Extracting. • To create a single-page PDF for each extracted page, select Extract Pages As Separate Files.
209 Combining files Move or copy pages You can use page thumbnails in the Navigation pane or the Document area to copy or move pages within a document, and copy pages between documents. Move or copy a page within a PDF, using page thumbnails 1 Open the PDF and choose Tools > Organize Pages. The Organize Pages toolset is displayed in the secondary toolbar and the page thumbnails are displayed in the Document area. 2 Select one or more page thumbnails.
210 Combining files Delete or replace pages 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. Comments, however, are carried over and are combined with any existing comments in the document.
211 Combining files Delete pages, using page thumbnails 1 Choose Tools > Organize Pages. The Organize Pages toolset is displayed in the secondary toolbar and the page thumbnails are displayed in the Document area. 2 Select a page thumbnail you want to delete and click the icon to delete the page. 3 Alternatively, click the Page Thumbnails button in the left navigation pane to open the Page Thumbnail panel, select the page or group of pages you want to delete.
212 Combining files You can number the pages in your document in a variety of ways. You can specify a different numbering style for group of pages, such as 1, 2, 3, or i, ii, iii, or a, b, c. You can also customize the numbering system by adding a prefix. For example, the numbering for chapter 1 could be 1-1, 1-2, 1-3, and so on, and for chapter 2, it could be 2-1, 2-2, 2-3, and so on. Using the Number Pages command affects only the page thumbnails on the Pages panel.
213 Combining files Extend Numbering Used In Preceding Section To Selected Pages Continues the numbering sequence from previous pages without interruption.
214 Combining files 5 Type the text in any of the header and footer text boxes. To insert page numbers or the current date, click in a box and then click the corresponding buttons. To select formatting for automatic entries, click Page Number And Date Format. Note: You can combine text with dates and page numbers. You can also add several lines of text to an entry. 6 To specify the pages on which the header and footer appear, click Page Range Options.
215 Combining files Replace all headers and footers 1 Open the PDF file containing header and footer. 2 Choose Tools > Edit PDF. 3 In the secondary toolbar, choose Header & Footer > Add, and then click Replace Existing in the message that appears. 4 Specify the settings, as needed. Note: This process applies only to headers and footers added in Acrobat 7.0 or later. Remove all headers and footers ❖ Do one of the following: • Open the PDF file containing header and footer.
216 Combining files 6 Once you have added and arranged the files as needed, click OK. Then, in the Add Header And Footer dialog box, click to place the insertion point in the appropriate box. 7 Click Insert Bates Number. Then enter the following: • In Number Of Digits, specify how many digits make up the Bates number, entering any number from 3 through 15. The default number is 6, which produces Bates numbers such as 000001, 000002, and so on.
217 Combining files Crop PDF pages You can adjust the visible page area using the Crop Pages tool and the Set Page Boxes dialog box. Cropping pages can help you create consistency within a PDF composed of pages of different sizes. Note: Cropping does not reduce file size because information is merely hidden, not discarded. Crop a page with the Crop tool 1 Choose Tools > Edit PDF. The Edit PDF toolset is displayed in the secondary toolbar. 2 In the secondary toolbar, click Crop Pages.
218 Combining files 3 Under Margin Controls, select Remove White Margins. 4 To remove white margins from additional pages, set the page range or click All under Page Range. Undo cropping Cropping a PDF does not reduce file size because information is merely hidden, not discarded. By resetting the page size, you can restore the page and its content to its original condition.
219 Combining files Add or replace a watermark, with an open document 1 Choose Tools > Edit PDF > 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. • To create a text watermark, select Text, and type the text in the box.
220 Combining files 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 Files.
221 Combining files Add backgrounds to PDFs A background appears behind text or images on the page. The background can be as simple as a solid color, or you can use an image. You can selectively apply a background to only specific pages or page ranges in one or more PDFs. A PDF supports only one background per page, but the backgrounds can vary from page to page. Add, replace, or edit a background 1 Open the PDF file to which you want to add the background. 2 Choose Tools > Edit PDF.
222 Combining files • To use an image, select File, then select the image file. To select a specific image in a multipage file, enter it in Page Number. Note: Only PDF, JPEG, and BMP files can be used as background images. 6 Adjust the appearance and position of the background, as needed. 7 (Optional) To apply the same background to additional PDFs: a. Click Apply To MultipleFiles. b. Click Add Files, choose Add Files or Add Open Files, and then select the files. c. Click OK. d.
223 Combining files 2 Select a folder, or create a new one, for the saved web files. Click OK. A new folder makes it easier to find the saved files. 3 (Optional) Edit the index.html file. For example, you can match the look of an existing website, or embed the PDF Portfolio within an existing web page. 4 Copy the entire data folder and the index.html file to a web server. To transfer the data, you can use FTP, mount the server as a local disk, or use some other method.
224 Combining files More Help topics Print PDFs in a PDF Portfolio Find text in multiple PDFs Overview of PDF Portfolios Create and customize PDF Portfolios Working with component files in a PDF Portfolio Merging PDFs and including other content Working with component files in 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.
225 Combining files Add files and folders to a PDF Portfolio You can add files and folders to an existing PDF Portfolio in either Layout (Preview) or Details (files list view) mode. ❖ In the secondary toolbar, click Add Files and choose Add Files or Add Folder. Alternatively, you can also add files or folders by performing any of the following methods: • In the Layout view, right click in the left pane and choose Create Folder.
226 Combining files • In the upper-right corner of the Acrobat DC window, click the Open Document link. Note: The component file opens in a separate window. If you’re viewing the PDF Portfolio in a browser, the file opens in the stand-alone Acrobat product, outside the browser. 2 If a confirmation dialog box appears, select Open This File or Always Allow Opening Files Of This Type—if you trust the format—and click OK. 3 Edit the file as needed, and then save the file.
227 Combining files Create PDF Portfolios (Acrobat Pro DC) The PDF Portfolio creation process has been simplified in the current release of Acrobat Pro DC. You no longer need the Flash Player installed on your system to create or view portfolios. You can easily create folders within your PDF Portfolio, delete component files and folders, edit component filenames, and add and edit descriptions of component files. Create a basic PDF Portfolio in a few quick steps.
228 Combining files • To add files from your computer, drag any files or folders into the PDF Portfolio workspace or onto a folder, which is available in the left pane. For best performance, keep the total number of component files at 15 or less, and the total size of all component files under 50 MB. Add web content to a PDF Portfolio You can link to websites or embed video tags. Linking to web content is useful when you want to reduce the file size of the PDF Portfolio.
229 Combining files More Help topics Overview of PDF Portfolios About PDF Portfolios A PDF Portfolio contains multiple files assembled into an integrated PDF unit. The files in a PDF Portfolio can be in a wide range of file types created in different applications. For example, a PDF Portfolio can include text documents, email messages, spreadsheets, CAD drawings, and PowerPoint presentations. The original files retain their individual identities but are assembled into one PDF Portfolio file.
230 Combining files A PDF Portfolio toolbar B Component files and folders in the left navigation pane C Previous and Next (arrow) buttons to scroll through component files D Link to open the component file • The PDF Portfolio toolbar is located immediately below the main toolbar. You can perform common tasks such as, adding files or folders, creating a new folder, extracting component file, or deleting a component file. • The left navigation pane lists the files and folders included in the PDF Portfolio.
231 Combining files Portfolio view modes You can view the component files in two different ways – Layout (or Preview) mode and Details (or Files mode). In Layout mode, the component files list is presented in the left navigation pane, as shown in the preceding figure. In Details mode, the component files list is presented immediately below the secondary toolbar, as shown in the following screenshot: In both the views, you can preview images and pages, play video and SWF files.
232 Combining files Switch between Layout, Details, and Platform Preview modes You can switch between the Layout and Details view modes by choosing the desired option from View > Portfolio menu. You can also switch to the Platform Preview mode by choosing View > Portfolio > Preview File. Other functions enabled in PDF Portfolios These commands are available for component files in PDF Portfolios: Reduce File Size Reduces the file size of component PDFs. For more information, see Reduce file size by saving.
233 Chapter 6: Reviews and commenting Mark up text with edits Note: In Reader, complete commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You can use text edit comments in a PDF to indicate where text should be edited in the source file. Text edit comments do not change the actual text in the PDF.
234 Reviews and commenting 3 Do one of the following: • Type the text to be inserted or added. The insertion caret appears. • To indicate that a new paragraph should be added, press Enter, and then close the pop-up note without adding appears. text. The paragraph insertion caret Add a note to a text edit 1 Using the Select tool, right-click a text edit. 2 Select Open Pop-Up Note from the menu. 3 Type your note in the pop-up note.
235 Reviews and commenting You can add a highlight with a note or you can cross out text or underline text by selecting the text using the Select tool, right-clicking, and then choosing that option from the menu that appears. However, if you’re marking up a lot of text, the specialized tools are faster and easier to use. 1 Choose Tools > Comment, and select the Highlight Text tool Underline Text tool , the Strikethrough Text tool , or the .
236 Reviews and commenting Note: Managed reviews cannot be conducted for PDF Portfolios. Shared reviews Shared reviews are the most collaborative form of review because participants can read and reply to the comments of other participants. Comments from participants are stored in a repository on an internal server. Acrobat synchronizes comments at regular intervals to download all the latest changes.
237 Reviews and commenting Choosing a distribution option for reviews and forms Acrobat provides several distribution options in the Send For Shared Review and Distribute Form wizard. When you choose an option, consider the security needs for the distributed file, what servers or websites your recipients can use to download the file, and how you want to receive comments or form data.
238 Reviews and commenting Select an email application for reviews You need either an email application and a mail server connection, or a webmail account for email-based reviews and to send comments. Acrobat supports most email applications. If you have more than one email application installed, you can specify which application starts when Acrobat sends a PDF. Do one of the following: • (Windows) Double-click Internet Options in the Control Panel.
239 Reviews and commenting Starting a PDF review Start a shared review The shared PDF that you send includes the Annotation and Drawing Markups panels, and instructions in the document message bar. 1 Choose Tools > Send For Comments. The Send for Comments toolset is displayed in the secondary toolbar. You can also start a shared review directly from other applications that use PDFMaker, such as Microsoft Word. Choose Adobe PDF > Convert To Adobe PDF And Send For Shared Commenting.
240 Reviews and commenting Start the review Before you start an email-based review, make sure that your email application or webmail account is configured to work with Acrobat. 1 Choose Tool > Send For Comments. The Send for Comments toolset is displayed in the secondary toolbar. 2 Click Send For Comments By Email. 3 If prompted, enter information in the Identity Setup dialog box. 4 Specify a PDF if it isn’t already open, and then click Next. The PDF that you specify becomes the master file.
241 Reviews and commenting Annotations and drawing markup tools overview Note: In Acrobat Reader DC, complete commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You use annotation and drawing markup tools to add comments. The commenting tools are made available in the secondary toolbar of the Comment feature. Comments are notes and drawings that communicate ideas or provide feedback for PDFs.
242 Reviews and commenting A Stamp B Text edit C Comment rollover (tool tip) D Sticky note More Help topics Add tags to comments Commenting on 3D designs in PDFs Show annotations and drawing markup tools Annotations and markup tools don’t appear by default, except when you open a PDF in a managed review workflow. 1 Choose Tools > Comment to open the Comment tools in the secondary toolbar. The comments that you add to the document are displayed in the right pane.
243 Reviews and commenting Note: A reviewer can place comments anywhere within the document frame. As a result, sometimes you need to scroll or zoom out to see comments that are located off the page. In the Preferences dialog box under Categories, select Commenting. Font, Font Size In Windows, you can determine the font and the size of text in pop-up notes. In Mac OS, you can select only Large, Medium, or Small settings for the font. This setting applies to all new and existing comments.
244 Reviews and commenting A With note icon selected B With pop-up text selected Change a comment’s look and set it as the default 1 After you create a comment, choose Properties from the Options menu of the pop-up note. 2 In the Properties dialog box, do any of the following, and then click OK: • 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.
245 Reviews and commenting A Options menu B Time stamp C Text message Add a sticky note comment 1 Select the Sticky Note tool in the secondary toolbar, and click where you want to place the 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.
246 Reviews and commenting Add a line, arrow, or shape Note: In Acrobat Reader DC, drawing tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. When selecting a drawing tool, consider the effect you want. 1 Choose Tools > Comment. In the secondary toolbar, click Drawing Tools • The Rectangle tool shapes.
247 Reviews and commenting Ungroup markups ❖ Right-click the grouped selection, and choose Ungroup. Add comments in a text box or callout Note: In Acrobat Reader DC, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You can use the Text Box tool to create a box that contains text. You can position it anywhere on the page and adjust it to any size.
248 Reviews and commenting 3 Choose View > Show/Hide > Toolbar Items > Show Properties Bar (or press Ctrl+E), and set the color, alignment, and font attributes for the text. 4 Type the text. Text wraps automatically when it reaches the right edge of the box. 5 (Optional) To make further changes to the text box: • Using the Select tool or the Text Box tool, click an edge of the text box to select it, and then drag a corner to resize it. Use the Properties toolbar to change the border and fill options.
249 Reviews and commenting Note: The above dialog box appears when a recording device is not configured on your system. 3 Click Browse (Windows) or Choose (Mac OS), and select the audio file you want to add. 4 (Optional) To hear the audio comment, click the Play button . When you’re finished, click the Stop button and then click OK. 5 Specify options in the Specify Attachment Properties dialog box, and then click OK.
