Using ADOBE ® ACROBAT ® X PRO
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iii Contents Chapter 1: What’s new What’s new (Acrobat 10.1) What’s new (Acrobat X) ............................................................................................. 1 ................................................................................................ 1 Chapter 2: Workspace Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
iv USING ACROBAT X PRO Contents Tracking and managing PDF reviews Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Managing comments . . . . . . . . . . . . . . . . .
v USING ACROBAT X PRO Contents Actions and scripting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343 Using Geospatial PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
vi USING ACROBAT X PRO Contents Chapter 18: Job Definition Format About JDF files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475 View JDF job definitions Create JDF job definitions Edit JDF job definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1 Chapter 1: What’s new What’s new (Acrobat 10.1) New browser, platform, and PDFMaker support (Windows) Browser support View PDFs in Microsoft Internet Explorer 9, Mozilla Firefox 4, and Google Chrome. Web page conversion Convert web pages to Adobe PDF from Firefox 4. 64-bit Office support Convert Microsoft Office 64-bit documents to Adobe PDF using the Acrobat PDFMaker feature. AutoCAD 2011 Convert AutoCAD 2011 files to Adobe PDF from the Acrobat PDFMaker toolbar.
2 USING ACROBAT X PRO What’s new Adding tools to the Tools pane You can also access the desktop tools you use most by adding individual items to the customizable Quick Tools toolbar. (The Quick Tools toolbar replaces the floating toolbars in Acrobat 9.) See “Workspace basics” on page 5. Streamlined commenting process Access mark-up tools and view comments from a single, unified Annotations panel. A read or unread indicator shows which comments you have read and which you have not.
3 USING ACROBAT X PRO What’s new PDF conversion to Excel and Word Save PDF files as Microsoft Word documents and Excel spreadsheets, retaining the layout, fonts, formatting, and tables. See “Convert PDFs to Word, RTF, spreadsheets or other formats” on page 130. Password strength meter Create better passwords with the password strength meter.
4 USING ACROBAT X PRO What’s new Acrobat 9 Acrobat X Document > Compare Documents View menu > Compare Documents Document > Attach a File Tools > Content > Attach a File Tools > Select & Zoom > Snapshot Tool Edit > Take A Snapshot Tools > Typewriter Tools > Content > Add or Edit Text Box Tools > Analysis Tools > Analyze Tools > Advanced Editing Tools > Content Tools > Advanced Editing > Article Tool Tools > Document Processing > Add Article Box Advanced > Web Capture Tools > Document Proce
5 Chapter 2: Workspace As you get acquainted with your product, make setting up your work environment a priority. The more you learn about its potential, the better you can take advantage of its features, tools, and options. There’s much more to the application than you see at first glance. Various hidden tools, preferences, and options can enhance your experience and give you greater control over how your work area is arranged and displayed.
6 USING ACROBAT X PRO Workspace When you open a PDF inside a web browser, the toolbars, navigation pane, and task panes are not available. You can in the semi-transparent floating toolbar near the bottom of the display those items by clicking the Acrobat icon window. Note: Some, but not all, PDFs appear with a document message bar. PDF Portfolios appear with a specialized work area. For videos on the Acrobat interface, see the following resources: • Getting around the Acrobat X interface: www.adobe.
7 USING ACROBAT X PRO 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.
8 USING ACROBAT X PRO Workspace • To remove a tool, select it in the right pane and click . • To change a tool’s position in the toolbar, select a tool in the right pane and click the Up or Down Arrow. • To add a vertical line to separate groups of tools in the toolbar, click . To quickly add a tool from the Tools or Comment pane, drag the tool’s grabber bar to the location you want on the Quick Tools toolbar. You can also right-click the tool and select Add to Quick Tools.
9 USING ACROBAT X PRO Workspace • To select the Zoom In tool temporarily, hold down Ctrl+spacebar. When you release the keys, Acrobat reverts to the previously active tool. Task panes Most commands are now organized into the Tools, Comment, and Share task panes on the right side of the application window. Most tools are now located in these task panes. Click Tools, Comment, or Share to display the respective task panels.
10 USING ACROBAT X PRO Workspace Some panels also contain other buttons that affect the items in the panel. Again, these vary among the different panels, and some panels have none. Navigation panels and options menu Document message bar The document message bar appears only in certain types of PDFs.
11 USING ACROBAT X PRO Workspace Document message bar for a certified PDF Portfolio More Help topics “Security warnings” on page 218 “Enhanced security” on page 214 “Filling in forms” on page 209 “Commenting” on page 150 Set preferences Many program settings are specified in the Preferences dialog box, including settings for display, tools, conversion, and performance. Once you set preferences, they remain in effect until you change them.
12 USING ACROBAT X PRO Workspace Restore the Acrobat preferences files (Mac OS) Restore the Acrobat preferences files to eliminate problems caused by a damaged preferences file. Note: Re-creating the Acrobat preferences files restores settings to their defaults. 1 Quit Acrobat. 2 Drag the following files from the Users/[Username]/Library/Preferences folder to the Desktop: • Acrobat WebCapture Cookies • com.adobe.Acrobat.Pro.plist or com.adobe.Acrobat.Pro_x86_9.0.plist • Acrobat Distiller Prefs and com.
13 USING ACROBAT X PRO Workspace Open a PDF from the desktop or within another application ❖ Do one of the following: • To open a PDF attached to an email message, open the message and double-click the PDF icon. • To open a PDF linked to an open web page, click the PDF file link. The PDF usually opens in the web browser. • Double-click the PDF file icon in your file system. Note: In Mac OS, you may not be able to open a PDF created in Windows by double-clicking the icon.
14 USING ACROBAT X PRO Workspace Internet Settings [or Network Settings] Click to open the Internet or network connection dialog box or panel for your computer. For more information, consult your operating system Help, your Internet service provider, or your local network administrator. Viewing PDFs 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.
15 USING ACROBAT X PRO Workspace Read a document in Full Screen mode If the Full Screen navigation bar is not shown, you can use keyboard shortcuts to navigate through a PDF. Note: If you have two monitors installed, the Full Screen mode of a page sometimes appears on only one of the monitors. To page through the document, click the screen displaying the page in Full Screen mode. 1 Choose View > Full Screen Mode.
16 USING ACROBAT X PRO Workspace 3 As needed, specify the page ranges in the documents to compare in the First Page and Last Page boxes. 4 Select the Document Description that best describes the documents you are comparing, and click OK. Once the two documents are analyzed, a results document appears with the Compare panel open. The new document is shown with annotations indicating the changes. The first page shows a summary of the comparison results.
17 USING ACROBAT X PRO Workspace More Help topics “3D preferences” on page 381 “Multimedia preferences” on page 361 “Setting accessibility preferences” on page 275 Documents preferences Open Settings Restore Last View Settings When Reopening Documents Determines whether documents open automatically to the last viewed page within a work session.
18 USING ACROBAT X PRO Workspace Full Screen preferences Full Screen Setup Current Document Only Specifies whether or not 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 USING ACROBAT X PRO Workspace Create Links From URLs Specifies whether links that weren’t created with Acrobat are automatically identified in the PDF document and become clickable links. 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.
20 USING ACROBAT X PRO 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 USING ACROBAT X PRO 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 (on-screen) the effects of ink aliasing in the printed output.
22 USING ACROBAT X PRO Workspace • In Acrobat or Reader, choose File > Open and specify the URL or complete UNC path of the PDF file. 2 A dialog box displays the file name 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.
23 USING ACROBAT X PRO Workspace Page Thumbnails panel The Page Thumbnails button on the left side of the work area opens the navigation pane to the Page Thumbnails panel, which displays thumbnail images of each page. Click a page thumbnail to open that page in the document pane. More Help topics “Retrace your viewing path” on page 25 “Adjust page magnification” on page 26 Page through a document There are many ways to turn pages in a PDF.
24 USING ACROBAT X PRO Workspace Jump to bookmarked pages Bookmarks provide a table of contents and usually represent the chapters and sections in a document. Bookmarks appear in the navigation pane. B A C Bookmarks panel A. Bookmarks button B. Click to display bookmark options menu. C. Expanded bookmark 1 Click the Bookmarks button, or choose View > Show/Hide > Navigation Panes > Bookmarks. 2 To jump to a topic, click the bookmark. Expand or collapse bookmark contents, as needed.
25 USING ACROBAT X PRO 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.
26 USING ACROBAT X PRO Workspace Article threads In PDFs, articles are optional electronic threads that the PDF author may define within that PDF. Articles lead readers through the PDF content, jumping over pages or areas of the page that are not included in the article, in the same way that you might skim through a traditional newspaper or magazine, following one specific story and ignoring the rest.
27 USING ACROBAT X PRO Workspace A B C D E F G H I J All zoom tools A. Marquee Zoom tool B. Dynamic 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.
28 USING ACROBAT X PRO Workspace • Drag the Marquee Zoom tool to define the area of the page that you want to fill the document pane. (View > Zoom > Marquee Zoom) • Drag the Dynamic Zoom tool (also called Continuous 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.