250 Reviews and commenting 3 Select the file that you want to attach, and then click Open. If you’re attaching a PDF, you can highlight areas of interest in the file using comments. 4 In the File Attachment Properties dialog box, select the settings for the file icon that appears in the PDF. The comment attachment also appears in the Attachments tab (in the left navigation pane) with a page number indicating its location.
251 Reviews and commenting Approval workflows Copy images Sharing PDFs Share files by email You can share many file types, not just PDF files. 1 To email a file, do one of the following: • Choose File > Send File. • Click the Email icon in the toolbar. 2 In the Send Email dialog box, choose an option and then click Continue.
252 Reviews and commenting Delete Click to delete the selected account. 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, some invitations include a Forms Data Format (FDF) attachment. When opened, an FDF file configures your review settings and opens the PDF in Acrobat.
253 Reviews and commenting Options in the document message bar The options in the document message bar depend on how the initiator set up the review and whether you can access the comment server. Check For New Comments Prompts Acrobat to synchronize comments between the comment server and the local hard drive. If you don’t click this button, Acrobat checks for new comments every 10 minutes if the document is open and every hour if the document is closed.
254 Reviews and commenting Note: If the PDF exceeds the 5-MB file-size limit, Acrobat prompts you to send your comments in a Forms Data Format (FDF) file. The initiator can import this smaller file. To adjust the limit, open the Preferences dialog box and select Reviewing. Then enter the new value for Send Comments As FDF For Files Greater Than [#] MB. Publish comments from other reviewers When you participate in a review, you can receive comments from other reviewers.
255 Reviews and commenting Approval workflows About approval workflows Acrobat DC users (Traditional Chinese, Simplified Chinese, Japanese, and Korean only), can send PDFs as email attachments for others to approve. When participants open an approval request in Acrobat (all languages), they can approve the PDF by adding a digital identity stamp. Then, they can send the PDF to other approvers, or return the PDF to the initiator and other appropriate participants.
256 Reviews and commenting 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.
257 Reviews and commenting 3 In the Reject And Send Notification dialog box, type the email address for the initiator in the To box. If the Notify Initiator Of Approval Status Via Email option is selected, a separate email message is sent to the approval initiator. Click Send. 4 Click Send in the email message that appears. Add or change identity information for a digital stamp 1 Choose Tools > Stamps > Stamps Palette.
258 Reviews and commenting Open the Comments list 1 Choose Tools > Comment. The Comments toolset is displayed in the secondary toolbar and the Comments list is displayed in the right pane. 2 Using the Options menu at the top of the Comments list, do any of the following: • Expand or collapse the comments. Click Expand All or Collapse All in the Comments list options menu. To expand an individual comment, click the comment or click Show More link in the comment.
259 Reviews and commenting Filter comments You can hide or show comments based on type, reviewer (author), status, or checked state. 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.
260 Reviews and commenting 3 Type your reply in the box that appears. Reply in the Comments list 1 Select a comment in the Comments list. 2 Click the Reply link. 3 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, and the thread is maintained. The first reply is promoted to a comment. ❖ In the pop-up note, right-click the reply and choose Delete.
261 Reviews and commenting 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 >Print With Comments Summary from the Comments list. printed, choose 1 Filter the comments to show only those you want in the summary.
262 Reviews and commenting To delete all of the comments in a PDF, choose Tools > Redact > Remove Hidden Information. Then select the Comments and markups option from the Results pane. This feature is not available in Reader. Delete a comment ❖ Do one of the following: • Select the comment and press Delete. • In the Comments list, right-click on the comment you want to delete, choose Delete from the context menu. note: Before pressing the Delete key, make sure that the comment is selected.
263 Reviews and commenting 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). To open the Tracker, choose View > Tracker. Latest Updates The Latest Updates panel provides a summary of the latest changes in shared reviews, form files, and servers.
264 Reviews and commenting The Server Status shows the state of all servers being used for reviews and distributed forms. The check mark icon next to the server name indicates that the last synchronization attempt was successful. The warning icon indicates that the last synchronization attempt was unsuccessful. The warning icon indicates that the server is disconnected from the network, has problems writing data to the disk, or has some other problem. Contact your network administrator for assistance.
265 Reviews and commenting 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. That way, the initiator can automatically track all participants and receive notification when their comments are received. 1 In the Tracker, select the PDF under Sent, and then click Add Reviewers on the right.
266 Reviews and commenting 2 Deselect Always Use Log-In Name For Author Name. 3 Select Identity from the list on the left. 4 Edit your profile, making sure to include the email address that you’ll use for reviews. Click OK. Update your profile for a shared review 1 In the Preferences dialog box under Categories, select Identity. 2 Edit your profile, making sure to include a valid email address, and click OK. Subscribe to web broadcast services 1 Click the RSS button on the left side of the Tracker.
267 Reviews and commenting More Help topics Send and track large files online You can quickly send large documents, images, audio, and video files without emailing limitations, and track downloads. The files are stored securely in Adobe Document Cloud. Recipients simply click the link to view or download your files. Send large files 1 Choose Tools > Send & Track, or choose Send & Track in the right hand pane when a document is open.
268 Reviews and commenting Send Personalized Invitations: A personalized link to share the files with specific individuals. The detailed tracking information is available for files sent to individuals, but not for public links. a Enter the email address of whoever you’d like to receive the file. You can also use the Address Book link to choose email addresses. Each recipient gets a personalized link to the file.
269 Reviews and commenting 2 From the above page, you can do the following: • Unshare the file if you would like to prevent anyone else from viewing or downloading it. Click the Unshare icon in the upper right corner. • Forward files to new recipients. Click the Forward icon in the upper right corner. • Turn email notifications on and off. Select or clear the Notify when recipients viewed check box as desired. • See an overview of file. Click the file's thumbnail or name.
270 Reviews and commenting Import Comments Note: In Acrobat Reader DC, commenting features are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. 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.
271 Reviews and commenting Export comments to Word (Windows) In some instances, reviewers make comments in a PDF that was created from a Microsoft Word document. You can revise the original Word document by exporting these comments from the PDF. For example, text that has been inserted, crossed out, or replaced using the text edit tools in the PDF can be deleted or transferred directly to the source Word document.
272 Reviews and commenting Export comments to AutoCAD (Acrobat Pro DC on Windows) You may have reviewers add comments to a PDF that was created from an AutoCAD drawing. If you use AutoCAD PDFMaker to create a PDF, you can import comments into the AutoCAD drawing, rather than switch between AutoCAD and Acrobat DC. You can import most comment types, including drawing markups, sticky notes, stamps, and text edits. 1 Save the PDF to ensure that recently added comments are included.
273 Reviews and commenting Stamp a document You apply a stamp to a PDF in much the same way you apply a rubber stamp to a paper document. You can choose from a list of predefined stamps, or you can create your own stamps. Dynamic stamps obtain information from your computer and from the Identity panel of the Preferences dialog box, allowing you to indicate name, date, and time information on the stamp. The Stamp tool appears in the secondary toolbar of the Comment tool.
274 Reviews and commenting • To change the stamp’s opacity or the color of its pop-up note, right-click the stamp, and choose Properties. In the Appearance tab, set the opacity or color. Move a stamp to the favorites list 1 Using the Select tool or the Hand tool, select a stamp markup on the page. 2 In the secondary toolbar of the Comment tool, click the Stamp tool and choose Add Current Stamp To Favorites.
275 Chapter 7: Saving and exporting PDFs Saving 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.
276 Saving and exporting PDFs You can apply autosave changes to the original files when you restart Acrobat. When you close, save manually, or revert to the last-saved version of a file, the autosave file is deleted. Note: If you use assistive technology, such as a screen reader, you may want to disable the Autosave feature so that you don’t lose your place when the file is reloaded. The Autosave feature won’t work in the following cases: • A document that has its security changed.
277 Saving and exporting PDFs Note: The Apply To Multiple button is not available inPDF Portfolios. To control changes and quality trade-offs, use PDF Optimizer in Acrobat Pro DC, which makes more options available.
278 Saving and exporting PDFs You can also choose File > Export To > [File Type] to export the PDF file to a desired format. 2 Select the file format to which you want to export the PDF file and a version (or format), if available. For example, if you choose to export the PDF file to Word format, you will get an option to export the PDF into Word Document (.docx) or Word 97-2003 Document (.doc) version.
279 Saving and exporting PDFs 4 In the Export dialog box, select a location where you want to save the file. 5 Click Save to export the PDF to the selected file format. By default, the source filename is used with the new extension, and the exported file is saved in the same folder as the source file. Note: When you save a PDF in an image format, each page is saved as a separate file, and each filename is appended with the page number.
280 Saving and exporting PDFs 9 In the Export dialog box, select a location where you want to save the file. 10 Click Save to save only the images from the PDF to the selected file format. Export selections from a PDF to another format If you need just a part of the PDF file in another format, you don’t need to convert the entire file and then extract the relevant content. You can select text in a PDF file and save it in one of the supported formats: DOCX, DOC, XLSX, RTF, XML, HTML, or CSV.
281 Saving and exporting PDFs Tile Size Divides the image being compressed into tiles of the given size. (If the image height or width is not an even multiple of the tile size, partial tiles are used on the edges.) Image data for each tile is individually compressed and can be individually decompressed. The default value of 256 is recommended. This option is available only for JPEG 2000 format. Format Determines how the file is displayed. Available only for JPEG format.
282 Saving and exporting PDFs TIFF options TIFF is a flexible bitmap image format supported by virtually all paint, image-editing, and page-layout applications. Resolution is determined automatically. Monochrome Specifies a compression format. CCITTG4 is the default and generally produces the smallest file size. ZIP compression also produces a small file. Note: Some applications cannot open TIFF files that are saved with JPEG or ZIP compression. In these cases, LZW compression is recommended.
283 Saving and exporting PDFs Include Images Specifies if images are exported when you export a PDF as HTML. Detect and Remove Headers and Footers Specifies if header and footer content in the PDF should be deleted and removed from the HTML files. Recognize Text If Needed Recognizes text if the PDF contains images that contain text. Set Language Specifies the language setting for OCR.
284 Saving and exporting PDFs Text and XML options Encoding Refers to the binary values, based on international standards, used to represent the text characters. UTF-8 is a Unicode representation of characters using one or more 8-bit bytes per character; UTF-16 represents characters using 16-bit bytes. ISO-Latin-1 is an 8-bit representation of characters that is a superset of ASCII. UCS-4 is a Universal Character Set coded in 4 octets. HTML/ASCII is a 7-bit representation of characters developed by ANSI.
285 Saving and exporting PDFs Select and copy text and images The Select tool lets you select horizontal and vertical text or columns of text, images, vector objects,and tables in a PDF. The Select tool recognizes the type of content under the cursor and changes automatically. You can use the Copy, Copy with Formatting, Export Selection As, and Paste commands to copy the selected text into another application. Note the following: • If you’re unable to select text, the text may be part of an image.
286 Saving and exporting PDFs • Right-click on the selected text, and then select Copy. • Right-click on the selected text, and then choose Copy With Formatting. You can paste copied text into comments and bookmarks as well as into documents authored in other applications. Convert selected content to other formats You convert selected content other formats by exporting a selection. For example, you can select content and save it as a Word document, Excel spreadsheet, comma-separated values.
287 Saving and exporting PDFs Export objects to separate PDF Using the Edit Object tool, you can save objects into a separate PDF. 1 Choose Tools > Print Production > Edit Object. 2 Select the object or objects. 3 Right-click the selection, and choose Save Selection As. 4 In the Save As dialog, specify where you want to save the file, name the file, then click Save.
288 Chapter 8: Security Enhanced security setting for PDFs PDFs have evolved from static pages to complex documents with features such as interactive forms, multimedia content, scripting, and other capabilities. These features leave PDFs vulnerable to malicious scripts or actions that can damage your computer or steal data. Enhanced security lets you protect your computer against these threats by blocking or selectively permitting actions for trusted locations and files.
289 Security Specify privileged locations for trusted content Enhanced security provides a way to specify locations for trusted content. These privileged locations can be single files, folders, or host domains (root URLs). Content that resides in a privileged location is trusted. For example, enhanced security normally blocks PDFs from loading data from unknown websites. If you add the data’s origin (its host domain) to your list of privileged locations, Acrobat and Reader allow loading the data.
290 Security If the PDF is secured with both types of passwords, it can be opened with either password. However, only the permissions password allows the user to change the restricted features. Because of the added security, setting both types of passwords is often beneficial. Note: You cannot add passwords to a signed or certified document. Add a password to a PDF You can add password security to a PDF. To open the PDF, the user must enter a password.
291 Security Encrypt All Document Contents Except Metadata Encrypts the contents of a document but still allows search engines access to the document metadata. Note: The iFilter and the Find or Advance Search commands of Acrobat do not look into the PDF’s metadata even when you select the Encrypt All Document Contents Except Metadata option. You can use a search tool that takes advantage of XMP metadata. Encrypt Only File Attachments Requires a password to open file attachments.
292 Security 4 Type the password in the corresponding field. For each keystroke, the password strength meter evaluates your password and indicates the password strength using color patterns. 5 Select what the user can print from the Printing Allowed menu: None Prevents users from printing the document. Low Resolution (150 dpi) Lets users print at no higher than 150-dpi resolution. Printing may be slower because each page is printed as a bitmap image.
293 Security • Acrobat 6.0 And Later (PDF 1.5) encrypts the document using 128-bit RC4. • Acrobat 7.0 And Later (PDF 1.6) encrypts the document using the AES encryption algorithm with a 128-bit key size. • Acrobat X And Later (PDF 1.7) encrypts the document using 256-bit AES. To apply 256-bit AES encryption to documents created in Acrobat 8 and 9, select Acrobat X And Later. 9 Select what you want to encrypt: Encrypt All Document Contents Encrypts the document and the document metadata.
294 Security About digital IDs What is a digital ID? A digital ID is like an electronic driver’s license or passport that proves your identity. A digital ID usually contains your name and email address, the name of the organization that issued it, a serial number, and an expiration date. Digital IDs are used for certificate security and digital signatures. Digital IDs contain two keys: the public key locks, or encrypts data; the private key unlocks, or decrypts that data.
295 Security Create a self-signed digital ID Sensitive transactions between businesses generally require an ID from a certificate authority rather than a self-signed one. 1 Choose Edit > Preferences > Signatures. 2 Select Identities & Trusted Certificates and click More. 3 Select Digital IDs on the left, and then click the Add ID button . 4 Select the option A New Digital ID I Want To Create Now, and click Next. 5 Specify where to store the digital ID, and click Next.
296 Security Specify the default digital ID To avoid being prompted to select a digital ID each time your sign or certify a PDF, you can select a default digital ID. 1 Choose Edit > Preferences > Signatures. In Identities & Trusted Certificates, and click More. 2 Click Digital IDs on the left, and then select the digital ID you want to use as the default. 3 Click the Usage Options button , and choose a task for which you want the digital ID as the default.
297 Security 2 Select Digital IDs on the left, and then select the digital ID to remove. 3 Click Remove ID, and then click OK. Protecting digital IDs By protecting your digital IDs, you can prevent unauthorized use of your private keys for signing or decrypting confidential documents. Ensure that you have a procedure in place in the event your digital ID is lost or stolen.
298 Security If you store your digital ID on a smart card or hardware token, connect it to your device to use it for signing documents. More Help topics Delete a certificate from trusted identities Sharing certificates with others About digital signatures Securing documents with certificates Securing PDFs with certificates Note: For a full list of articles about security, see Overview of security in Acrobat DC and PDF content .
299 Security • If you select 256-bit AES, Adobe Acrobat 9 or later or Adobe Reader 9 or later is required to open the document. 6 Create a recipient list for the encrypted PDF. Always include your own certificate in the recipient list so that you are able to open the document later. • Click Search to locate identities in a directory server or in your list of trusted identities. • Click Browse to locate the file that contains certificates of trusted identities.
300 Security Sharing certificates with others Businesses that use certificates for secure workflows often store certificates on a directory server that participants can search to expand their list of trusted identities. When you receive a certificate from someone, you can add it to your list of trusted identities. You can set your trust settings to trust all digital signatures and certified documents created with a specific certificate.
301 Security 1 Open the PDF containing the signature. 2 Open the Signatures panel, and select the signature. 3 On the Options menu, click Show Signature Properties, and then click Show Signer’s Certificate. 4 If the certificate is self-signed, contact the originator of the certificate to confirm that the fingerprint values on the Details tab are correct. Trust the certificate only if the values match the values of the originator. 5 Click the Trust tab, click Add To Trusted Certificates, and click OK.
302 Security Import certificates using the Windows Certificate Wizard (Windows only) If you use the Windows certificate store to organize your certificates, you can import certificates using a wizard in Windows Explorer. To import certificates, identify the file that contains the certificates, and determine the file location. 1 In Windows Explorer, right-click the certificate file and choose Install PFX. 2 Follow the onscreen instructions to add the certificate to the Windows certificate store.
303 Security Opening secured PDFs Note: For a full list of articles about security, see Overview of security in Acrobat and PDF content . Acrobat DC and Acrobat Reader DC warn you any time you try to open a URL (website) or a file attachment that uses a disallowed file type. URLs and disallowed file types are potentially dangerous because they can transfer or run programs, macros, or viruses that can damage your computer. Examples of disallowed file types include .exe and .zip files.
304 Security Use the Remove Hidden Information feature to find and remove hidden content from a PDF. For example, if you created the PDF, the document metadata normally lists your name as the author. You may also want to remove content that can inadvertently change and modify the document’s appearance. JavaScript, actions, and form fields are types of content that are subject to change.
305 Security 6 (Optional) To repeat a redaction mark, right-click it and choose Repeat Mark Across Pages. This feature is convenient if a particular header, footer, or watermark appears in the same location on many pages. 7 When you have finished marking the items you want to redact, click Apply in the secondary toolbar to remove the items, then click OK. The items aren’t permanently removed from the document until you save it.
306 Security Note: If you haven’t saved the file, you can select redaction marks in the document and press Delete to remove the redaction mark. The redaction marks become permanent after you save the file. 8 To remove the marked items, click Apply in the secondary toolbar, and then click OK. The items aren’t permanently removed from the document until you save it. 9 If you want to search for and remove hidden information in the document by using the Remove Hidden Information feature, click Yes.
307 Security Comments And Markups This item includes all comments that were added to the PDF using the comment and markup tool, including files attached as comments. To view comments, choose Tools > Comments. Form Fields This item includes Form Fields (including Signature fields), and all Actions and calculations associated with form fields. If you remove this item, all form fields are flattened and can no longer be filled out, edited, or signed.
308 Security Set the default look of all marks 1 Click Tools > Redact. The Redact toolset is displayed in the secondary toolbar. 2 In the secondary toolbar, choose Properties. The Redaction Tool Properties dialog box is displayed. 3 On the Appearance tab, select options you want to change, and then click OK: • Click the Redacted Area Fill Color icon and select a fill color from the color palette for the boxes that replace removed items. Choose No Color to leave the redacted area blank.
309 Security Create redaction codes and code sets 1 Click Tools > Redact. The Redact toolset is displayed in the secondary toolbar. 2 In the secondary toolbar, choose Properties. The Redaction Tool Properties dialog box is displayed. 3 Select Use Overlay Text. 4 Select Redaction Code. • To add multiple code entries to a redaction code, select an entry from the Code Entries list and click Add Selected Entry. Repeat as desired.
310 Security 8 Repeat the previous step to add another code entry to that code set, or repeat the previous three steps to create additional code sets and codes. Edit redaction codes and code sets (Acrobat Pro DC) 1 Click Tools > Redact. The Redact toolset is displayed in the secondary toolbar. 2 In the secondary toolbar, choose Properties. The Redaction Tool Properties dialog box is displayed. 3 Select Use Overlay Text, and then select Redaction Code.
311 Security Protected View provides an additional level of security. When Protected View in enabled, PDFs are displayed in a restricted environment called a sandbox. This isolation of the PDFs reduces the risk of security breaches in areas outside the sandbox. Adobe strongly recommends that you use Acrobat DC in Protected View if you are concerned about security, or if you frequently interact with PDFs on the Internet.
312 Security More Help topics Enhanced security Bypassing enhanced security restrictions Specify privileged locations for trusted content Security warnings when a PDF opens You sometimes see a warning when you open a PDF. The warning comes in many forms (three are shown below). What does the warning mean? The warning is asking whether you trust the people who sent you the PDF or the site in which the PDF is displayed. The warning appears because the PDF content can potentially harm your computer.
313 Security No Options, Allow, or Play button? If the warning does not contain an Options, Allow, or Play button, your administrator has disabled this feature. You cannot choose to trust or allow this content. Click the Close or Cancel button to hide the warning. You can view the PDF, but you cannot access any of the blocked content. Contact your administrator for more information. Note: For a full list of articles about security, see Overview of security in Acrobat and PDF content .
314 Security In addition to visible web links in a PDF document, form fields can contain hidden JavaScript that open a page in a browser or silently request data from the Internet. Note: Acrobat and Reader X, 9.3, and 8.2 enable enhanced security by default. Adobe recommends that you enable enhanced security if it is not already enabled, and bypass restrictions only for trusted content.
315 Security 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 LiveCycleRights Management ES The system administrator of your company or group usually configures Adobe LiveCycleRights Management ES, manages accounts, and sets up organizational policies.
316 Security 6 Review the policy details, click Finish, and then click Close. Create a certificate policy 1 In Acrobat DC, choose Tools > Protect > Encrypt > Manage Security Policies. If you don’t see the Protection panel, see the instructions for adding panels at Task panes . 2 Click New. 3 Select Use Public Key Certificates, and then click Next. 4 Type a name and description for the policy, and specify the document components to encrypt.
317 Security 1 Choose Tools > Protect > More Protection > Create Security Envelope. If you don’t see the Protection panel, see the instructions for adding panels at Task panes . 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. Then, follow the steps to create a policy.
318 Security 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 LiveCycleRights Management ES. Adobe LiveCycleRights Management security policies must be stored on a server, but PDFs to which the policies are applied need not. You can apply policies to PDFs using Acrobat, server-side batch sequences, or other applications, such as Microsoft Outlook.
319 Security 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 Choose Recipients and click OK twice. Sign the file. Copy, edit, or delete a policy 1 Choose Tools > Protect > Encrypt > Manage Security Settings. If you don’t see the Protection panel, see the instructions for adding panels at Task panes .
320 Security Securing documents with Adobe LiveCycle Rights ManagementES Adobe LiveCycle Rights Management ES Securing PDFs with Adobe LiveCycle Rights Management ES Note: For a full list of articles about security, see Overview of security in Acrobat and PDF content . Adobe LiveCycleRights Management ES is a server-based security system that provides dynamic control over PDFs. Adobe LiveCycleRights Management ES can be configured to run with LDAP, ADS, and other enterprise systems.
321 Security Application security involves customizing security features to protect Acrobat and Reader against vulnerabilities, malicious attacks, and other risks. Advanced users can customize the application through the user interface. Enterprise administrators can also configure the registry. See the following articles for details. Content security involves the use of product features to protect the integrity of PDF content.
322 Security Enable Menu Items JavaScript Execution Privileges Enables executing JavaScript by clicking menu items. When off, privileged JavaScript calls can be executed through the menu. Executing non-privileged JavaScript calls through menu items is not blocked whether this box is checked or not. Enable Global Object Security Policy Allows JavaScript globally through APIs, or trusts specific documents containing JavaScripts.
323 Security If you apply security settings to a PDF Portfolio in Acrobat Pro DC, including the component documents, you can automate the steps by using Action Wizard (Choose Tools >Action Wizard). Protection required: Action: Require a password to open a PDF, or copy or print its contents Choose Tools > Protection > Encrypt > Encrypt with Password. For a PDF Portfolio, choose View > Portfolio > Cover Sheet. Then choose Tools > Protection > Encrypt > Encrypt With Password.
324 Security In FIPS mode, you can open and view documents that are protected with algorithms that are not FIPS compliant. However, you can’t save any changes to the document using password security. To apply security policies to the document, use either public key certificates or Adobe LiveCycleRights Management ES. FIPS mode is configured in the Windows registry by a system administrator. For more information, see Digital Signatures Guide (PDF) at www.adobe.com/go/learn_acr_security_en.
325 Security Reset (restore) attachment permissions Because the list of allowed and disallowed file attachment types can grow over time, you can reset the lists to their original state. This state can sometimes provide the highest level of security. 1 Choose Edit > Preferences (Windows) or Acrobat DC/Acrobat Reader DC > Preferences (Mac OS). 2 From the Categories on the left, select Trust Manager. 3 In the PDF Attachments panel, click Restore.
326 Chapter 9: Electronic signatures Sign PDF documents You can sign a document to attest to its contents or approve the document. Based on the intent, you use different types of signatures. This document provides instructions for Acrobat DC. If you're using Acrobat Reader, see What can I do with Adobe Reader. If you're using Acrobat XI, see Acrobat XI Help . And, if you're using Acrobat 8, 9, or 10 see previous versions of Acrobat Help.
327 Electronic signatures Type Type your name in the field. You can choose from a small selection of signature styles; clickChange Style to view a different style. Draw Draw your signature in the field. Image Browse and select an image of your signature. Save Signature When this check box is selected, and you're signed in to Acrobat Reader DC or Acrobat DC, the added signature is saved securely in Adobe Document Cloud for reuse.
328 Electronic signatures • Validating digital signatures • Adobe Systems Information Assurance initiatives • Security @ Adobe More Help topics Send PDF documents for signature You can get documents signed by others using Send for Signature, an Adobe Document Cloud eSign service. The service lets recipients quickly sign documents from anywhere using a web browser or mobile device. The service keeps track of the entire process. It emails your signers that you'd like them to sign a document.
329 Electronic signatures Track documents sent for signature You can keep track of which files are out for signature, signed, or waiting for your signature. ❖ In the Home > Sent view, click Manage Documents Sent for Signature. The Adobe Document Cloud eSign services Manage page is displayed in a new browser window. • Sign PDF documents More Help topics Certificate-based signatures A certificate-based signature, like a conventional handwritten signature, identifies the person signing a document.
330 Electronic signatures When you apply a certificate-based signature, Acrobat uses a hashing algorithm to generate a message digest, which it encrypts using your private key. Acrobat embeds the encrypted message digest in the PDF, certificate details, signature image, and a version of the document when it was signed. Certifying and signing documents The Sign > Work with Certificates panel lets you apply two types of certificate-based signatures.
331 Electronic signatures • Use Preview Document mode to suppress any dynamic content that can alter the appearance of the document and mislead you into signing an unsuitable document. For information about using the Preview Document mode, see Sign in Preview Document mode . • Review all the pages in a document before you sign. Documents can contain signature fields on multiple pages. • Configure the signing application. Both authors and signers should configure their application environment.