29 USING ACROBAT X PRO Workspace 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. Then drag the frame to see a different area of the page in the document pane.
30 USING ACROBAT X PRO Workspace If a document has more than two pages, you can ensure that the first page appears alone on the right side of the document pane. Select either Two Page View or Two Page Scrolling. Also select View > Page Display > Show Cover Page In Two Page View. Single Page View, Enable Scrolling, Two Page View, Two Page Scrolling layouts Set the page layout of an open PDF • To see only one page at a time, choose View > Page Display > Single Page View.
31 USING ACROBAT X PRO Workspace Use split-window view You can view a PDF with the document pane divided into two panes (Split command) or four panes (Spreadsheet Split command). With Split view, you can scroll, change the magnification level, or turn to a different page in the active pane without affecting the other pane. The Spreadsheet Split view is useful if you want to keep column headings and row labels visible while scrolling through a large spreadsheet or table.
32 USING ACROBAT X PRO Workspace Grids, guides, and measurements View grids Use grids to accurately line up text and objects in a document. When turned on, the grid is visible over the document. The Snap To Grid option aligns an object with the nearest grid line when you move the object. View or hide the grid ❖ Choose View > Show/Hide > Rulers & Grids > Grid. A check mark appears next to the command name when the grid is displayed.
33 USING ACROBAT X PRO Workspace Change guide colors 1 In the Preferences dialog box under Categories, select Units & Guides. 2 Click the Guide Color square and choose a new color from the Color pop-up menu. Measure the height, width, or area of objects Use the measuring tools to measure distances and areas of objects in PDF documents. The measuring tools are useful for showing the distances and areas associated with objects in a form or computer-aided design (CAD) drawing.
34 USING ACROBAT X PRO Workspace More Help topics “Change the look of your comments” on page 153 Measuring tool options Use the right-click menu to set measuring tool options. Change Scale Ratio Change the scaling ratio (such as 3:2) and unit of measurement on the drawing areas. Change Markup Label Add or change text that appears with the measurement. Disable/Enable Measurement Markup When enabled, the measurement lines you draw are added to the PDF.
35 USING ACROBAT X PRO Workspace View cursor coordinates The Cursor Coordinates show the coordinate position of the pointer within the document pane. The position numbering begins in the upper-left corner of the document. Cursor Coordinates also shows the width and height of a selected object as you resize it. View x and y coordinates 1 Choose View > Show/Hide > Cursor Coordinates. 2 Move the mouse pointer to view x and y coordinates.
36 USING ACROBAT X PRO Workspace When you install Digital Editions, your existing bookshelf items are automatically imported and available within the new Digital Editions bookshelf experience. You can also manually import individual PDFs into your Digital Editions bookshelf. Note: When you open an eBook for the first time, the Digital Editions software is automatically installed on your computer. For more information about Adobe Digital Editions and to download the software, see www.adobe.
37 USING ACROBAT X PRO Workspace Services and downloads Adobe Exchange Visit the Adobe Exchange at www.adobe.com/go/exchange to download samples as well as thousands of plug-ins and extensions from Adobe and third-party developers. The plug-ins and extensions can help you automate tasks, customize workflows, create specialized professional effects, and more. Adobe downloads Visit www.adobe.com/go/downloads to find free updates, tryouts, and other useful software. Adobe Labs Adobe Labs at www.adobe.
38 USING ACROBAT X PRO Workspace Hebrew, Arabic, Thai, and Vietnamese language PDFs Acrobat supports the entry and display of Thai and Vietnamese text. In Windows only, Arabic and Hebrew are also supported. By default, Right-To-Left Language Options is enabled under Arabic and Hebrew regional settings (in Windows). Enable right-to-left languages Enabling right-to-left language options displays the user interface elements for controlling paragraph direction, digit style, and ligature.
39 USING ACROBAT X PRO Workspace PDFMaker PDFMaker is not available for Mac OS. However, you can still create PDFs from many business applications using the File > Print command. In the Print dialog box, choose Save As Adobe PDF from the PDF menu.
40 Chapter 3: Creating PDFs Adobe® PDF is the solution of choice for capturing robust information from any application on any computer system. You can create PDFs from document files, websites, scanned paper documents, and clipboard content. Overview of creating PDFs What’s the best way to create a PDF? You create a PDF by converting other documents and resources to Portable Document Format.
41 USING ACROBAT X PRO Creating PDFs Paper documents Requires a scanner and a hard copy of the document. Create menu Within Acrobat, by choosing PDF from Scanner. Or, for previously scanned paper documents, by choosing PDF from File. Microsoft Office documents PDFMaker (Windows only) Within the authoring application, in the Acrobat PDFMaker toolbar and on the Adobe PDF menu. For Microsoft Office 2007 or later applications, in the Acrobat ribbon.
42 USING ACROBAT X PRO Creating PDFs PostScript and EPS files Drag and drop On the desktop or from a folder, by dragging to the Acrobat Distiller icon or into the Acrobat Distiller® window. Double-clicking (PostScript® files only) On the desktop or in a folder. Open command Within Acrobat Distiller, in the File menu. Create menu Within Acrobat, by choosing PDF from File. Context menu On the desktop or in a folder, by right-clicking. 3D files Create menu Within Acrobat Pro, by choosing PDF From File.
43 USING ACROBAT X PRO Creating PDFs 4 Click Open to convert the file to a PDF. 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.
44 USING ACROBAT X PRO Creating PDFs Convert screen captures to PDF (Mac OS) In Mac OS, you can create PDFs from screen captures. ❖ Do one of the following: • In Acrobat choose File > Create > PDF [From Screen Capture, From Window Capture, or From Selection Capture]. • Use the Grab utility (Applications > Utilities > Grab) to capture a screen image, and choose Edit > Copy to copy the image to the clipboard. Then start Acrobat and choose File > Create > PDF From Clipboard.
45 USING ACROBAT X PRO Creating PDFs Note: If you try to select text in a scanned PDF that does not have OCR applied, or try to perform a Read Out Loud operation on an image file, Acrobat asks if you want to run OCR. If you click OK, the Recognize Text dialog box opens and you can select options, which are described in detail under the previous topic. 1 Do one of the following: • Choose Tools > Recognize Text > Find All Suspects. All suspect words on the page are enclosed in boxes.
46 USING ACROBAT X PRO Creating PDFs 3 When a message appears asking if you want to overwrite the existing file, click OK. You can also quickly enable Fast Web View in entire folders of Adobe PDF files by using a the Prepare for Web Publishing action. See “Run an action” on page 314. Scan documents to PDF Scan a paper document to PDF You can create a PDF file directly from a paper document, using your scanner and Acrobat.
47 USING ACROBAT X PRO Creating PDFs Scan a paper document to PDF without presets 1 In Acrobat, do one of the following: • (Windows) Choose File > Create > PDF from Scanner > Custom Scan. • (Mac OS) Choose File > Create > PDF from Scanner. 2 Select scanning options in the Scan dialog box, as needed, and then click Scan. Note: If you specify that you want to use the native scanner user interface instead of the Acrobat user interface, other windows or dialog boxes appear.
48 USING ACROBAT X PRO Creating PDFs Prompt For Scanning More Pages When selected, a dialog box prompting you to scan additional pages appears after every scanning session. New PDF Document Creates a new PDF. This option is not available in the Configure Presets dialog box. Multiple Files Creates multiple files from multiple paper documents. Click More Options, and specify whether to create a PDF Portfolio of the files, the number of pages for each file, and a filename prefix.
49 USING ACROBAT X PRO Creating PDFs Note: The scanner uses either the selected Color/Grayscale option or the selected Monochrome option. Which one is used depends on the settings you select in the Acrobat Scan dialog box or in the scanner’s TWAIN interface, which may open after you click Scan in the Acrobat Scan dialog box. (By default, the scanner application dialog box does not open.
50 USING ACROBAT X PRO Creating PDFs • Avoid dithering or halftone scanner settings. These settings can improve the appearance of photographs, but they make it difficult to recognize text. • For text printed on colored paper, try increasing the brightness and contrast by about 10%. If your scanner has color-filtering capability, consider using a filter or lamp that drops out the background color. Or if the text isn’t crisp or drops out, try adjusting scanner contrast and brightness to clarify the scan.
51 USING ACROBAT X PRO Creating PDFs • Searchable Image (Exact) Ensures that text is searchable and selectable. This option keeps the original image and places an invisible text layer over it. Recommended for cases requiring maximum fidelity to the original image. • ClearScan Synthesizes a new Type 3 font that closely approximates the original, and preserves the page background using a low-resolution copy.
52 USING ACROBAT X PRO Creating PDFs 3 For Adobe PDF Settings, choose one of the default settings, or customize the settings using Distiller. Any custom settings that you have defined are listed. For most users, the default Adobe PDF conversion settings are adequate. 4 For After PDF Creation, specify whether to open the PDF. 5 Click Continue. 6 Select a name and location for your PDF, and click Save. Note: By default, your PDF is saved with the same filename and a .pdf extension.
53 USING ACROBAT X PRO Creating PDFs Ask To Replace Existing PDF File Warns you when you are about to overwrite an existing PDF with a file of the same name. More Help topics “Create and use a custom page size” on page 54 Set Adobe PDF printer properties (Windows) In Windows, you can usually leave the Adobe PDF printer properties unchanged, unless you have configured printer sharing or set security. Note: Printing Properties are different from printer Preferences.
54 USING ACROBAT X PRO Creating PDFs Create and use a custom page size It’s important to distinguish between page size (as defined in the source application’s Document Setup dialog box for your document) and paper size (the sheet of paper, piece of film, or area of the printing plate you’ll print on). Your page size might be U.S. Letter (8-1/2-by-11 in. or 21.59-by-27.94 cm), but you might need to print on a larger piece of paper or film to accommodate any printer’s marks or the bleed area.
55 USING ACROBAT X PRO Creating PDFs Using PDFMaker within an authoring application is a simple, one-click procedure. It involves clicking an Acrobat PDFMaker toolbar button or choosing a command on the Adobe PDF menu. It is not necessary to open Acrobat. Convert a file to PDF using PDFMaker In Windows, Acrobat installs both an Acrobat PDFMaker toolbar and an Adobe PDF menu in many popular authoring applications.
56 USING ACROBAT X PRO Creating PDFs Convert a file to PDF If you also want to send the PDF for review, see Donna Baker’s One-Step Convert and Send for Review. 1 Open the file in the application used to create it. 2 Click the Convert To Adobe PDF button on the Acrobat PDFMaker toolbar. For Microsoft Office 2007 or 2010 applications, such as Word, Excel, PowerPoint, and Access, click the Create PDF on the Acrobat ribbon. button 3 Enter a filename and location for the PDF, and click Save.
57 USING ACROBAT X PRO Creating PDFs 3 When the Identity Setup dialog box appears, enter the appropriate information about yourself, and click Complete. 4 Follow the directions in the wizard that appears, as described in “Start an email-based review” on page 142. View PDFMaker conversion settings PDFMaker conversion settings vary according to file types. For example, the options available for PowerPoint files aren’t the same as the options available for Outlook files.
58 USING ACROBAT X PRO Creating PDFs Restrict Editing And Printing Of The Document When selected, makes the other Permissions options available. Change Permissions Password Specifies a password you set that users must use in order to do any allowable printing or editing. Printing Allowed Specifies whether users who use the Permissions Password can print the document and at what resolution. Changes Allowed Specifies what kind of changes users who use the Permissions Password can make.
59 USING ACROBAT X PRO Creating PDFs 3 Do one of the following: • (Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options. • (Office 2007 or 2010) From the Acrobat ribbon, select Create PDF, Create And Attach to Email, or Create And Send For Review. 4 In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF. 5 Optionally, click the Options button to change the conversion settings.
60 USING ACROBAT X PRO Creating PDFs • (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. • To assemble converted email messages as components of a PDF Portfolio, select Output Adobe PDF Portfolio When Creating A New PDF File.
61 USING ACROBAT X PRO Creating PDFs Convert email folders to a new PDF PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select the folders at the beginning of the process because you can select them in a dialog box that appears automatically. 1 Do one of the following: • (Outlook) Choose Adobe PDF > Convert Selected Folders > Create New PDF. • (Lotus Notes) Choose Actions > Convert Selected Folder(s) To Adobe PDF.
62 USING ACROBAT X PRO Creating PDFs Note: For information on setting up files for the Word Mail Merge feature, see Microsoft Office Word Help. 1 In Microsoft Word, open the template that you have created as the basis of your mail merge, or create the file using the Word Mail Merge toolbar and Mail Merge wizard, as needed. Important: Do not complete the mail merge in Word. Instead, set up and preview the mail merge as usual, so that you can verify that the merge will work correctly.
63 USING ACROBAT X PRO Creating PDFs Microsoft Access When creating PDFs from Access files, the process can involve two additional steps: • You must select the object in the Access file to be created as a PDF before using the PDFMaker button or command. • You can choose Adobe PDF > Convert Multiple Reports To Single Adobe PDF. For Access 2007, click Acrobat and then click Convert Multiple Reports. You can select individual reports that you want to include, and click Add Report(s).
64 USING ACROBAT X PRO Creating PDFs • (Visio 2010) Choose Acrobat > Create and Send For Review. The file converts to an Adobe PDF file, and an emailbased review process begins. 4 If you want to include the custom properties of shapes, select that option. 5 Click Continue. 6 Select a layers option to retain or flatten layers in the resulting PDF, and click Continue. Note: If you select Retain Some Layers In The Selected Page, you’ll be prompted to choose which Visio layers to include.
65 USING ACROBAT X PRO Creating PDFs Acrobat PDFMaker allows you to preserve selected layers and layouts when converting AutoCAD files to PDF. More Help topics “Adobe PDF conversion settings” on page 79 “What’s the best way to create a PDF?” on page 40 “Application-specific PDFMaker settings” on page 67 Convert AutoCAD files when AutoCAD is not installed The default Acrobat installation installs Autodesk filters.
66 USING ACROBAT X PRO Creating PDFs Select AutoCAD layers to convert If you choose to retain all or some AutoCAD layers when converting to PDF, you can specify which layers are preserved in the PDF. 1 In AutoCAD, start to convert an AutoCAD file and select the Retain All Or Some Layers option. 2 To show specific AutoCAD layers in the Layers In Drawing list, do any of the following: • Choose an option from the Named Layer Filters menu to list all layers that fit that criterion.
67 USING ACROBAT X PRO Creating PDFs • To save the DWG list for later use, click Save List. This action saves the list in its current state, including the file order and file selections. You can retrieve this list at any time by clicking Append List. 4 Click Convert. 5 Once the conversion is finished, you can click Save Details to save a log file of the conversion.
68 USING ACROBAT X PRO Creating PDFs Preserve Animation (PowerPoint 2003 only) Converts any animation effects in the PowerPoint file to equivalent animations in the PDF. This option is not available in PowerPoint 2007 or later. Preserve Slide Transitions Converts PowerPoint slide transition effects to PDF transition effects. Convert Hidden Slides To PDF Pages Converts any PowerPoint slides that are not seen in the usual playing of the presentation to PDF pages.
69 USING ACROBAT X PRO Creating PDFs Visio-specific options on the Settings tab The following options appear when you open the PDFMaker settings from within Microsoft Visio. Include Visio Custom Properties As Object Data In The Adobe PDF Indicates whether custom properties of the Visio image are included as object data in the new PDF. Exclude Visio Objects With No Custom Properties Indicates whether the new PDF excludes Visio objects without custom properties.
70 USING ACROBAT X PRO Creating PDFs Element list Specifies which Word headings and styles are converted to PDF bookmarks. • Element Lists the names of all available Word headings and styles. The icons for Headings indicate the element types. and Styles • Type Also indicates whether the element is a heading or style in the Word document. • Bookmark Displays X’s, indicating whether individual elements are converted to PDF bookmarks.
71 USING ACROBAT X PRO Creating PDFs Convert web pages to PDF in Internet Explorer and Firefox (Windows) Acrobat installs an Adobe PDF toolbar in Internet Explorer (version 7.0 or later) 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.
72 USING ACROBAT X PRO Creating PDFs Convert selected areas in a web page to PDF (Internet Explorer only) You can use the Select option to select specific areas on a web page to convert. You can use this option to convert meaningful content on a web page and omit unwanted content, such as advertisements. 1 On the Adobe PDF toolbar, click Select . 2 As you move the pointer around the web page, a red dotted line indicates areas of the web page that you can select. Click the areas to convert.
73 USING ACROBAT X PRO Creating PDFs 7 If you closed the Download Status dialog box, choose Tools > Document Processing > Web Capture > Bring Status Dialogs To Foreground to see the dialog box again. Add an unlinked web page to an existing PDF Use this procedure to append pages to a writable PDF. If the original PDF is read-only, the result will be a new PDF rather than new pages in the existing PDF. 1 Open the existing PDF in Acrobat (the PDF to which you want to append a web page).
74 USING ACROBAT X PRO 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, Firefox, and Acrobat.
75 USING ACROBAT X PRO Creating PDFs 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. Underline Links Underlines textual web links on the pages. Text Settings Input Encoding Sets the input encoding of the text for a file.
76 USING ACROBAT X PRO Creating PDFs To convert PostScript files automatically, set up a watched folder in Distiller. To start Acrobat Distiller from Acrobat, choose Tools > Print Production > Acrobat Distiller. 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. Queue a PostScript file 1 In Distiller, select an Adobe PDF settings file from the Default Settings pop-up menu.
77 USING ACROBAT X PRO Creating PDFs Distiller preferences The Distiller preferences control global Distiller settings. You set Distiller preferences by choosing File > Preferences (Windows) or Distiller > Preferences (Mac OS). Notify When Watched Folders Are Unavailable Returns a message if a watched folder becomes unavailable or can’t be found. (Windows) Notify When Windows TEMP Folder Is Nearly Full Warns you if available hard disk space is less than 1 MB.