332 Electronic signatures A Text signature B Graphic signature 1 (Optional) If you want to include an image of your handwritten signature in the certificate-based signature, scan your signature, and save it as an image file. Place the image in a document by itself, and convert the document to PDF. 2 Right-click the signature field, and select Sign Document or Certify With Visible Signature.
333 Electronic signatures 5 Type the name and URL for the roaming ID server, and click Next. 6 Type your user name and password or follow the directions to create an account. Click Next, and then click Finish. Once the roaming ID is added, it can be used for signing or encryption. When you perform a task that uses your roaming ID, you’re automatically logged in to the roaming ID server if your authentication assertion hasn’t expired.
334 Electronic signatures 4 Under Categories, select Signatures. 5 For Document Timestamping, click More. 6 Select Directory Servers on the left, and then select one or more servers on the right. 7 Click Export, select a destination, and click Next. 8 To prove that the file came from you, click Sign, add your signature, and then click Next. 9 Do one of the following: • To save the file, specify its name and location, and click Save.
335 Electronic signatures Set a timestamp server as the default To be able to use a timestamp server to timestamp signatures, set it as the default server. 1 Open the Preferences dialog box. 2 Under Categories, select Signatures. 3 For Document Timestamping, click More. 4 Select Time Stamp Servers on the left. 5 Select the timestamp server, and click the Set Default button . 6 Click OK to confirm your selection.
336 Electronic signatures Setting up digital signature validation When you receive a signed document, you may want to validate its signature(s) to verify the signer and the signed content. Depending on how you have configured your application, validation may occur automatically.
337 Electronic signatures You can change the trust settings of certificates to allow specific actions. For example, you can change the settings to enable the dynamic content and embedded JavaScript within the certified document. 1 Open the Preferences dialog box. 2 Under Categories, select Signatures. 3 For Identities & Trusted Certificates, click More. 4 Select Trusted Certificates on the left. 5 Select a certificate from the list, and click Edit Trust.
338 Electronic signatures ❖ Choose View > Show/Hide > Navigation Panes > 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.
339 Electronic signatures Certify a PDF When you certify a PDF, you indicate that you approve of its contents. You also specify the types of changes that are permitted for the document to remain certified. For example, suppose that a government agency creates a form with signature fields. When the form is complete, the agency certifies the document, allowing users to change only form fields and sign the document. Users can fill the form and sign the document.
340 Electronic signatures For more information about signature warnings and valid and invalid signatures, see the Digital Signature Guide at www.adobe.com/go/acrodigsig. You assess the validity of a Digital Signature and Timestamp by checking the Signature Properties. 1 Set your signature verification preferences. For more information, see Set signature verification preferences. 2 Open the PDF containing the signature, then click the signature.
341 Electronic 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.
342 Electronic signatures If the PDF Portfolio approval or certification is invalid or has a problem, the Signature Badge shows a warning icon. To view an explanation of the problem, hover the pointer over a Signature Badge with a warning icon. Different warning icons appear for different situations. For a list and explanation of each warning, see the DigSig Admin Guide at www.adobe.com/go/acrodigsig.
343 Electronic signatures If all the elements of the certificate chain are available, the information is added to the PDF automatically. If a timestamp server has been configured, the timestamp is also added. Add verification information after signing In some workflows, signature validation information is unavailable at signing, but can be obtained later. For example, a company official may sign a contract using a laptop while traveling by air.
344 Electronic signatures Set signature verification preferences 1 Open the Preferences dialog box. 2 Under Categories, select Signatures. 3 For Verification, click More. 4 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. 5 Select verification options as needed and click OK.
345 Electronic signatures You can change the trust settings of certificates to allow specific actions. For example, you can change the settings to enable the dynamic content and embedded JavaScript within the certified document. 1 Open the Preferences dialog box. 2 Under Categories, select Signatures. 3 For Identities & Trusted Certificates, click More. 4 Select Trusted Certificates on the left. 5 Select a certificate from the list, and click Edit Trust.
346 Electronic signatures ❖ Choose View > Show/Hide > Navigation Panes > 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.
347 Electronic signatures 5 For details about the signer’s certificate, such as trust settings or legal restrictions of the signature, click Show Signer’s Certificate in the Signature Properties dialog box. If the document was modified after it was signed, check the signed version of the document and compare it to the current version. View previous versions of a digitally signed document Each time a document is signed using a certificate, a signed version of the PDF at that time is saved with the PDF.
348 Electronic signatures Certificate-based signatures on attachments to component PDFs You can add signatures to attachments before signing the cover sheet. To apply signatures to attached PDFs, open the PDF in a separate window. Right-click the attachment, and choose Open File from the context menu. To view signatures on the PDF Portfolio, navigate to the cover sheet to view the document message bar and signatures pane.
349 Electronic signatures The required elements for establishing the validity of a signature include the signing certificate chain, certificate revocation status, and possibly a timestamp. If the required elements are available and embedded during signing, the signature can be validated requiring external resources for validation. Acrobat and Reader can embed the required elements, if the elements are available.
350 Electronic signatures Manage trusted identities A digital ID includes a certificate with a public key and a private key. Participants in signing and certificate security workflows exchange the public part (the certificate) of their digital ID. Once you obtain someone’s certificate and add it to your trusted identities list, you can encrypt documents for them. There may be instances when the certificate does not already chain up to a trust anchor that you have specified.
351 Electronic signatures AATL is enabled by default. The list downloads when you first open or create a signed document, or access the various security preferences dialogs. You are asked to verify if the automatic update in the AATL is acceptable to you. Click Yes if you want to receive the updates. Note: Check with your administrator if your organization has turned off access to the AATL for some reason.
352 Chapter 10: Printing Basic PDF printing tasks Print button missing? If you can't see the Print and Cancel buttons, your monitor is set to a low screen resolution. Acrobat DC and Acrobat Reader DC are not designed for low-resolution displays (the minimum recommended is 1024 x 768). However, you can work around this limitation. Do any of the following to print your document: • Press Enter or Return. • If a scroll bar appears on the right of the dialog box, drag the slider down to access the buttons.
353 Printing Note: There could be a scenario when a printer actually supports duplex and this option does not appear on Print dialog. In such cases, you may click on printer properties to directly access this option from printer preferences. Print in black and white You can print a color PDF in shades of gray (also known as grayscale or composite gray). • In the Print dialog box, enable Print In Grayscale (Black And White).
354 Printing Actual Size Prints the pages without scaling. Pages or selections that don’t fit on the paper are cropped. You can set this option as the default using the None print preset. See Create print presets. Shrink Oversize Pages Shrinks large pages to fit the currently selected paper size but doesn’t enlarge small pages. If an area is selected and is larger than the printable area of the currently selected paper, it’s scaled to fit the printable area.
355 Printing You can print more than one page of a PDF onto a single sheet of paper. Printing multiple pages per sheet is also called n-up printing (such as 2-up or 6-up). You can specify how the pages are ordered, either horizontally across the page or in vertical columns. Pages Per Sheet Prints a predefined number of pages, or a custom number (up to 99), horizontally and vertically. If you select a predefined number from the menu, Acrobat automatically selects the best paper orientation.
356 Printing Print comments You can print comments either in a summary list, or in place (like sticky notes on a page). Do one of the following: Summary- In the Comments and Forms area, click Summarize Comments. Drawing Markups - In the Comments and Forms area, choose Document And Markups. Comments on the page - Follow these steps: 1 Open the Preferences dialog box, click Comments category on the left, and select Print Notes And Pop-Ups. 2 Deselect Hide Comment Pop-ups When Comment List Is Open.
357 Printing Print to file You can create a device-dependent PostScript file of a document. The resulting file contains code for enabling and controlling specific device features, making it less compatible with devices other than the target device. For better results when creating PostScript files, use Save As Other > More Options > PostScript. • Click the Advanced button, select Print To File, then click OK.
358 Printing Current Page Prints the page that is visible in the current view. Pages Specifies the range of pages to print. Use a hyphen to separate numbers in a range. Use a comma to separate individual pages or ranges (for example, 6, 10-31, 42). How you specify the numbers depends on the Page Display preference. If Use Logical Page Numbers is selected, you enter numbers that match the numbering on the pages. For example, if the first page of a document is numbered iii, you enter iii to print that page.
359 Printing 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. (If the Layers icon is not visible, choose View > Show/Hide > Navigation Panes > Layers.) 2 Expand the Layers area, select a layer, and then select Layer Properties from the Options menu .
360 Printing For example, if pages 1–2 represent instructions for filling out a form, you can set up your print job to print 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. Why can’t I print my document? Start with these troubleshooting tips Printing problems can have various causes.
361 Printing Acrobat Reader DC crashes on printing / Acrobat Reader DC does not Print after clicking Print button This could happen due to an Adobe Acrobat installation file corruption. In order to resolve this issue, ensure you are using the latest version of Adobe Reader/ Acrobat application. If you are seeing this issue with the latest version: 1 Uninstall the Acrobat Reader using the Acrobat cleaner utility. 2 Re-install Adobe Reader.
362 Printing Print a booklet 1 Choose File > Print and select the printer. 2 Specify which pages to print: • To print pages from front to back, select All. • To divide a large booklet into smaller groupings, select Pages and specify a page range for the first grouping. Print each page range separately. 3 Click Booklet. 4 To print certain pages on a different paper or paper stock, specify those pages using the Sheets From/To option.
363 Printing Print PDFs in a PDF Portfolio A PDF Portfolio contains multiple documents wrapped in one PDF. You can print the component PDFs in a PDF Portfolio individually or together. Documents print in alphabetical order, regardless of the order of files. To rename a file or change the order of files within a PDF Portfolio, use the Details view. See Working with component files in a PDF Portfolio. 1 Open the PDF Portfolio. To print only certain PDFs, select those PDFs.
364 Printing Managing color (Acrobat Pro DC) When you print a color-managed RGB or CMYK document, you can specify additional color management options to keep color consistent in the output. For example, suppose the document contains a profile tailored for prepress output, but you want to proof the colors on a desktop printer.
365 Printing 7 If the document contains objects with transparency settings, select an option from the Transparency Flattening Preset menu. 8 (PostScript printing only) In the PostScript Options panel, specify options. About separations (Acrobat Pro DC) To produce high-quality separations, it helps to be familiar with the basics of printing, including line screens, resolution, process colors, and spot colors.
366 Printing • Run preflight inspections using desired criteria. See Preflight profiles (Acrobat Pro DC). Note: If you use a print service provider to produce separations, you’ll want to work closely with its experts before beginning each job and throughout the process. Print separations 1 Choose File > Print, and choose a printer. 2 Choose an option from the Comments and Forms menu. 3 Choose print range and page handling options. 4 Click Advanced.
367 Printing 3 Choose an option from the Trapped menu, and click OK. Yes The file contains trapping information. No The file doesn’t contain trapping information. Unknown You don’t know whether the file contains trapping information. Saving separations as PostScript (Acrobat Pro DC) Depending on the prepress software available, a service provider may be able to perform such prepress activities as trapping, imposition, separating, and OPI replacement at the output device’s RIP.
368 Printing Overlap Specifies the minimum amount of duplicated information you want printed on each tile for ease in assembly. The Overlap option uses the unit of measure specified for the document. The value should be greater than the minimum nonprinting margins for the printer. You can specify up to half the size of the shortest side of the document page to overlap. For example, tiles for a page that measures 11-by-17 inches (279.4mm-by-431.8mm) can overlap up to 5.5 inches (139.7mm).
369 Printing To learn more about an option, select it. A description appears at the bottom of the dialog box. 2 Set options, and then click OK. Note: Acrobat sets the PostScript level automatically, based on the selected printer. Set advanced print options (Acrobat Pro DC) Print settings are preserved until you change them. When you change an option, the Settings value automatically updates from Acrobat Default to Custom, and the new settings are preserved.
370 Printing pages later in the workflow, the font downloading can be incorrect, resulting in missing fonts. This option does not work with some printers. Send For Each Page Downloads all fonts and resources for a given page before the page prints, and then discards the fonts when the page has finished printing. This option uses the least printer memory. Print Method (Acrobat Pro DC) Specifies the level of PostScript to generate for the pages. Choose the level of PostScript appropriate for your printer.
371 Printing Downloading Asian fonts to a printer Select the Download Asian Fonts option in the Advanced Print Setup dialog box if you want to print a PDF with Asian fonts that aren’t installed on the printer or embedded in the document. Embedded fonts are downloaded whether or not this option is selected. You can use this option with a PostScript Level 2 or higher printer.
372 Printing Specify halftone screen frequency (Acrobat Pro DC) In commercial printing, continuous tone is simulated by dots (called halftone dots) printed in rows (called lines or line screens). Lines are printed at different angles to make the rows less noticeable. The Screening menu in the Output section of the Print dialog box displays the recommended sets of line screens in lines per inch (lpi), and resolution in dots per inch (dpi), based on the currently selected PPD.
373 Printing Specify the emulsion and image exposure (Acrobat Pro DC) Depending on the type of printing press used and how information is transferred from the film to the printing plates, you may need to give your service provider film negatives or positives, with emulsion side up or down. Emulsion refers to the photosensitive layer on a piece of film or paper. Typically, print service providers require negative film in the United States and positive film in Europe and Japan.
374 Printing • The crop, bleed, and trim boxes are all the same size. The crop box is defined in the Crop Box dialog box (choose Tools > Print Production > Set Page Boxes). If the artwork contains a bleed, make sure that the crop box is big enough to accommodate the bleed box and other printer marks. A Trim marks B Registration marks C Page information D Color bars E Bleed marks 1 Select Marks And Bleeds on the left side of the Advanced Print Setup dialog box. 2 Choose the printer marks you want.