78 USING ACROBAT X PRO Creating PDFs (Windows) Settings and preferences are unique to each user. On a non-NT File System (NTFS), custom settings files stored in this settings folder are read- and write-accessible by every user on the system. On an NTFS, only files created by respective users are read- and write-accessible. Settings files created by other users are read-only. (The default settings files installed with Adobe Acrobat Distiller are Read Only and Hidden.
79 USING ACROBAT X PRO Creating PDFs Adobe PDF conversion settings Choose an Adobe PDF preset for converting files 1 Do one of the following: • Start Acrobat Distiller. • In an Adobe Creative Suite® application, choose File > Print, select Adobe PDF as the target printer, and click Properties. • (Windows) In Office 2007 or later applications, choose Acrobat > Preferences. • (Windows) In another authoring application or utility, choose Adobe PDF > Change Conversion Settings.
80 USING ACROBAT X PRO Creating PDFs PDF/A-1b: 2005 (CMYK and RGB) Used for long-term preservation (archival) of electronic documents. PDF/A-1b uses PDF 1.4 and converts all colors to either CMYK or RGB, depending on which standard you choose. These PDFs can be opened in Acrobat and Reader versions 5.0 and later. PDF/X-1a (2001 and 2003) PDF/X-1a requires all fonts to be embedded, the appropriate PDF bounding boxes to be specified, and color to appear as CMYK, spot colors, or both.
81 USING ACROBAT X PRO Creating PDFs About PDF/X, PDF/E, and PDF/A standards PDF/X, PDF/E, and PDF/A standards are defined by the International Organization for Standardization (ISO). PDF/X standards apply to graphic content exchange; PDF/E standards apply to the interactive exchange of engineering documents; PDF/A standards apply to long-term archiving of electronic documents. During PDF conversion, the file that is being processed is checked against the specified standard.
82 USING ACROBAT X PRO Creating PDFs A B Adobe PDF Settings dialog box (Windows) A. Predefined Adobe PDF settings B. Options panel 2 Select panels one at a time, and make changes as needed. 3 Save your customized preset in one of the following ways: • Click OK to save a duplicate of the custom preset file, which will automatically be renamed. For example, if you edit the Press Quality preset, your first customized version appears as Press Quality (1).
83 USING ACROBAT X PRO Creating PDFs Object Level Compression Compresses structural information (such as bookmarks, accessibility, and noncompressible objects), making this information neither visible or usable in Acrobat 5.0 or Reader 5.0. Tags Only compresses structural information; Off applies no compression. Auto-Rotate Pages Automatically rotates pages according to the direction of text. • Collectively By File Rotates all pages to match the orientation of the majority of text in the document.
84 USING ACROBAT X PRO Creating PDFs Printer resolution Default line screen Image resolution 300 dpi (laser printer) 60 lpi 120 ppi 600 dpi (laser printer) 85 lpi 170 ppi 1200 dpi (imagesetter) 120 lpi 240 ppi 2400 dpi (imagesetter) 150 lpi 300 ppi Downsample (Off) Reduces image resolutions that exceed the For Images Above value to the resolution of the output device by combining pixels in a sample area of the image to make one larger pixel.
85 USING ACROBAT X PRO Creating PDFs Never Embed Move fonts that you do not want to embed to this list. If necessary, choose a different font folder from the pop-up menu to display the font in the font list. Note: Fonts that have license restrictions are listed with a lock icon. If you select a font with a license restriction, the nature of the restriction is described in the Adobe PDF Options dialog box. Add Name If the font you want is not in a font folder, click Add Name.
86 USING ACROBAT X PRO Creating PDFs Acrobat shares four rendering intents (Perceptual, Saturation, Relative Colorimetric, and Absolute Colorimetric) with other Creative Suite applications. Acrobat also includes a rendering intent called Preserve, which indicates that the intent is specified in the output device rather than in the PDF. In many output devices, Relative Colorimetric is the default intent.
87 USING ACROBAT X PRO Creating PDFs Advanced panel options The Advanced options specify which Document Structuring Conventions (DSC) comments to keep in a PDF and how to set other options that affect the conversion from PostScript. 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).
88 USING ACROBAT X PRO Creating PDFs Note: Distiller processes prologue and epilogue files only if both files are present and located properly. The two files must be used together. If the prologue and epilogue files are at the same level as the In and Out folders of a watched folder, they are used instead of the ones in the Distiller folder. Process DSC Comments Maintains DSC information from a PostScript file.
89 USING ACROBAT X PRO Creating PDFs Set TrimBox To MediaBox With Offsets 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. Set BleedBox To MediaBox Uses the media box values for the bleed box if the bleed box is not specified.
90 USING ACROBAT X PRO Creating PDFs Acrobat 3.0 (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.
91 USING ACROBAT X PRO Creating PDFs When you downsample (or decrease the number of pixels), information is deleted from the image. With Distiller, you specify an interpolation method—average downsampling, bicubic downsampling, or subsampling—to determine how pixels are deleted. Depending on the settings you choose, compression and downsampling can significantly reduce the size of a PDF with little or no loss of detail and precision.
92 USING ACROBAT X PRO Creating PDFs A B Sales Plan Kahili Mountain Coffee C D Suitable compression methods for different art types A. ZIP B. JPEG C. CCITT D. Run Length You can choose from the following compression methods: ZIP Works well on images with large areas of single colors or repeating patterns, and for black-and-white images that contain repeating patterns.
93 USING ACROBAT X PRO Creating PDFs Fonts Font embedding and substitution A font can be embedded only if it contains a setting by the font vendor that permits it to be embedded. Embedding prevents font substitution when readers view or print the file, and ensures that readers see the text in its original font. Embedding increases file size only slightly, unless the document uses CID fonts. a font format commonly used for Asian languages.
94 USING ACROBAT X PRO Creating PDFs • /Users/[user name]/Library/Fonts • /Library/Fonts • /System/Library/Fonts The Acrobat installation includes width-only versions of many common Chinese, Japanese, and Korean fonts, therefore Distiller can then access these fonts in Acrobat. Make sure that the fonts are available on your computer. (In Windows, choose Complete when you install Acrobat, or choose Custom and select the Asian Language Support option under the View Adobe PDF category.
95 Chapter 4: PDF Portfolios and combined PDFs In Acrobat Pro, you can easily create Adobe PDFs that include different types of files. You can package multiple files of various types into a PDF Portfolio, in which each file appears separately and has its own pagination. You can also convert and merge multiple files into a single merged PDF, in which converted documents flow into the PDF as sequential pages.
96 USING ACROBAT X PRO PDF Portfolios and combined PDFs do not change the original files from which you created the PDF Portfolio. You can move a PDF Portfolio anywhere on your computer or network without any risk of losing or disconnecting its components. Reuse Include the same file in multiple PDF Portfolios. Additional resources For videos on PDF Portfolios, see the following resources: • What is a PDF Portfolio?: www.adobe.com/go/lrvid_021_acrx_en • Working in PDF Portfolios: www.adobe.
97 USING ACROBAT X PRO PDF Portfolios and combined PDFs A B D C PDF Portfolio in Click-Through layout A. PDF Portfolio toolbar B. Card representing the component file C. Component files and folders in the mini-navigator D. Layout pane for customizing the appearance • The PDF Portfolio toolbar is located immediately below the menu. Look here for PDF Portfolio viewing options, a search tool, and buttons for common tasks, such as printing and saving.
98 USING ACROBAT X PRO PDF Portfolios and combined PDFs • Edit mode opens the Layout pane, which allows you to customize the appearance of the PDF Portfolio and add or delete content. In addition, you can modify the file information, reorder files, convert files to PDF, reduce file size, and show, hide, and sort columns. If the Layout pane isn’t visible, click the Edit button in the toolbar to switch from Preview to Edit mode.
99 USING ACROBAT X PRO PDF Portfolios and combined PDFs A B C D Viewing a PDF Portfolio in different Preview modes A. Mini-navigator preview B. Card preview C. Full preview D. Platform preview Mini-navigator preview The row of cards across the bottom of the PDF Portfolio window. By default, the cards or show the mini-navigator, click the double arrow below the (component files) appear alphabetically. To hide card. In Preview mode, the mini-navigator appears in Click-Through layout only.
100 USING ACROBAT X PRO PDF Portfolios and combined PDFs portfolios, form response files, and secured PDFs, choose View > Portfolio > Preview File. To close Platform preview, click the close button in the upper-left corner or press Esc. Switch between Preview mode and Edit mode The button to switch between Preview and Edit modes is a toggle button in the PDF Portfolio toolbar. Layouts Layouts provide one way to unify a wide range of content in a PDF Portfolio.
101 USING ACROBAT X PRO PDF Portfolios and combined PDFs Create PDF Portfolios It’s easy to create a PDF Portfolio, choose a layout, and add files. You can create folders within your PDF Portfolio, delete component files and folders, edit component filenames, and add and edit descriptions of component files.. Additional resources For videos and tutorials on creating PDF Portfolios, see these resources: • How to Create a PDF Portfolio: www.adobe.
102 USING ACROBAT X PRO PDF Portfolios and combined PDFs 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. 1 Click the Add Content panel in the Layout pane and select an option for adding content. 2 Select Add Web Content. 3 Enter a filename and description for the web content that gets added to your PDF Portfolio. This web file links to the web content you specify.
103 USING ACROBAT X PRO PDF Portfolios and combined PDFs You can also create your own custom layouts, which can require some developer skills. ❖ In Edit mode, do any of the following: • To select a layout, click Portfolio Layouts in the Layout pane, and select one from the list. • To use a custom layout, click Import Custom Layout. Navigate to the custom layout on your computer and open it. Layout files have a .nav extension. The layout appears in the Portfolio Layouts list where you can select it.
104 USING ACROBAT X PRO PDF Portfolios and combined PDFs Empty header area in a PDF Portfolio 2 Select a template from the list in Header Properties. 3 In the header area, click in the boxes to add content. To add text, double-click to show the insertion point. 4 In the Text and Image Properties panels, specify size, background color, font, and other properties. Additional resources For videos on customizing a PDF Portfolio, see the following resources: • How to Customize a PDF Portfolio: www.adobe.
105 USING ACROBAT X PRO PDF Portfolios and combined PDFs 2 Do any of the following under Columns To Display: • To show or hide a column in the list, click in the checkbox. • To add a column, type the name in the Add A Column box, select a data type from the menu, and click the Add button . • To delete optional columns, hold the pointer over the column name until the Delete button appears, and then click the button. You cannot delete required columns, such as Name, Description, Size, and others.
106 USING ACROBAT X PRO PDF Portfolios and combined PDFs Open, edit, and save component files You can open, edit, and save a component file in its native application, as long as the application is installed on your computer. Any changes that you make to component files do not affect the original files outside your PDF Portfolio. 1 Do one of the following: • In Preview mode, right-click/Control-click the file, and choose Open File In Native Application (for non-PDFs) or Open File (for PDFs).
107 USING ACROBAT X PRO PDF Portfolios and combined PDFs The data folder contains the structure of the website and a web player. 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. 5 Note the web address (URL) of the saved HTML file.
108 USING ACROBAT X PRO PDF Portfolios and combined PDFs 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” on page 125. Secure Portfolio With Password Adds document security to a PDF Portfolio or to component PDFs within a PDF Portfolio.
109 USING ACROBAT X PRO PDF Portfolios and combined PDFs 4 As needed, do any of the following in the list of files: • To rearrange the order of files on the list, select a file, then drag it or click Move Up or Move Down. • To sort the list, click the column name that you want to sort by. Click again to sort in reverse order. • To convert only part of a multipage source file, double-click the file, or select the file and click the Choose Pages button (see Note).
110 USING ACROBAT X PRO PDF Portfolios and combined PDFs 3 Choose Tools > Pages > More Insert Options > Insert From Clipboard. 4 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. 5 To leave the original PDF intact as a separate file, choose Save As, and type a new name for the merged PDF.
111 USING ACROBAT X PRO PDF Portfolios and combined PDFs Note: You can combine text with dates and page numbers. You can also add several lines of text to an entry. 4 To specify the pages on which the header and footer appear, click the Page Range Options button. Then specify a page range and choose a Subset option, as needed. 5 Examine the results in the Preview area, using the Preview Page option to see different pages of the PDF.
112 USING ACROBAT X PRO PDF Portfolios and combined PDFs 3 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 a single PDF, or select one component PDF in a PDF Portfolio. Then choose Tools > Pages > Header & Footer > Remove. • To remove headers and footers from multiple PDFs, close any open documents and choose Tools > Pages > Header & Footer > Remove.
113 USING ACROBAT X PRO PDF Portfolios and combined PDFs • In Start Number, enter the number to assign to the first PDF on the list. The default is 1. • In Prefix, type any text to appear before the Bates number. • In Suffix, type any text to appear after the Bates number. Note: For court cases involving large numbers of pages, enter a higher value in Number Of Digits. Do not use the # character in the Prefix or Suffix text.
114 USING ACROBAT X PRO PDF Portfolios and combined PDFs Before and after adding a background Add, replace, or edit a background, with an open document 1 Choose Tools > Pages > Background > Add Background. Note: If a message appears, telling you that the current document already has a background, click Replace Background. If you apply the new background to a limited range of pages, the old background remains unchanged on pages outside that range.
115 USING ACROBAT X PRO PDF Portfolios and combined PDFs 2 In the dialog box, click Add Files, choose Add Files, and then select the files. You can also add files or folders by dragging them into the dialog box. 3 Click OK to close the Add Background dialog box. 4 Follow steps 2 through 4 in the procedure for adding, replacing, or editing a background with an open document. When you have finished setting up your background, click OK.
116 USING ACROBAT X PRO PDF Portfolios and combined PDFs Before and after adding a watermark Add or replace a watermark, with an open document 1 Choose Tools > Pages > Watermark > Add Watermark. 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.
117 USING ACROBAT X PRO PDF Portfolios and combined PDFs 6 (Optional) Click Appearance Options and specify the following options: • To specify when the watermark appears, select or deselect Show When Printing and Show When Displaying On Screen. • To control variations in a PDF with pages of varying sizes, select or deselect Keep Position And Size Of Watermark Text Constant When Printing On Different Page Sizes. 7 (Optional) To apply the same settings to additional PDFs, click Apply To Multiple.
118 USING ACROBAT X PRO PDF Portfolios and combined PDFs Cropping does not reduce file size because information is merely hidden, not discarded. When you prepare a PDF for printing, you can change the Art, Trim, and Bleed areas for a PDF page in the Crop dialog box. If you want to see indicators of these areas in the document pane, select the Show Art, Trim, & Bleed Boxes option in the Page Display preferences. (In the Preferences dialog box under Categories, select Page Display.
119 USING ACROBAT X PRO PDF Portfolios and combined PDFs BleedBox Defines the clipping path when the page is printed professionally to allow for paper trimming and folding. Printing marks may fall outside the bleed area. Constrain Proportions Locks the proportions of the crop so that all margins are the same distance. Remove White Margins Crops the page to the artwork boundary. This option is useful for trimming the edges of presentation slides saved as PDFs.
120 USING ACROBAT X PRO PDF Portfolios and combined PDFs 3 In the Extract Pages dialog box, do one or more of the following before you click OK: • To remove the extracted pages from the original document, select Delete Pages After Extracting. • To create a single-page PDF for each extracted page, select Extract Pages As Separate Files. • To leave the original pages in the document and create a single PDF that includes all of the extracted pages, leave both check boxes deselected.
121 USING ACROBAT X PRO PDF Portfolios and combined PDFs More Help topics “Insert one PDF into another” on page 109 “About tags, accessibility, reading order, and reflow” on page 271 Move or copy a page within a PDF, using page thumbnails 1 Click the Page Thumbnails button in the Navigation pane to open the Page Thumbnails panel, and select one or more page thumbnails.
122 USING ACROBAT X PRO PDF Portfolios and combined PDFs Delete pages, using the Delete command Note: You cannot undo the Delete command. 1 Choose Tools > Pages > Delete. 2 Enter the page range to be deleted, and click OK. You cannot delete all pages; at least one page must remain in the document. If you select Use Logical Page Numbers in the Page Display panel of the Preferences dialog box, you can enter a page number in parentheses to delete the logical equivalent of the page number.
123 USING ACROBAT X PRO PDF Portfolios and combined PDFs Printed page numbering (top) compared to logical page numbering (bottom) You can number the pages in your document in a variety of ways. You can specify a different numbering style for groups 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, 23, and so on.
124 Chapter 5: Saving and exporting PDFs You can save your changes to an Adobe® PDF or PDF Portfolio in the original PDF or in a copy of the PDF. You can also save individual PDFs to other file formats, including text, XML, HTML, and Microsoft Word. Saving a PDF in text format allows you to use the content with a screen reader, screen magnifier, or other assistive technology.
125 USING ACROBAT X PRO Saving and exporting PDFs About the Autosave feature The Autosave feature guards against losing your work in case of a power failure by incrementally, and at regular intervals, saving file changes to a specified location. The original file is not modified. Instead, Acrobat creates an autosave file of changes, which includes all the changes you made to the open file since the last automatic save.
126 USING ACROBAT X PRO Saving and exporting PDFs Note: Reducing the file size of a digitally signed document removes the signature. 1 Open a single PDF, or select one or more PDFs in a PDF Portfolio. 2 Choose File > Save As > Reduced Size PDF. 3 Select the version compatibility that you need. If you’re certain that all your users use Acrobat X or Adobe Reader X, limiting compatibility to the latest version can further reduce file size. Note: If you select Acrobat 4.
127 USING ACROBAT X PRO Saving and exporting PDFs If you want to use the same settings every time you convert PDFs to a particular format, specify those settings in the Preferences dialog box. In the Convert From PDF panel, select a file format from the list and click Edit Settings. (Click the Default button at any time to revert to the default settings.
128 USING ACROBAT X PRO Saving and exporting PDFs Note: Higher resolutions, such as 2400 pixels per inch (ppi), are suitable only for small page sizes (up to 6.826 inches or 173.380 millimeters). PNG options PNG format is useful for images that will be used on the web. Interlace Specifies if the image is interlaced. None creates an image that displays in a web browser only after downloading is complete.