375 Printing Same as Source (No Color Management) Discards all color management information and sends device color to the printer. Color Profile Determines the profile used for handling colors during printing. Output Color Displays the output color based on the settings in the Output panel of the Advanced Print Setup dialog box.
376 Chapter 11: Accessibility, tags, and reflow Create and verify PDF accessibility (Acrobat Pro DC) Acrobat DC tools make it easy to create accessible PDFs, and let you check the accessibility of existing PDFs. You can create PDFs to meet common accessibility standards, such as Web Content Accessibility Guidelines (WCAG) 2.0 and PDF/UA (Universal Access, or ISO 14289.
377 Accessibility, tags, and reflow 4 Click Start. 5 Follow the prompts to complete Make Accessible action. Check accessibility of PDFs (Acrobat Pro DC) A good way to check the accessibility of a document is to use tools that your readers will use. Even if you do not have access to those tools, Adobe Acrobat DC provides an automated way to check the accessibility of a PDF file. The Full Check feature in Acrobat DC checks a PDF for many of the characteristics of accessible PDFs.
378 Accessibility, tags, and reflow • Failed: The item didn't pass the accessibility check. In addition to Full Check, Acrobat DC provides other methods to check PDF accessibility: •Use Reflow a PDFto quickly check the reading order. • Use Read Out Loud to experience the document as readers who use the text-to-speech conversion tool experience it. • Save the document as accessible text and then read the saved text file in a word-processing application.
379 Accessibility, tags, and reflow Show Report: Displays a report with links to tips on how to repair failed checks. Options: Opens the Accessibility Checker Options dialog box, so you can select which checks are performed. Accessibility issues Document Accessibility permission flag A document author can specify that no part of an accessible PDF is to be copied, printed, extracted, commented on, or edited.
380 Accessibility, tags, and reflow To fix this item automatically, select Tagged PDF on the Accessibility Checker panel, and then choose Fix from the menu. Acrobat automatically adds tags to the PDF. Options To specify tags manually, do one of the following: • Enable tagging in the application in which the PDF was authored, and re-create the PDF. • Choose Tools > Accessibility > Autotag Document in Acrobat DC. The Add Tags Report appears in the navigation pane if there are any issues.
381 Accessibility, tags, and reflow Or, fix the title manually: 1 Choose File > Properties > Description. 2 Enter a title in the Title text box. 3 Click Initial View, and then choose Document Title from the Show drop-down list. 4 Click OK to close the Description dialog box. Note: See the related WCAG section: 2.4 Page Titled (Level A) Bookmarks This check fails when the document has 21 or more pages, but doesn't have bookmarks that parallel the document structure.
382 Accessibility, tags, and reflow Note: See the related WCAG sections: 1.1.1 Non-text content (A), 1.3.1 Info and Relationships (Level A), 1.3.2 Meaningful Sequence (Level A), 2.4.4 Link Purpose (In Context) (Level A), 3.1.2 Language of Parts (Level AA), 4.1.2 Name, role, value Tagged annotations This rule checks whether all annotations are tagged. Make sure that annotations such as comments and editorial marks (such as insert and highlight) are either included in the Tags tree or marked as artifacts.
383 Accessibility, tags, and reflow Open the Content panel and right-click (Windows) or Ctrl-click (Mac OS) the content that you want to mark as an artifact. Then, select Create Artifact from the context menu. (To display the Content panel, choose View > Show/Hide > Navigation Panes > Content.) Tag the content by choosing Tools > Accessibility > Reading Order. Select the content, and then apply tags as necessary. Assign tags using the Tags panel.
384 Accessibility, tags, and reflow Tagged form fields In an accessible PDF, all form fields are tagged and are a part of the document structure. In addition, you can use the tool tip form filed property to provide the user with information or to provide instructions. To tag form fields, choose Tools > Accessibility > Autotag Form Fields. Note: See the related WCAG sections: 1.3.1 Info and Relationships. (Level A), 4.1.
385 Accessibility, tags, and reflow Associated with content Make sure that alternate text is always an alternate representation for content on the page. If an element has alternate text, but does not contain any page content, there is no way to determine which page it is on. If the Screen Reader Option in the Reading preferences is not set to read the entire document, then screen readers never read the alternate text. 1 Right-click (Windows) or Ctrl-click (Mac OS) an item to check.
386 Accessibility, tags, and reflow See Correct table tags with the Tags panel. Note: See related WCAG section: #1.3.1 Info and Relationships. (Level A) Headers For accessibility, it's necessary that all tables in the PDF have a header. See Correct table tags with the Tags panel. Note: See the related WCAG section: 1.3.1 Info and Relationships. (Level A) Regularity To be accessible, tables must contain the same number of columns in each row, and rows in each column.
387 Accessibility, tags, and reflow To fix the list structure: 1 Find the list in the Accessibility Checker panel by right-clicking (Windows) or Ctrl-clicking (Mac OS) the failed element and choosing Show In Tags Panel. 2 Create elements, change the types of elements, or rearrange existing elements by dragging them. Note: See the related WCAG section: 1.3.1 Info and Relationships. (Level A) Headings Appropriate nesting This rule checks nested headings.
388 Accessibility, tags, and reflow 1.2.4 Captions (Live). (AA) • Design-specific. It's necessary that authors and developers consider this provision and ensure conformance. • General Techniques: http://www.w3.org/WAI/WCAG20/quickref /#qr-media-equiv-real-time-captions 1.2.5 Audio Description (Prerecorded). (AA) • 7.18.6.2 addresses time-based media alternatives. Design-specific. It's necessary that authors and developers consider this provision and ensure conformance.
389 Accessibility, tags, and reflow 1.4.3 Contrast (Minimum). (Level AA) • 7.1, paragraph 6 and note 4 • General Techniques: http://www.w3.org/WAI/WCAG20/quickref /#qr-visual-audio-contrast-contrast 1.4.4 Resize text. (Level AA) • Not applicable • G142 1.4.5 Images of Text. (Level AA) • 7.3, paragraph 6 • PDF7 • General Techniques: http://www.w3.org/WAI/WCAG20/quickref /#qr-visual-audio-contrast-textpresentation • PDF3 • PDF11 • PDF23 • G21 1.4.6 Contrast (Enhanced).
390 Accessibility, tags, and reflow 2.4.1 Bypass Blocks. (Level A) • Not applicable, unless the PDF includes repetitive real content. Page content, such as running headers and footers, must conform with 7.8. • PDF9 • General Techniques: http://www.w3.org/WAI/WCAG20/quickref /#qr-navigation-mechanisms-skip 2.4.2 Page Titled. (Level A) • 7.1, paragraphs 8 and 9 • PDF18 2.4.3 Focus Order. (Level A) • 7.1, paragraph 2, 7.18.1; paragraph 2, 7.18.3 • PDF3 2.4.4 Link Purpose (In Context).
391 Accessibility, tags, and reflow 3.2.2 On Input. (Level A) • 7.18, paragraph 2 • PDF15 3.2.3 Consistent Navigation. (Level AA) • 7.1, paragraph 1, 7.17 • PDF14 • PDF17 • G61 • General Techniques: http://www.w3.org/WAI/WCAG20/quickref /#qr-consistent-behavior-consistentfunctionality • PDF5 • PDF22 • PDF5 • PDF10 • PDF10 • PDF12 3.2.4 Consistent Identification. (Level AA) • 7.1, paragraph 1 3.2.5 Change on Request. (Level AAA) • 7.19, paragraph 2 3.3.
392 Accessibility, tags, and reflow Features for accessible reading of PDFs • Preferences and commands to optimize output for assistive software and devices, such as saving as accessible text for a braille printer • Preferences and commands to make navigation of PDFs more accessible, such as automatic scrolling and opening PDFs to the last page read • Accessibility Setup Assistant for easy setting of most preferences related to accessibility • Keyboard alternates to mouse actions • Reflow capability to di
393 Accessibility, tags, and reflow Screen readers cannot read document features such as images and interactive form fields unless they have associated alternate text. Screen readers can read web links; however, you can provide more meaningful descriptions as alternate text. Alternate text and tool tips can aid many users, including users with learning disabilities.
394 Accessibility, tags, and reflow In Acrobat Pro DC, the logical structure tree appears on the Tags panel. It shows document content as page elements nested at various levels.
395 Accessibility, tags, and reflow • Choose View > Page Display > Single Page View, when using the Touch Up Reading Order tool. When you click the Clear Page Structure button, Acrobat DC clears tags from all visible pages, even pages that are only partially visible. For additional tips on working with reading order, see Donna Baker’s Setting Reading Order in a PDF Document.
396 Accessibility, tags, and reflow Edit Form Field Text Available in the menu that appears when you right-click a form field. Allows the user to add or edit a form field text description that a screen reader or other assistive technology reads. Edit Table Summary Available in the menu that appears when you right-click a highlighted table. Allows the user to add or edit a text description about the table properties that a screen reader or other assistive technology reads.
397 Accessibility, tags, and reflow 4 In the Order panel, drag the tag for a highlighted region to the location you want. As you drag, a line appears to show potential locations. After you drag an item to a new location, the highlighted regions are renumbered to show the new reading order. You can select and move multiple, adjacent regions. Change the reading order by dragging on the page 1 Select the Touch Up Reading Order tool.
398 Accessibility, tags, and reflow Add or remove content from a tagged region The Touch Up Reading Order tool always displays as few highlighted regions as possible. If content within a highlighted region doesn’t flow properly, you may need to split a region to reorder it. Highlighted regions may also contain adjacent page content that is unrelated or that requires a different tag type.
399 Accessibility, tags, and reflow Remove page elements from the tag structure When tagging a PDF, Acrobat can’t always distinguish between instructive figures and decorative page elements. Items that visually enhance page layout, such as decorative borders, lines, or background elements, can add clutter to the structure layout and should be removed. Therefore, Acrobat may incorrectly tag artifacts or page elements as figure tags.
400 Accessibility, tags, and reflow Check and add alternate text for figures If you want screen readers to describe graphical elements that illustrate important concepts in a document, you must provide the description using alternate text. Figures aren’t recognized or read by a screen reader unless you add alternate text to the tag properties. If you apply alternate text to text elements, only the description, not the actual text, is read. 1 Select the Touch Up Reading Order tool.
401 Accessibility, tags, and reflow Remove all tags from a PDF 1 Open the Tags panel (View > Show/Hide > Navigation Panels > Tags) and select the root (topmost) tag, Tags. 2 In the Tags panel, select Delete Tag from the options menu. Note: The Clear Page Structure command in the Touch Up Reading Order dialog box removes all tags from the currently visible pages. Replace the existing tag structure This procedure works best in pages that contain a single column of text.
402 Accessibility, tags, and reflow Set accessibility preferences with the Accessibility Setup Assistant 1 Start the Accessibility Setup Assistant by doing one of the following: • Choose Tools > Accessibility > Setup Assistant. • (Windows only) Start Acrobat for the first time while a screen reader or screen magnifier is running. 2 Choose the option that is appropriate for your assistive software and devices.
403 Accessibility, tags, and reflow Accessibility preferences in Multimedia panel • Show Subtitles When Available • Play Dubbed Audio When Available • Show Supplemental Text Captions When Available • Show Audio Description (Or Video Description, Or Descriptive Video) When Available These preferences don’t correspond to any options in the Accessibility Setup Assistant.
404 Accessibility, tags, and reflow technology. Because Acrobat sends page information about all visible pages, the assistive technology receives information about pages that may be only partially visible (such as the bottom of one page or the top of the next), as well as those pages that are completely visible.
405 Accessibility, tags, and reflow 1 Do any of the following: • To change the scrolling speed to a specific speed, press a number key (9 for fastest, 0 for slowest). • 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.
406 Accessibility, tags, and reflow Reflow a tagged PDF Choose View > Zoom > Reflow. If the Page Display setting is Two Page View before you choose Reflow view, the Page Display setting automatically becomes Single Page View when the document is reflowed. If the Page Display setting is Two Page Scrolling before you choose Reflow view, the Page Display setting automatically becomes Enable Scrolling when the document is reflowed. Return to unreflowed view ❖ When in Reflow view, choose View > Zoom > Reflow.
407 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 ReadOut Loud. You can also use the Select Object tool to locate text. Activate Read Out Loud, and then choose Tools > Interactive Objects >Select Object.
408 Accessibility, tags, and reflow More Help topics Keys for navigating a PDF Keys for selecting tools Keys for working with comments Keys for general navigating Keys for working with navigation panels Keys for navigating the Help window Keys for accessibility Accessibility features Edit document structure with the Content and Tags panels (Acrobat Pro) Correct reflow problems with the Content panel Use the Content panel to correct reflow problems in a PDF that can’t be corrected by using the Touch Up Rea
409 Accessibility, tags, and reflow Edit Container Dictionary Specifies the dictionary for the container. Errors in this dialog box may damage the PDF. Available only for containers that include dictionaries. Cut Cuts and copies the selected object (not the related page content). Paste Pastes content directly below the selected object at the same hierarchical level. Paste Child Pastes content into the selected object as a child content item.
410 Accessibility, tags, and reflow • Ctrl-click the plus sign (Windows) or Option-click the triangle (Mac OS) next to the Tags root to show all tags in the logical structure tree. Edit tags with the Tags panel You can edit a tag title, change a tag location, or change the tag type for an element. All page content must be tagged, marked as an artifact, or removed from the logical structure tree. Edit a tag title 1 In the Tags panel, expand the section of the logical structure that you want to edit.