129 USING ACROBAT X PRO Saving and exporting PDFs Include Comments Exports comments to the output file. Include Images Exports images to the output file. Run OCR if needed Recognizes text if the PDF contains images that contain text. Set Language Specifies the language setting for OCR. Spreadsheet and HTML options Include Images Specifies if images are exported when you export a PDF as HTML. Run OCR if needed Recognizes text if the PDF contains images that contain text.
130 USING ACROBAT X PRO Saving and exporting PDFs 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. Use Mapping Table Default uses the default character encoding defined in mapping tables, which appear in the Plugins/SaveAsXML/MappingTables folder.
131 USING ACROBAT X PRO Saving and exporting PDFs Conversion options You can configure conversion options before you save the file. By default, the conversion options specified under Preferences are used.
132 USING ACROBAT X PRO Saving and exporting PDFs Reusing PDF content Select and copy text The Select tool lets you select horizontal and vertical text or columns of text in a PDF. You can use the Copy, Copy with Formatting, 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. In Acrobat, to export image text to text that can be selected, choose Tools > Recognize Text > In This File.
133 USING ACROBAT X PRO Saving and exporting PDFs 2 Copy the text: • Choose Edit > Copy to copy the selected text to another application. • Right-click on the selected text, and then select Copy. • Right-click on the selected text, and then choose Copy With Formatting. This command, which preserves the column layout, appears only if the document is tagged properly. You can paste copied text into comments and bookmarks as well as into documents authored in other applications.
134 USING ACROBAT X PRO Saving and exporting PDFs More Help topics “Export images to another format” on page 131 Take a snapshot of a page You can use the Snapshot tool to copy all selected content (text, images, or both) to the clipboard or to another application. Text and images are copied as an image. 1 Select the Snapshot tool by choosing Edit > Take a Snapshot. 2 Do one of the following: • Click anywhere in the page to capture the entire content displayed on the screen.
135 Chapter 6: Collaboration You can conduct reviews for many types of content by distributing an Adobe® PDF version of the source document for others to review. Reviewers add their comments to the PDF using commenting and markup tools. In shared reviews, reviewers can publish their comments in a shared workspace, and they can view and reply to the comments of other reviewers. If you have an Acrobat.com account, you can upload and share most document types. You can create an Acrobat.
136 USING ACROBAT X PRO Collaboration Share files by email You can share many file types, not just PDF files. 1 To open the Share task pane, do one of the following: • Choose File > Attach to Email. • Click the Share task pane button. 2 In the Share task pane, choose Attach To Email. 3 If a document is open, Acrobat adds it by default. Else, click Add File, and select a file. 4 Click Attach. Acrobat creates an email using your default email application. 5 Enter the email addresses, subject, and message.
137 USING ACROBAT X PRO Collaboration 3 While participating in a Collaborate Live session, do any of the following as needed: • Type chat messages in the box at the bottom of the pane. Click the color box to choose a different color for your chat text. • To share your pages so that the same page view appears for all participants, click the Start Page Sharing button. During page sharing, the button changes to Stop Page Sharing, and you can stop sharing at any time.
138 USING ACROBAT X PRO Collaboration Preparing for a PDF review About managed PDF reviews In a managed review, you use a wizard to set up your review, specify the document location, and invite participants. You don’t have to import comments, enable commenting for Reader users, or manually track reviewer responses. Note: You must have Acrobat Pro installed to enable commenting for Reader users in managed reviews. You cannot enable commenting for Reader users using Acrobat Standard.
139 USING ACROBAT X PRO Collaboration Note: You must have Acrobat 9 or later installed to initiate shared reviews on Acrobat.com. Participants in shared reviews on Acrobat.com must have Acrobat 9 or Reader 9 or later. For shared reviews that are not on Acrobat.com, reviewers must have Acrobat 8 or later or Reader 8 or later installed to view other reviewer comments. Reviewers using earlier versions of Acrobat must send comments in email.
140 USING ACROBAT X PRO Collaboration For an alternate workflow where initiators host documents on Acrobat.com, but recipients use email attachments, read Patti Sokol’s article Acrobat.com for comment/review and forms distribution. Internal server You can use your own internal server location if your recipients work behind a firewall and all have access to a common server. The server can be a network folder, a Microsoft SharePoint workspace (Windows only), or a web server folder.
141 USING ACROBAT X PRO Collaboration • (Windows) Change the MAPI settings in your email application. Acrobat and Reader use the Messaging Application Program Interface (MAPI) to communicate with your email application. Most email applications come with MAPI settings to handle this communication. For more information on configuring your email applications, see the email application’s Help.
142 USING ACROBAT X PRO Collaboration Subject, Message Preview and edit the email subject and message as needed. Acrobat saves any changes you make and displays them the next time you send a document for review. To use the default email message, click Reset Default Message. Access Level (Acrobat.com only) Specifies who can download the file from Acrobat.com. You can limit access to only the recipients of your email, or you can allow open access to anyone who knows the URL.
143 USING ACROBAT X PRO Collaboration Note: It’s possible to forward comments to the initiator if you didn’t initiate the review. First merge these comments into your copy of the PDF. Then send the comments (see “Send comments in email” on page 145). If you’ve sent your comments already, the initiator receives only new comments. Merged comments retain the original author name. 2 If you initiated the review, the Merge Comments dialog box appears.
144 USING ACROBAT X PRO Collaboration • Click OK in the Welcome To Shared Review window. This window shows the review deadline, participants, whether each reviewer has made any comments, and the comment server location. • Type your name, email address, company name, and job title. 3 Save the file to a location that you can find easily, such as the desktop. 4 Add comments to the PDF using tools in the Comment pane. To delete a comment, select it and press Delete.
145 USING ACROBAT X PRO Collaboration Check for newly published comments When you participate in a shared review, Acrobat synchronizes published comments on your local hard drive with the comments on the server. Acrobat notifies you when new comments are available. Because synchronization continues after the PDF is closed, you’ll continue to receive notifications.
146 USING ACROBAT X PRO Collaboration Only new or edited comments are published or sent. Rejoin a review Use the Tracker to reopen PDFs in an active review. The Tracker only displays PDFs that you’ve saved. If you didn’t save a PDF the first time you opened it, reopen the PDF from your email application. 1 Do one of the following: • In Acrobat, choose Comment > Review > Track Reviews. • In Reader, choose View > Tracker. 2 In the Tracker, double-click the PDF.
147 USING ACROBAT X PRO Collaboration Use the Tracker to manage reviews, forms, and web broadcast subscriptions (RSS feeds). Left panel has links to review files, forms, server status messages, and RSS feeds. Right panel shows details for item selected in left panel. Latest Updates The Latest Updates panel provides a summary of the latest changes in shared reviews, form files, and servers.
148 USING ACROBAT X PRO Collaboration RSS You can use the Tracker to subscribe to web content that uses the RSS (Really Simple Syndication) format, such as news feeds and music channels. RSS format is compatible with XML and RDF formats. Note: If the RSS button doesn’t appear in Tracker, open the Preferences dialog box in Acrobat and select Tracker. Select Enable RSS Feeds In Tracker, and click OK. Then close and reopen Tracker.
149 USING ACROBAT X PRO Collaboration Add or change a deadline A review initiator can add or change a deadline in an existing review. 1 In the Tracker, select the PDF, and do one of the following: • If the review has no deadline, click Add Deadline. • If the review has a deadline, click Change Deadline. 2 Click Review Deadline, change the deadline as needed, and click OK. 3 Change the email recipients, subject, and message as needed, and then click Send.
150 USING ACROBAT X PRO Collaboration Subscribe to web broadcast services 1 Click the RSS button on the left side of the Tracker. Note: If the RSS button doesn’t appear in Tracker, open the Preferences dialog box in Acrobat and select Tracker. Select Enable RSS Feeds In Tracker, and click OK. Then close and reopen Tracker. 2 Click Subscribe To RSS Feed, and then enter a web address in the URL box.
151 USING ACROBAT X PRO Collaboration A B C D E F G H I J Annotations panel A. Add Sticky Note B. Highlight text C. Attach file D. Record audio E. Add Stamp tool and menu F. Insert text at cursor G. Replace text H. Strikethrough I. Underline J. Add note to text A B C D E G H I J K F Drawing Markups panel A. Add text box B. Add text callout C. Draw line D. Draw arrow E. Draw oval F. Draw rectangle G. Draw cloud H. Draw polygon I. Draw connected lines J. Draw free form K.
152 USING ACROBAT X PRO Collaboration More Help topics “Add tags to comments” on page 300 “Comment on 3D designs” on page 382 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. ❖ Click the Comment task pane button, and then click the Annotations or Drawing Markup panels. Select an annotation or drawing markup tool • Choose Comment > Annotations > [tool]. • Choose Comment > Drawing Markups > [tool].