411 Accessibility, tags, and reflow Edit Class Map Allows you to add, change, and delete the class map, or style dictionary, for the document. Class maps store attributes that are associated with each element. Edit Role Map Allows you to add, change, and delete role maps for the document. Role maps allow each document to contain a uniquely defined tag set. By mapping these custom tags to predefined tags in Acrobat, custom tags are easier to identify and edit.
412 Accessibility, tags, and reflow 2 Choose Highlight Content from the options menu in the Tags panel to see a highlighted area in the document that corresponds to the tag. 3 Choose Properties from the options menu in the Tags panel. 4 In the Touch Up Properties dialog box, click the Tag panel. 5 For Alternate Text, type text that describes the figure.
413 Accessibility, tags, and reflow Correct table tags with the Tags panel Use the Touch Up Reading Order tool to make sure that tables are tagged correctly. If you need to structure figures and text within the cells of your table, you may prefer to re-create the table in the authoring application before you convert it as an accessible PDF. Adding tags on a cell level in Acrobat is a labor-intensive procedure.
414 Accessibility, tags, and reflow Note: You can view and edit the role map of a PDF by choosing Options > Edit Role Map in the Tags panel. The standard Adobe element tag types are available in the New Tag dialog box. They are also available in the Touch Up Properties dialog box in Acrobat Pro. Adobe strongly encourages using these tag types because they provide the best results when tagged content is converted to a different format.
415 Accessibility, tags, and reflow TOCI Table of contents item element. An item contained in a list associated with a table of contents element. Table elements Table elements are special elements for structuring tables. Table Table element. A two-dimensional arrangement of data or text cells that contains table row elements as child elements and may have a caption element as its first or last child element. TR Table row element.
416 Accessibility, tags, and reflow Touch Up Reading Order tool for PDFs (Acrobat Pro) Keys for accessibility (Acrobat Pro) 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.
417 Accessibility, tags, and reflow For information on setting the tab order to use document structure, see Set form field navigation. Add other accessibility features to the PDF In Acrobat Pro DC, this stage includes setting the document language, making sure that security settings don’t interfere with screen readers, creating accessible links, and adding bookmarks.
418 Accessibility, tags, and reflow Whichever method you use to tag the PDF, use Acrobat to touch up the tagging and reading order for complex page layouts or unusual page elements. For example, the Add Tags To Document command can’t always distinguish between instructive figures and decorative page elements such as borders, lines, or background elements. It may incorrectly tag all of these elements as figures.
419 Accessibility, tags, and reflow The conversion process doesn’t always correctly interpret the document structure for the combined PDF, because the files being assembled often use different formats. Use Acrobat Pro DC to create an accessible PDF from multiple documents. When you combine multiple PDFs into one tagged PDF, it is a good idea to retag the combined document. Combining tagged and untagged PDFs results in a partially tagged PDF that isn’t accessible to people with disabilities.
420 Accessibility, tags, and reflow page that has form fields. In this case, use Acrobat Pro to add the form fields. Then complete the accessibility tasks for the rest of the document content. Authoring applications Most authoring applications that you can use to design forms don’t retain their fillable form fields when you convert the files to PDF. Use the forms tools in Acrobat Pro DC to add fillable form fields.
421 Accessibility, tags, and reflow More Help topics Accessibility features Reading PDFs with reflow and accessibility features Creating accessible PDFs Touch Up Reading Order tool for PDFs (Acrobat Pro DC) Editing document structure with the Content and Tags panels(Acrobat Pro DC) Keys for accessibility (Acrobat Pro DC) Last updated 4/7/2015
422 Chapter 12: Searching and indexing Searching PDFs You have lots of control and lots of possibilities for running effective and efficient searches in Adobe Acrobat DC. A search can be broad or narrow, including many different kinds of data and covering multiple Adobe PDFs. If you work with large numbers of related PDFs, you can define them as a catalog in Acrobat Pro DC, which generates a PDF index for the PDFs. Searching the PDF index—instead of the PDFs themselves—dramatically speeds up searches.
423 Searching and indexing Display the Find toolbar ❖ Open it by choosing Edit > Find (Ctrl/Command+F). A Find field B Find Previous C Find Next D Replace With expands to provide text field Open the Search window ❖ Do one of the following: • Choose Edit > Advanced Search (Shift+Ctrl/Command+F). • 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.
424 Searching and indexing 4 Click Next. Acrobat jumps to the first instance of the search term, which appears highlighted. 5 Click Replace to change the highlighted text or click Next to go to the next instance of the search term. Alternatively use the Previous to go back to the previous instance of the search term. Find text in multiple PDFs The Search window enables you to look for search terms in multiple PDFs.
425 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. (General) Search Result icon In PDFs, jumps to that instance of the search term, usually in the body text of the PDF.
426 Searching and indexing Match All Of The Words Searches for instances that contain all your search words, but not necessarily in the order you type them. Available only for a search of multiple PDFs or index definition files. Boolean Query Uses the Boolean operators that you type with the search words into theWhat Word Or Phrase Would You Like To Search For box. Available only for searching multiple PDFs or PDF indexes.
427 Searching and indexing search for all instances that have either term but not both. For example, type cat ^ dog to find all documents with occurrences of either cat or dog but not both cat and dog.( )Use parentheses to specify the order of evaluation of terms. For example, type white AND (whale OR ahab) to find all documents that contain either white and whale or white and ahab. (The query processor performs an OR query on whale and ahab and then performs an AND query on those results with white.
428 Searching and indexing Enable Fast Find Generates a cache of information from any PDF that you search. This cache reduces subsequent search times for that PDF. 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.
429 Searching and indexing Preparing PDFs for indexing (Acrobat Pro DC) Begin by creating a folder to contain the PDFs you want to index. All PDFs should be complete in both content and electronic features, such as links, bookmarks, and form fields. If the files to be indexed include scanned documents, make sure that the text is searchable. Break long documents into smaller, chapter-sized files, to improve search performance.
430 Searching and indexing Create an index for a collection (Acrobat Pro DC) When you build a new index, Acrobat DC creates a file with the .pdx extension and a new support folder, which contains one or more files with .idx extensions. The IDX files contain the index entries. All of these files must be available to users who want to search the index. 1 Choose Tools > Index. The Index toolset is displayed in the secondary toolbar. 2 In the secondary toolbar, click Full Text Index With Catalog.
431 Searching and indexing 7 Under Include These Directories, click Add, select a folder containing some or all of the PDF files to be indexed, and click OK. To add more folders, repeat this step. Note: Any folder nested under an included folder will also be included in the indexing process. You can add folders from multiple servers or disk drives, as long as you do not plan to move the index or any items in the document collection.
432 Searching and indexing menu, and then click Add. These properties appear as a search option in the Search PDF window's additional criteria pop-up menus when you search the resulting index. For example, if you enter the custom property Document Name and choose the string property from the Type menu, a user searching the index can then search within the custom property by selecting Document Name from the Use These Additional Criteria menu.
433 Searching and indexing 4 Locate and select the index definition file (PDX) for the index, and click Open. 5 If the index was created with Acrobat 5.0 or earlier, select Create Copy to create a new index (without overwriting the earlier version), or select Overwrite Old Index to overwrite the earlier index.
434 Chapter 13: Multimedia and 3D models Add audio, video, and interactive objects to PDFs Include audio, video, and interactive 3D objects in your PDF files. Add files directly to your PDF or link to files on the web. Multimedia and PDFs (Acrobat Pro DC) Adding video, sound, and interactive content transforms PDFs into multidimensional communication tools that increase interest and engagement in your documents. Acrobat Pro automatically converts video to FLV files.
435 Multimedia and 3D models 3 Drag or double-click to select the area on the page where you want the video or sound to appear. The Insert dialog box opens. If you double-click the page, Acrobat Pro DC places the upper-left corner of the video where you clicked. If you drag an area on the page, the media is placed within the area. The play area of the video is the exact size of the video frame (if Acrobat Pro DC is able to read the video clip dimensions).
436 Multimedia and 3D models Skin Select the set of playback controls (skin) you want to be displayed on the video. Color Click to open the color palette and choose a color for the controls. Opacity Sets the degree of transparency for the playback controls. Autohide controls When selected, hides the play controls when the mouse pointer is not over the multimedia. Video tab Available when you are adding a video.
437 Multimedia and 3D models 2 Click the play area to select it, and then do any of the following: • Move the clip by dragging its icon to a new location on the page. • Delete the clip by selecting it and pressing Delete. • Resize the clip by dragging one of the corners of the frame until it is the desired size. Hold down Shift to retain the correct proportions for video clips.
438 Multimedia and 3D models • To resize the canvas, drag the frame corners. The 3D content stays proportional within the adjusted frame. 3D properties (Acrobat Pro DC) View 3D properties by using the Select Object Tool (Tools > Rich Media > Select Object) to double-click within an activated model. 3D tab The options on the 3D tab determine how the 3D model is presented. Unlike the settings on the other tabs, 3D settings do not affect the imported file itself.
439 Multimedia and 3D models Name Displays the name of the file that is selected from the list. You can also rename a resource, which is useful with scripting. For example, you can replace the name with the one used in a script. Binding When adding files that are developed in Flash as a resource for a 3D model, binding determines how those files interact. For example, you can identify a resource to run in the background and one to run in the foreground.
440 Multimedia and 3D models A Model Tree B 3D toolbar C 3D object 3D toolbar overview The 3D toolbar appears after you click the 3D model with the Hand tool. This action activates the 3D model and plays animations that are set to play when the file is enabled. The 3D toolbar always appears in the area above the upper-left corner of the 3D model and cannot be moved. A small arrow appears to the right of the Rotate tool, which you can click to either hide or expand the toolbar.
441 Multimedia and 3D models Pivots horizontally around the scene when you drag horizontally. Moves forward or backward in the scene when you drag vertically; maintains a constant elevation level, regardless of how you drag. The Walk tool is especially useful for architectural 3D models. To change the walking speed, change the default display units in the Preferences (3D).
442 Multimedia and 3D models Opens the color picker, which you can use to select a different color for the space surrounding the 3D object. Toggle Cross Section Shows and hides cross sections of the object. Click the pop-up menu to open the Cross Section Properties dialog box. For more information, see Create cross sections. Add Multimedia/3D Comment Enables you to add a sticky note to any part of the 3D model. The note stays with the view. See Commenting on 3D designs in PDFs .
443 Multimedia and 3D models Optimization Scheme For Low Framerate Specifies what happens to animations of complex models when the framerate becomes low. None does not compromise the visuals and leaves the framerate low. Bounding Box shows the threedimensional planes enclosing the parts instead of the parts themselves, which keeps the framerate high. Drop Objects does not show some parts of the model, which keeps the framerate high.
444 Multimedia and 3D models A Default appearance B Wireframe rendering mode C Colored lighting D Different background color ❖ Use items on the 3D toolbar to make any of these changes: • To change the rendering mode, choose an option from the Model Render Mode pop-up menu . • To view an orthographic projection, click the Use Orthographic Projection button .
445 Multimedia and 3D models A Solid B Transparent Bounding Box C Transparent D Solid Wireframe E Illustration F Solid Outline G Shaded Illustration H Bounding Box I Transparent Bounding Box Outline J Wireframe K Shaded Wireframe L Transparent Wireframe M Hidden Wireframe N Vertices O Shaded Vertices Hide, isolate, and change the appearance of parts Some 3D models are composed of individual parts. You can use the Model Tree to hide or isolate parts, zoom in to parts, or make parts transparent.
446 Multimedia and 3D models Note: The items that appear on the Options menu depend on whether the 3D model is composed of just one part or multiple parts. Many of these options are also available by right-clicking a part in the 3D model. Model Render Mode Changes the surface appearance of the entire 3D model according to the item you choose from the submenu: Transparent Bounding Box, Solid, Transparent, Solid Wireframe, and so on. Show All Parts Displays the entire 3D model.
447 Multimedia and 3D models Note: Using the Model Tree requires version 7.0.7 or later of either Acrobat or Adobe Reader. Users with earlier versions can interact with 3D models but not with the Model Tree. The Model Tree has three panes, each of which displays a specific type of information or controls. Structure pane The topmost pane shows the tree structure of the 3D object. For example, a 3D object depicting a car has separate groups of objects (called nodes) for the chassis, engine, and wheels.
448 Multimedia and 3D models 1 Click the Toggle Cross Section icon on the 3D toolbar to turn on or off the cross section. 2 (Optional) Click the arrow next to the Toggle Cross Section icon, and choose Cross Section Properties, which opens the Cross Section Properties dialog box. Then do any of the following: • Change settings under Alignment, Display Settings, and Position And Orientation. • Click the Save Section View button to save the current cross-sectional view.
449 Multimedia and 3D models To understand how each axis divides the 3D model, select an axis and then drag the Offset slider back and forth. Observe the changes in the embedded 3D model. Flip Reverses the cross-section. For example, if the top half of the model is cut off, click Flip to display the top half and cut off the bottom half. Tilt sliders Determine the angles between the cutting plane and the axes. Drag the sliders left or right, or change the percentages.
450 Multimedia and 3D models 5 In the Position section, select Angle Units to change the X, Y, and Z values to Azimuth, Altitude, and Distance. These values enable you to manipulate the camera by azimuth (distance) and altitude (X axis), and to zoom using the distance value. 6 Move the sliders in the Camera and Target positions to the desired location. 7 To change the focal angle of the camera, drag the Field Of View slider to the desired degree.