153 USING ACROBAT X PRO Collaboration Hide Comment Pop-ups When Comments List Is Open Helps reduce screen clutter when a page includes many comments. Selected by default. Automatically Open Pop-ups On Mouse Rollover When you place the pointer over a comment of any type, including drawing markups and stamps, the pop-up note opens. Always Use Log-in Name For Author Name Determines which name appears in the pop-up note you create.
154 USING ACROBAT X PRO Collaboration Change a comment’s look and set it as the default 1 After you create a comment, choose Properties from the Options menu of the pop-up note. 2 In the Properties dialog box, do any of the following, and then click Close: • Click the Appearance tab to change such options as the color and type of icon used. The type of comment selected determines which options are available. • Click the General tab to change the name of the author and subject of the comment.
155 USING ACROBAT X PRO Collaboration Edit a sticky note comment 1 Click or double-click the note icon. 2 Make changes, as needed: • To resize the pop-up note, drag the lower-left or lower-right corner. • To change the text formatting, choose View > Show/Hide > Toolbar Items > Properties Bar, select the text, and then select the property you want in the toolbar.
156 USING ACROBAT X PRO Collaboration A B Replace Text option A. Selected text is struck out. B. New text is added to a linked pop-up note. More Help topics “Export comments to Word (Windows)” on page 169 “Export comments to AutoCAD (Windows)” on page 170 Replace text 1 Select Replace from the Annotations panel. 2 Select the text. Any selected text is crossed out and a pop-up note opens. 3 Do one of the following: • Type the text to be inserted or added. The insertion caret appears.
157 USING ACROBAT X PRO Collaboration Delete text 1 In the Annotations panel, choose the Strikethrough tool . 2 Select the text to mark for deletion. Delete text markups If markup comments are stacked, delete the comments in the Comments list: Choose Comment > Comments List, select the comment, and press Delete. ❖ Select the markup and press Delete. Highlight, strikethrough, or underline text Note: In Reader only Sticky Note and Highlight tools are available.
158 USING ACROBAT X PRO Collaboration A B C D Stamp tool categories A. Dynamic stamp B. Sign Here stamp C. Standard business stamp D. Custom stamp For a tutorial on creating dynamic stamps, see Dynamic Stamp Secrets at www.acrobatusers.com/tutorials/2007/02/dynamic_stamp_secrets. Open the Stamps palette ❖ Choose Comment >Annotations > Stamps > Show Stamps Palette. Apply a stamp 1 Select a stamp by doing one of the following: • Click the Stamp tool. The most recently used stamp is selected.
159 USING ACROBAT X PRO Collaboration Create a custom stamp You can create custom stamps from a number of different formats, including (but not limited to) PDF, JPEG, bitmap, Adobe® Illustrator® (AI), Adobe® Photoshop® (PSD), and Autodesk AutoCAD (DWT, DWG) files. In Reader, create Custom stamp allows only PDF format. Note: To add an image to a PDF one time only, simply paste the image into the document.
160 USING ACROBAT X PRO Collaboration 2 Draw in the PDF: • To create a cloud or polygon shape, click to create the start point, move the pointer, and click to create each segment. To finish drawing the shape, click the start point, or right-click and choose Complete from the menu. Double-click to end a polygon line. • To draw a line, arrow, or rectangle, either drag across the area where you want the markup to appear, or click twice: once to create the start point and once to create the end point.
161 USING ACROBAT X PRO Collaboration Another way to add a text box is simply to paste copied text into the PDF. Text font and size are based on the system default settings. Note: You can add comments to Japanese, Chinese, and Korean text with the Text Box tool, but you must have the Asianlanguage resource files installed. Text boxes allow for horizontal text only. You can use the Callout tool to create a callout text box.
162 USING ACROBAT X PRO Collaboration You can also paste a block of text by selecting and copying the text in any application, selecting the Hand tool in Acrobat, and choosing Edit > Paste. Add a callout 1 Choose Comment >Drawing Markups > Callout tool . 2 Click once to set the location of the end point, and click again to set the location of the text box. 3 Choose View > Show/Hide > Toolbar Items > Properties Bar, and select the color, alignment, and font attributes for the text. 4 Type the text.
163 USING ACROBAT X PRO Collaboration Add comments in a file attachment Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Use the Attach File tool to embed a file at a selected location in a PDF, so that the reader can open it for viewing. By adding attachments as a comment, you can reference longer documents that can’t easily be pasted into a pop-up note or text box.
164 USING ACROBAT X PRO Collaboration Managing comments View comments The Comments list displays all the comments in a PDF, and it provides a toolbar with common options, such as sorting, filtering, and other Options to work with comments. The Comment task pane contains the Comments list. Open the Comments list 1 Choose Comment > Comments List. 2 Using the Options menu at the top of the Comments list, do any of the following: • Expand or collapse the comments.
165 USING ACROBAT X PRO Collaboration 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.
166 USING ACROBAT X PRO Collaboration Reply in the pop-up note 1 Open the pop-up note for the comment. 2 Choose Reply from the Options menu. 3 Type your reply in the box that appears. Reply in the Comments list 1 Select a comment in the Comments list. 2 Choose Reply from the Options menu. 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.
167 USING ACROBAT X PRO Collaboration A B C D Page layout options for comment summaries A. Document and comments with connector lines on single page B. Document and comments with connector lines on separate pages C. Comments only D. Document and comments with sequence numbers By default, Acrobat prints PDFs with any stamps that were applied. For the greatest control over how comments are > Print With Comments Summary from the Comment list.
168 USING ACROBAT X PRO Collaboration Delete comments You cannot delete other reviewers’ comments in a shared review, nor can you delete locked comments. To delete all of the comments in a PDF, choose Tools > Protection > Remove Hidden Information. Then remove comments using the dialog box. This feature is not available in Reader. More Help topics “Find and remove hidden content” on page 243 Delete a comment ❖ Do one of the following: • Select the comment and press Delete.
169 USING ACROBAT X PRO Collaboration 2 Choose All Files (*.*) from the menu. If you know the file format of the comments you want to import, choose it. 3 Double-click the name of the document with the comments. The comment positioning matches that of the file from which they were imported. If comments appear out of place, the source and recipient PDF documents are likely different.
170 USING ACROBAT X PRO Collaboration 2 Read the instructions, and click OK. 3 In the Import Comments From Adobe Acrobat dialog box, select the PDF and Word files, select from the following options, and click Continue: Take comments from this PDF file Browse to the PDF file that contains the comments. Place comments in this Word file Browse to the Word document o which you want to import comments. All Comments Imports all comments.
171 USING ACROBAT X PRO Collaboration Show By Status Imports comments by review status. Show By Checked State Imports comments that are checked. All imported comments appear in the Adobe Acrobat Markups layer as custom objects that you can edit, filter, or delete. 4 To modify an imported comment (change the status, add a check mark, or modify text), right-click the comment, choose Acrobat Comments, and then choose an option.
172 USING ACROBAT X PRO Collaboration 3 Click the document to apply your approval stamp. Note: To delete a digital identity stamp that you’ve applied, select it and press Delete. If you select Print, Save A Copy, or Email during the approval process, you can’t delete your stamp. 4 Do one of the following: • To send the document to the next approver, click the Approve button in the document message bar.
173 Chapter 7: Forms You can fill in forms using either Adobe® Acrobat® X Pro or the free Adobe Reader®. You can create static or interactive forms in Acrobat or Adobe LiveCycle® Designer ES2 (included with Acrobat Pro for Microsoft® Windows®). Interactive forms streamline the process of filling in and collecting data.
174 USING ACROBAT X PRO Forms Use Designer ES2 when you want to extend basic form capabilities in Acrobat. For example, a Designer ES2 form can include Image Object fields so that you can easily add graphics to a form. Consider using Designer ES for these tasks: • Create forms from scratch or from the predesigned layouts in the build-in templates that you edit and customize. • Create dynamic forms. • Add graphics, such as photographs. • Add barcode collections.
175 USING ACROBAT X PRO Forms Highlight Color Show Border Hover Color For Fields Displays a black outline around a form field when you place the pointer over it. Fields Highlight Color Opens a color picker for selecting the color of highlighted form fields. The highlight appears when the Highlight Existing Fields button on the document message bar is clicked. Required Fields Highlight Color Opens a color picker for selecting the border color of form fields that must be filled in.
176 USING ACROBAT X PRO Forms also specifies if a form is certified or has signature fields and allows users to highlight fields. If the form doesn’t have a submit button, a Submit Form button is added to the document message bar to allow the users to submit the form. Note: If form recipients are using older versions of Acrobat or Reader, the document message bar may not be visible or may contain different information. Dropdown list Let the user either choose an item from a pop-up menu or type a value.
177 USING ACROBAT X PRO Forms Create forms using Acrobat You can convert an existing electronic document (for example, a Word, Excel, or PDF document) or scan a paper document to a PDF form, and then add interactive form fields to the form. Note: When you convert a document to an Acrobat form, Acrobat detects the form fields in the document. You need to examine the document carefully to verify that Acrobat detected the correct fields.