451 Multimedia and 3D models You can also display comments while taking measurements. These comments (also called measurement markups) are preserved after the document is closed. Measure 3D objects 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.
452 Multimedia and 3D models 3D Snap To Silhouettes Snaps to the apparent edge of a part, such as the side of a cylinder. 3D Snap To Planar Faces Snaps to the geometric plane making up a face of the part. Measurement Types options in the 3D Measurement Tool palette 3D Point To Point Measurement Measures the distance between two positions on the 3D model. Click to set a start point, and then click another location to set an end point or edge.
453 Multimedia and 3D models Measuring preferences Change the 3D Measuring preferences to determine how 3D data is measured. These options appear in the Measuring (3D) panel of the Preferences dialog box. Note: In Adobe Acrobat Reader DC, these preferences apply to PDFs that have commenting enabled. Use Scales And Units From Model (When Present) Displays measurements based on the model units, if present, generated from the original 3D model.
454 Multimedia and 3D models You can link views to bookmarks in the Bookmarks panel, or you can use the Go To 3D View action to link views to buttons and links that you create on the page. Default view When you create a PDF from a 3D model or add a 3D file to an existing PDF, Acrobat creates an initial default view. The default view is generated independently of whether additional default views are created or views exist in the 3D file.
455 Multimedia and 3D models 2 In the Edit 3D dialog box, click the Launch settings tab. 3 Under the Poster Image area, select Retrieve poster from default view. 4 Click OK, and then save the PDF. Add a 3D view to a bookmark or link This process requires a 3D model with one or more defined views, which you can create. You can associate the view with an existing bookmark or link, or you can create a new one for this purpose.
456 Multimedia and 3D models Adding 3D models to PDFs (Acrobat Pro) Displaying 3D models in PDFs Interacting with 3D models Measuring 3D objects in PDFs Commenting on 3D designs in PDFs Adding multimedia to PDFs Include audio, video, and interactive 3D objects in your PDF files. Add files directly to your PDF or link to files on the web.
457 Multimedia and 3D models 4 Add a URL in the Name field, or click Browse to find the media file, and then click Open. For URLs, use the full file address, including the video filename extension, such as .mov or .mp4. 5 Use the advanced options on the Insert dialog box to change the media if needed, and then click OK. Not all of these options are available for all media types.
458 Multimedia and 3D models Preview and Trim Drag the Start and End markers below the slider bar to remove unwanted frames from the clip. This option is only available when a video clip is first added to a PDF. Set Poster Image From Current Frame The poster image is displayed when the video isn’t playing. Drag the marker on the top of the slider bar to the frame you want to use, and then click Set Poster Image From Current Frame.
459 Multimedia and 3D models More Help topics Playing video, audio, and multimedia formats in PDFs Add comments to videos (Acrobat Pro DC) Adding 3D models to PDFs (Acrobat Pro DC) Displaying 3D models in PDFs Interacting with 3D models Measuring 3D objects in PDFs Setting 3D views in PDFs Commenting on 3D designs in PDFs Add comments to videos (Acrobat Pro DC) When you view a video, you can add comments to individual frames.
460 Multimedia and 3D models Playing video, audio, and multimedia formats in PDFs Play multimedia in PDFs Using the Hand tool or the Select tool, click the play area of the video or sound file. When the pointer is positioned over . the play area, it changes to the play mode icon Supported video, audio, and interactive formats You can play the following types of multimedia in PDFs created using Adobe Acrobat DC or Adobe Acrobat Reader DC or earlier: Interactive multimedia Includes SWF files.
461 Multimedia and 3D models Multimedia Trust preferences (legacy) Acrobat and Reader play most multimedia files, such as audio or video, using the built-in media player. (For the supported file types, see Supported video, audio, and interactive formats.) Multimedia content that requires additional resources to play, such as an external player or plug-in, is considered “legacy” multimedia content. You can control the use of external players or plug-ins in the Multimedia Trust (Legacy) preferences.
462 Multimedia and 3D models (Acrobat and Reader 10.1.1 or earlier) 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.
463 Multimedia and 3D models 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. 3D comments added to other views are listed as components of that view in the Model Tree. You can edit and remove 3D comments the same way to edit and remove measurements.
464 Multimedia and 3D models Display comments for a 3D object 1 Do one of the following: • In the Model Tree, select a view that contains comments. • Choose Tools > Comment, the comments are displayed in the comment list in the right pane. • 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.
465 Multimedia and 3D models More Help topics Enable commenting for Reader users (Acrobat Pro) Commenting Playing video, audio, and multimedia formats in PDFs Adding multimedia to PDFs Add comments to videos (Acrobat Pro) Adding 3D models to PDFs (Acrobat Pro) Displaying 3D models in PDFs Interacting with 3D models Measuring 3D objects in PDFs Setting 3D views in PDFs Last updated 4/7/2015
466 Chapter 14: Print production tools (Acrobat Pro DC) Print production tools overview (Acrobat Pro DC) Adobe Acrobat DC adds sophisticated print production tools that enable a complete PDF workflow for high-end color output. The print production tools can be accessed by choosing Tools > Print Production. Open the Print Production tools ❖ Choose Tools > Print Production. The Print Production tools are displayed in the right hand pane.
467 Print production tools (Acrobat Pro DC) Edit Object Allows you to select, move, and edit both raster and vector objects. You can edit individual object properties, such as tags, color space, or rendering intent. Convert Colors Allows you to convert any color space in the document to the target color space. Flattener Preview Allows you to define and apply flattening settings for transparent objects. Includes a preview for viewing transparent objects and the effects your settings have on those objects.
468 Print production tools (Acrobat Pro DC) Set Page Boxes dialog box overview Use the Set Page Boxes dialog box (formerly called Crop Pages) to define boundaries for trim, bleed, and art when preparing your PDF for printing and other output. You can adjust the margins of document boxes supported by Adobe PDF, including the media (page size), trim, bleed, and art boxes.
469 Print production tools (Acrobat Pro DC) Fix hairlines Very thin lines, called hairlines, are problematic in offset printing. If left as is in PDFs, they might not appear in the final printed piece. The Fix Hairlines tool can find most hairlines and replace them with a heavier-weight line. 1 Choose Tools > Print Production > Fix Hairlines. 2 Enter a width for the hairline you want to find, and enter a replacement width. 3 Select the unit of measurement from the Units menu.
470 Print production tools (Acrobat Pro DC) You can also access the Object Inspector from the Preview section of the Output Preview dialog box to inspect the content of your document. For more information, see View information about the content of a PDF document. Output Preview also includes access to the complete Ink Manager for remapping spot-color inks in both printing and previewing. Ink mapping for previewing only applies when the Output Preview dialog box is open.
471 Print production tools (Acrobat Pro DC) 2 Choose Output Preview in the right pane. Choose simulation profile and preview options Select an existing profile for simulating how your document looks when printed. 1 In the Output Preview dialog box, select an option from the Simulation Profile. 2 Select any of the following options: Simulate Overprinting simulates the blending and overprinting of colors in the color-separated output.
472 Print production tools (Acrobat Pro DC) Check ink coverage Too much ink can saturate paper and cause drying problems or change the expected color characteristics of the document. Total Area Coverage specifies the total percentage of all inks used. For example, 280 means 280% ink coverage, which could be accomplished with 60C, 60M, 60Y, and 100K. Ask your print service provider for the maximum ink coverage of the press you use for printing.
473 Print production tools (Acrobat Pro DC) Rich Black Indicates areas that print as rich black—process black (K) ink mixed with color inks for increased opacity and richer color. Rich black is used for large areas since you need the extra darkness to make the text look black rather than gray. Type the Start Cutoff percentage to define the minimum percentage of black to diagnose the content as rich black.
474 Print production tools (Acrobat Pro DC) For more information on transparency output issues, see the Print Service Provider Resources page of the Adobe Solutions Network (ASN) (English only), available on the Adobe website. Flattener Preview dialog box overview Use the preview options in the Flattener Preview dialog box to highlight the areas and objects that are transparent, as well as those affected by transparency flattening.
475 Print production tools (Acrobat Pro DC) Note: The Flattener Preview is not intended for precise previewing of spot colors, overprints, and blending modes. Instead, use Overprint Preview mode for those purposes. 1 Display the Flattener Preview panel (or dialog box): • In Illustrator, choose Window > Flattener Preview. • In Acrobat, choose Tools > Print Production > Flattener Preview. • In InDesign, choose Window > Output > Flattener Preview.
476 Print production tools (Acrobat Pro DC) Outlined Text (Illustrator and InDesign) Highlights all text that will be outlined if involved in transparency or because Convert All Text To Outlines is selected. Note: In the final output, outlined strokes and text may appear slightly different from native ones, especially very thin strokes and very small text. However, the Flattener Preview doesn’t highlight this altered appearance.
477 Print production tools (Acrobat Pro DC) Note: Some print drivers process raster and vector art differently, sometimes resulting in color stitching. You may be able to minimize stitching problems by disabling some print-driver specific color-management settings. These settings vary with each printer, so see the documentation that came with your printer for details.
478 Print production tools (Acrobat Pro DC) Create a flattener preset You can save transparency flattener presets in a separate file. Using a separate file makes it easy to back them up or to make them available to service providers, clients, or others in your workgroup. Once you create a custom flattener preset, you can edit it in PDF Optimizer.
479 Print production tools (Acrobat Pro DC) About color conversion Colors must often be converted when they are displayed on a monitor or sent to a printer. Conversion is necessary when the color models do not match (for example, when CMYK color is displayed on an RGB monitor, or when a document with images in an RGB color space is sent to a printer). Acrobat uses the source color spaces of objects in a PDF to determine what (if any) color conversion is required, for example, from RGB to CMYK.
480 Print production tools (Acrobat Pro DC) Convert colors to a different color space Depending on the color spaces you select, color conversion preserves, converts, or maps (aliases) color values from the source color space to the destination space as follows: • Objects with untagged (Device) data are converted to the destination space using the working space profiles as the source.
481 Print production tools (Acrobat Pro DC) 8 Specify the pages to convert. 9 Select any additional conversion options: Preserve Black Preserves any black objects drawn in CMYK, RGB, or grayscale during conversion. This option prevents text in RGB black from being converted to rich black when converted to CMYK. Promote Gray To CMYK Black Converts device gray to CMYK. Preserve CMYK Primaries When transforming colors to prepare CMYK documents for a different target print profile, preserves primaries.
482 Print production tools (Acrobat Pro DC) Remove embedded profiles from individual objects You can remove the embedded color profiles from images and other objects in the PDF. Without the embedded profile, Acrobat uses the working space profile of the object to determine how to handle the appearance of the color. 1 Choose Tools > Print Production > Edit Object, and select the objects you want to convert. 2 Right-click the selection, and choose Properties. 3 Click the Color tab.
483 Print production tools (Acrobat Pro DC) • Choose File > Save As Other > More Options > Encapsulated PostScript or PostScript. Click Settings, and then click Ink Manager. Separate spot colors as process Using the Ink Manager, you can convert spot colors to process colors. When spot colors are converted to process color equivalents, they are printed as separations rather than on a single plate.
484 Print production tools (Acrobat Pro DC) About ink trapping When an offset printed document uses more than one ink on the same page, each ink must be printed in register (perfectly aligned) with any other inks that it abuts, so that there is no gap where the different inks meet. However, it’s impossible to ensure exact registration for every object on every sheet of paper running through a printing press, so misregistration of inks can occur. Misregistration causes an unintended gap between inks.
485 Print production tools (Acrobat Pro DC) Trap a PDF Trapping is a complex process that depends on the interaction of various color, ink, and printing factors; the correct settings vary, depending on specific press conditions. Do not change the default trap settings unless you’ve consulted with your print service provider. 1 If necessary, choose Tools > Print Production > Trap Presets to create a trap preset with custom settings for your document and printing press conditions.
486 Print production tools (Acrobat Pro DC) Delete a trap preset ❖ In the Trap Presets dialog box, select the presets, and then click the Delete button. Note: You cannot delete either of the two built-in presets: [No Trap Preset] and [Default]. Assign a trap preset to pages You can assign a trap preset to a document or to a range of pages in a document. Pages with no abutting colors print faster if you disable trapping on those pages. Trapping doesn’t actually occur until you print the document.
487 Print production tools (Acrobat Pro DC) Trap widths Trap width is the amount of overlap for each trap. Differences in paper characteristics, screen rulings, and printing press conditions require different trap widths. To determine the appropriate trap widths for each job, consult your commercial printer. Default Specifies the trap width in points for trapping all colors except those involving solid black. The default value is 0p0.25.
488 Print production tools (Acrobat Pro DC) Trap thresholds Step Specifies the color change threshold at which the trapping engine creates a trap. Some jobs need only the most extreme color changes trapped, while others require traps for more subtle color changes. The Step value indicates the degree to which components (such as CMYK values) of abutting colors must vary before trapping occurs.
489 Print production tools (Acrobat Pro DC) Trap 1-Bit Images Ensures that 1-bit images trap to abutting objects. This option doesn’t use the Image Trap Placement settings, because 1-bit images use only one color. In most cases, leave this option selected. In some cases, such as with 1-bit images where pixels are widely spaced, selecting this option may darken the image and slow the trapping.
490 Print production tools (Acrobat Pro DC) Follow these guidelines when adjusting ND values: Metallic and opaque inks Metallic inks are usually darker than their CMYK equivalents, while opaque inks obscure any ink beneath them. In general, you should set the ND values for both metallic and opaque spot colors much higher than their default values to ensure that these spot colors won’t spread.
491 Chapter 15: Preflight (Acrobat Pro DC) Advanced preflight inspections (Acrobat Pro DC) More Help topics Analyzing documents with the Preflight tool (Acrobat Pro DC) Viewing preflight problems inside the PDF structure For detailed information on PDF structure, see the documents on the Adobe PDF Technology Center at www.adobe.com/go/learn_acr_pdftechnology_en (English only).
492 Preflight (Acrobat Pro DC) Displays the content stream as a sequence of page content operators. Expand the subtree for an operator to view its operands. This is the default view. Q Groups all operators in the content stream that belong to the same graphic state nesting level within a pair of the q/Q operators. Expand the subtree for a q/Q pair to view the operator and parameters inside. BMC Similar to Q, but arranges content streams by marked content (BMC/EMC) nesting levels.
493 Preflight (Acrobat Pro DC) Preflight reports (Acrobat Pro DC) More Help topics Analyzing documents with the Preflight tool (Acrobat Pro DC) Create a results report You can capture the results of a preflight inspection in various types of reports. You can capture the results in a text file, an XML file, or a single PDF file. A PDF report can include just an overview or detailed information presented in different ways.
494 Preflight (Acrobat Pro DC) About inventory reports An inventory report shows resources used in a PDF, including color spaces, images, patterns, shadings, metadata, and fonts and glyphs in each font family. Related information is grouped together and arranged on a PDF page so that you can scan and locate items. You can run an inventory report before or after you run a preflight inspection.
495 Preflight (Acrobat Pro DC) Viewing preflight results, objects, and resources (Acrobat Pro DC) More Help topics Analyzingdocuments with the Preflight tool (Acrobat Pro DC) About preflight results You can view the results of a preflight inspection as a list, as comments, or individually in the Preflight dialog box. In the Results list, mismatches appear according to their severity, with all errors first, followed by warnings, and then just information.
496 Preflight (Acrobat Pro DC) • To see an object in context on the PDF page, double-click the item. The object is highlighted with a dotted line for easier identification. This option is useful when an object such as a font exists in multiple places in the document. In some cases, the item is an attribute of an object (for example, a color space). In those cases, the inspection finds the objects that use the attribute.
497 Preflight (Acrobat Pro DC) View resources and general information The Overview section of the Preflight dialog box lists all types of properties and resources for the document. It lists the color spaces, fonts, patterns, halftone settings, graphic states, and images used in the document. It also lists general information about the analyzed document. This information includes the application used to create it, the date it was created, and the date it was last modified.
498 Preflight (Acrobat Pro DC) 5 To view basic Audit Trail information, click the Standards icon in the navigation pane on the left. In the Standards panel, do any of the following, as needed: • To verify that the profile used on the document is the same as the profile on your local system, clickCheck Profile Fingerprint. For example, if you asked a customer to use a specific profile, you can use this check to confirm it was used.
499 Preflight (Acrobat Pro DC) • If another panel is displayed in the Preflight dialog box, click the Profiles tab. 2 Expand the profile groups as desired. The list includes all predefined profiles, and any custom profiles you’ve created. Set up favorite profiles 1 Do one of the following: • If the Preflight dialog box is not open, choose Tools > Print Production > Preflight. • If another panel is displayed in the Preflight dialog box, click the Profiles tab. 2 Expand the groups as desired.
500 Preflight (Acrobat Pro DC) A preflight profile must contain at least one check or fix and one property that validate the PDF content. When you build a check from scratch, you can use existing properties or create new properties as you go. For best results when creating and modifying profiles, add only as many checks as you need to validate the PDF content, and keep the checks and properties simple and straightforward.
501 Preflight (Acrobat Pro DC) 2 Locate the preflight package file (.kfp extension), and click Open. The profile appears in the Profiles list in the Imported Profiles group. 3 (Optional) If the profile is locked, choose Unlocked from the pop-up menu in the Preflight Edit Profile dialog box. You can edit a profile after it is unlocked. 4 (Optional) If prompted, enter the password. You can also import a preflight profile by dragging the file to the Acrobat DC window or Acrobat DC application icon.
502 Preflight (Acrobat Pro DC) Unlock or unprotect a profile 1 In the Preflight Edit Profile dialog box, select a profile. 2 Choose Unlocked from the pop-up menu at the upper left of the dialog box. 3 If prompted, enter the correct password, and click OK. Change profile settings You can change the settings of a single profile. Change general profile settings 1 Open the Preflight Edit Profile dialog box. 2 Expand the profile group and select a profile.
503 Preflight (Acrobat Pro DC) Warning Generates a warning message for this check (or any checks in this category). Choose this option for mismatches that you want to know about and may need to correct before final output. Info Generates a simple note for this check (or any checks in this category). Choose this option for mismatches that you want to know about but do not need to correct before final output. Inactive Never generates an alert message for this check (or any checks in this category).
504 Preflight (Acrobat Pro DC) About output intents An output intent describes the final destination device you will use to reproduce the color in the PDF, such as the separations printing device. Output intents override working spaces during viewing and printing, but they do not convert the colors in the PDF. Note: In a PDF/X1-a workflow, the output intent describes the working CMYK space.
505 Preflight (Acrobat Pro DC) 2 Confirm the deletion. More Help topics Adobe PDF settings Preflight preferences Correcting problem areas with the Preflight tool (Acrobat Pro DC) About preflight fixups You can use the Preflight tool to fix many errors in a document. To do this, you add error corrections, called fixups, to a profile. The fixup automatically corrects the problem, if possible, or provides information so that you can correct the problem in the source file.
506 Preflight (Acrobat Pro DC) 3 If necessary, unlock the profile so that you can modify it. Choose Unlock from the pop-up menu at the top. 4 Select Fixups from the items under the profile.
507 Preflight (Acrobat Pro DC) 5 Select a fixup from the column on the right and click the left-facing arrow to move the fixup to the column on the left. You can add as many fixups as you want. Note: To remove a fixup from a profile, select the fixup from the list on the left and click the right-facing arrow. Edit Fixup dialog box overview The Edit Fixup dialog box lists the types of predefined fixups you can add to a profile, and the values associated with each fixup.
508 Preflight (Acrobat Pro DC) Create a fixup for a profile 1 In the Profiles panel of the Preflight dialog box, click the Select Profiles button . 2 Select a profile and click the Edit button next to the profile name. 3 On the left side of the dialog box, under the profile, select Fixups. 4 If necessary, choose Unlocked from the pop-up menu. 5 Under Fixups In This Profile, click the New icon . 6 Name the fixup and specify the criteria.
509 Preflight (Acrobat Pro DC) About droplets and actions If you routinely use the same preflight profile to inspect documents, you can use a droplet or a preflight action to process files. A droplet in Preflight is a small application that runs a Preflight inspection on one or more PDFs that you drag onto the . You can save a droplet on the desktop or to another location on your computer.
510 Preflight (Acrobat Pro DC) Create Report And Save In Success/Error Folder Lets you specify the type of report and amount of detail. This report indicates the results of the preflight inspection. Settings Lets you change report options. Success/Error Folder Lets you specify a folder and location for the files and optional reports. Display A Summary PDF Creates a report of files that generated mismatches during the inspection.
511 Preflight (Acrobat Pro DC) A Views B Preflight profiles, checks, or fixes C DisplaySettings Alert (off by default) D Groups E Profile description Run a preflight inspection You can use or modify an existing profile, or create your own. 1 Open the PDF and choose Tools > Print Production > Preflight in the right pane. 2 Do one of the following: • To view a list of available profiles, click the Select Profiles button .
512 Preflight (Acrobat Pro DC) Preflight preferences Use the Preflight Preferences dialog box to control how results are reported and to specify output intents when creating PDF/X, PDF/A, or PDF/E files. A PDF can have an embedded output intent containing an ICC profile. To open the Preflight Preferences dialog box, from the Preflight dialog box, choose Options > Preflight Preferences.
513 Preflight (Acrobat Pro DC) Draw Border For Bounding Box Draws the same lines in a mask report that you see on screen when you double-click a result in the Preflight Results window. This option is useful for identifying objects in a mask report when an image occupies the entire page. In this case you don’t see the mask, but you see the lines around objects. Color/Line Style/Effective Line Width Click Color to choose colors from a color spectrum.
514 Preflight (Acrobat Pro DC) Convert to PDF/X, PDF/A, or PDF/E using a wizard 1 Choose Tools > Print Production. The Print Production toolset is displayed in the right hand pane. 2 Click Preflight. The Preflight dialog box is displayed. 3 In the Preflight dialog box, click Standards. 4 Select Save As PDF/X, Save As PDF/A, or Save As PDF/E, and then click Continue. 5 Select the desired version and click Continue. 6 Select a conversion profile and one of the available viewing or printing condition.
515 Preflight (Acrobat Pro DC) 4 Expand a compliance profile and select the Remove Information option. For example, under PDF/A Compliance, select Remove PDF/A Information. 5 Click Analyze And Fix. 6 Select a location to save the file and click Save. If the operation is successful, a green check mark appears in the Results tab of the Preflight dialog box. If the operation fails, a red X appears in the Results tab of the Preflight dialog box.
516 Preflight (Acrobat Pro DC) The following property groups are available: Text Includes information about how text is rendered, whether it is scaled anamorphically or slanted, or whether it can be mapped to Unicode and thus copied or exported correctly. Font Describes all aspects of a font in which text is rendered. Note that text size is a text property, not a font property, because a font can be used at many sizes throughout a PDF document. Text size is included in the Text property group.
517 Preflight (Acrobat Pro DC) Document Includes all the pieces of information that apply to the PDF as a whole, such as whether the document is encrypted, contains form fields, or contains bookmarks. Document Info Lists all the standard entries that can also be accessed by the Document Info dialog box in Acrobat, and information that has been standardized by the ISO 15930 standard (PDF/X).
518 Preflight (Acrobat Pro DC) A Search B Description C Alerts D CreateNew Check And Include in Current Profile E Duplicate Check And Assign To Current Profile F Edit Check G RemoveCheck From Profile H IncludeIn Profile I New Check J Duplicate Check K Edit Check L Delete Check Add checks to a profile Acrobat includes several predefined preflight profiles, which you can use as is or modify to create custom profiles.
519 Preflight (Acrobat Pro DC) • To add a check to the profile, select the check in the right panel, click the left-facing arrow, and adjust the alert type, if needed, from the pop-up menu at the lower left of the dialog box. The alert type, which is Error by default, specifies what kind of alert the Preflight tool displays if it finds a mismatch. You can add as many checks as needed. • To remove a check from the profile, select it in the left panel, and click the right-facing arrow.
520 Preflight (Acrobat Pro DC) 2 Expand the groups as desired. 3 Select a single check, click the flag next to the name, and then choose Favorite. See where a check or property is used ❖ In the Preflight Edit Profile dialog box, double-click a check, and then click Usage in the Edit Check dialog box to see which profiles use the check.
521 Chapter 16: Color management Keeping colors consistent About color management in Adobe applications Adobe color management helps you maintain the appearance of colors as you bring images in from external sources, edit documents and transfer them between Adobe applications, and output your finished compositions.
522 Color management Basic steps for producing consistent color 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. (See Do you need color management?.
523 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 Cloud application, choose File > Browse In Bridge. To open Bridge directly, either choose Adobe Bridge CC from the Start menu (Windows) or double-click the Adobe Bridge CC icon (Mac OS).
524 Color management Working with color profiles About color profiles Precise, consistent color management requires accurate ICC-compliant profiles of all of your color devices. For example, without an accurate scanner profile, a perfectly scanned image may appear incorrect in another program, simply due to any difference between the scanner and the program displaying the image.
525 Color management 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.
526 Color management 2 Make sure your monitor is displaying thousands of colors or more. Ideally, make sure it is displaying millions of colors or 24-bit or higher. 3 Remove colorful background patterns on your monitor desktop and set your desktop to display neutral grays. Busy patterns or bright colors surrounding a document interfere with accurate color perception. 4 Do one of the following to calibrate and profile your monitor: • In Windows, install and use a monitor calibration utility.
527 Color management More Help topics Understanding color management A color management system reconciles color differences among devices so that you can be reasonably certain of the colors your system ultimately produces. Viewing color accurately allows you to make sound color decisions throughout your workflow, from digital capture through final output. Color management also allows you to create output based on ISO, SWOP, and Japan Color print production standards.
528 Color management A color management system translates colors with the help of color profiles. A profile is a mathematical description of a device’s color space. For example, a scanner profile tells a color management system how your scanner “sees” colors. Adobe color management uses ICC profiles, a format defined by the International Color Consortium (ICC) as a crossplatform standard.
529 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.
530 Color management About missing and mismatched color profiles Unless specified otherwise, the document uses the working space profile associated with its color mode for creating and editing colors. However, some existing documents may not use the working space profile that you have specified, and some existing documents may not be color-managed.
531 Color management Saturation Tries to produce vivid colors in an image at the expense of color accuracy. This rendering intent is suitable for business graphics like graphs or charts, where bright saturated colors are more important than the exact relationship between colors. Relative Colorimetric Compares the extreme highlight of the source color space to that of the destination color space and shifts all colors accordingly.
532 Color management A Document is created in its working color space. B Document’s color values are translated to color space of chosen proof profile (usually the output device’s profile). C Monitor displays proof profile’s interpretation of document’s color values. Soft-proof colors (Acrobat Pro DC) 1 Choose Tools > Print Production. The Print Production tools are displayed in the right-hand pane. 2 In the right-pane, click Output Preview.