178 USING ACROBAT X PRO Forms • Click Launch to open a web browser to access the FormsCentral service. 5 Enter your Adobe ID and password, or sign up for a free account. Adobe FormsCentral starts, and you can begin creating a form from scratch or from a template. For detailed instructions, click the Help menu in the upper-right corner of the window and choose FormsCentral Help. Additional resources For videos about Adobe FormsCentral, see these resources: • Create a form using FormsCentral: www.adobe.
179 USING ACROBAT X PRO Forms 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. Both limitations apply per entity/company, and multiple users in an entity cannot abuse this feature. Obtaining additional licenses to use Acrobat does not increase the above restrictions.
180 USING ACROBAT X PRO Forms Create a new form field 1 After you convert your document to a PDF form, open the Forms task pane if it is not already open. 2 Do one of the following: • Click Tasks > Add New Field, and then select a tool. • Choose a form field from the Quick Access toolbar. • Right-click the page and select a tool. Your cursor becomes a crosshair, and displays a preview of the field. 3 On the page, click where you want to add the field to create a field with the default size.
181 USING ACROBAT X PRO Forms Create a copy of a form field ❖ Select the form field, and do one of the following: • To copy the form field to the center of the current view, choose Edit > Copy, and then choose Edit > Paste. • To copy the form field and move it to another location on the page, Ctrl-drag it. To constrain the vertical or horizontal movement as you drag, press and hold Shift.
182 USING ACROBAT X PRO Forms • To select individual form fields in different parts of the PDF page, Ctrl-click each form field. • To select all form fields in an area of the page, use the Select Object tool to drag a selection marquee around the area. • To deselect an individual form field, Ctrl-click that field. The field that is highlighted in dark blue and displays the border handles is the anchor. When you select multiple form fields by clicking, the last field selected is the anchor.
183 USING ACROBAT X PRO Forms Note: Fields are placed in the center of the page only the first time they’re pasted. Additional pasted fields are offset from the previously pasted field. Align and center multiple form fields 1 Select two or more form fields that you want to align. 2 Right-click the field to which you want to align the other fields. Choose Align, Distribute Or Center, and then choose a command as follows: • To align a column of fields, choose Align Left, Right, or Vertical.
184 USING ACROBAT X PRO Forms • The form author enables the form for Reader users (if the author wants to allow Reader users to save their own filled-in copy of the form or if it contains certain barcode fields). • The form author distributes the form to other users. • Users fill in the form on their computers and submit it electronically or print a copy and deliver the copy to the form distributor.
185 USING ACROBAT X PRO Forms 2 Select Tools > Forms > Edit. 3 Click the Barcode tool in the quick access bar, or choose Forms > Tasks > Add new Field > Barcode. 4 Drag a rectangle to define the barcode area, and then double-click the barcode field to open the Properties dialog box. 5 In the Value tab, do one of the following: • Select Encode Using, and then select a format (XML or Tab Delimited). Click the Pick button and select the fields that you want to be encoded in the barcode field.
186 USING ACROBAT X PRO Forms Adjust data content to fit in a barcode field 1 To edit the barcode properties so that it can accommodate more data, double-click the barcode field, and do any of the following: • In the Options tab, click the Custom button and enter lower values for Error Correction Level and Y/X Ratio. • In the Options tab, select Compress Data Before Encoding To Barcode, but only if you are using an Adobe software decoder (available separately).
187 USING ACROBAT X PRO Forms Order Tabs By Column Tabs from the upper-left field, moving first from top to bottom and then across from left to right, one column at a time. Order Tabs Manually Allows you to drag and drop a field where you want it within the Fields panel. You can only move one field at a time. You can’t move a field to a different page, a radio button to another group, or a field to a radio button. Order Tabs Unspecified Specifies that no tab order is specified.
188 USING ACROBAT X PRO Forms • Deselect the option if you want to receive anonymous submissions, or you don't care about that level of tracking. You can also have the responses sent to someone else; see Patti Sokol’s Return Acrobat form to...not the sender. 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. • How to send a PDF form: www.adobe.com/go/lrvid_018_acrx_en.
189 USING ACROBAT X PRO Forms The property is changed as soon as you select another property or press Enter. 3 Click Close to close the Properties dialog box. If you select form fields that have different property values, some options in the Properties dialog box are not available. Otherwise, changes to the available options are applied to all selected form fields. To avoid accidental changes to the form field, select Locked in the lower-left corner of the Properties dialog box before you close it.
190 USING ACROBAT X PRO Forms Options tab for form field properties The options available on this tab change according to the type of form field selected. The Options tab appears for all form field types except digital signatures. Barcode The Options tab for barcode field properties contains the following: Symbology Includes the PDF417, QR Code, and Data Matrix barcode types.
191 USING ACROBAT X PRO Forms Dropdown and list box For either dropdown boxes or list boxes, you use the Options tab to create a list of items from which the user selects. Although most of the properties on this tab are common to both these types of form fields, a few are exclusive to one type or the other. Item Accepts the text that you type for options that you want to appear in the menu for the field. Add Moves the current entry in Item to the Item List.
192 USING ACROBAT X PRO Forms Multi-line Allows more than a single-line entry in the text field. Scroll Long Text Compensates for text that extends beyond the boundaries of the text field. Allow Rich Text Formatting Allows users to apply styling information to the text, such as bold or italic. This might be useful in certain text fields where such styling information is important to the meaning of the text, such as an essay.
193 USING ACROBAT X PRO Forms Calculate tab for form field properties The Calculate tab appears in the Properties dialog boxes for only text fields and dropdown boxes. Use these options to perform mathematical operations on existing form field entries and display the result. Value Is Not Calculated Select this if you want the user to type. Value Is The Select this to make further options available: • Pop-up menu Lists the mathematical functions to apply to the selected fields.
194 USING ACROBAT X PRO Forms More Help topics “Adding JavaScript to forms” on page 179 Format tab for form field properties The Format tab appears in the Properties dialog box for only text form fields or dropdown form fields. The options that are available depend on your selection in the Select Format Category pop-up menu. The Example of Current Format field displays a live preview of the settings. None No additional options are available.
195 USING ACROBAT X PRO Forms Arbitrary Mask Changes the format category to Custom and makes another text field available, in which you can type a custom format. Use this option to specify which types of characters the user can enter in any given position, and how the data displays in the field. • A Accepts only letters (A–Z, a-z). • X Accepts spaces and most printable characters, including all characters available on a standard keyboard and ANSI characters in the ranges of 32–126 and 128–255.
196 USING ACROBAT X PRO Forms Validation tab for form field properties The Validation tab appears only in the Text Field Properties and Dropdown box Properties dialog boxes. Validation properties restrict entries to specified ranges, values, or characters, ensuring that users enter the appropriate data for a specified form field. Field Value Is Not Validated Turns off validation. Field Value Is In Range Sets a numeric range for form fields using values you enter in either as a number or a percentage.
197 USING ACROBAT X PRO Forms More Help topics “Create, test, and edit barcode fields” on page 184 “About barcodes” on page 183 Create a new barcode parameters set 1 In the Barcode Field Properties dialog box, click the Options tab, and then click Manage Barcode Parameters. 2 Select the existing parameter set that you want to use as the basis of the new set, and click New. 3 Type a name in the Name box and a description in the Description box.
198 USING ACROBAT X PRO Forms Setting action buttons About buttons Buttons are most commonly associated with forms, but you can add them to any document. Buttons can open a file, play a sound or movie clip, submit data to a web server, and much more. When deciding on how to initiate an action, remember that buttons offer the following capabilities that links and bookmarks do not: • A button can activate a single action or a series of actions. • A button can change appearance in response to mouse actions.
199 USING ACROBAT X PRO Forms 2 In the Options tab, choose an option in the Layout menu for the button label, icon image, or both. Do one or both of the following: • Type text in the Label box to identify the button as a submit button. • Click Choose Icon and either type the path to an image file or click Browse and locate the image file you want to use. 3 In the Actions tab, choose Submit A Form on the Select Action menu, and then click Add.
200 USING ACROBAT X PRO Forms Kahili Kahili Kahili Kahili A B C D Kahili Kahili E F G Button layouts A. Label only B. Icon only C. Icon top, label bottom D. Label top, icon bottom E. Icon left, label right F. Label left, icon right G. Label over icon You can make button icons from any file format that Acrobat can display, including PDF, JPEG, GIF, and other image formats.
201 USING ACROBAT X PRO Forms Rollover Determines what the button looks like when the pointer is held over the button. Outline Highlights the button border. Invert Reverses the dark and light shades of the button. Scale and position buttons 1 Make sure you are in edit mode by selecting Tools > Forms > Edit, and then click the Select Object tool . 2 Double-click an existing button to open the Button Properties dialog box.
202 USING ACROBAT X PRO Forms 4 Choose Push from the Behavior menu, and then choose Rollover from the State list. 5 Click Choose Icon, and then click Browse. Select the file type from the File Of Type, navigate to the location of the image file, and then double-click the file. In this example, you would select a map of Paris. Click OK to accept the previewed image as the button. 6 Click the Appearance tab. If needed, deselect Border Color and Fill Color, and then click Close.
203 USING ACROBAT X PRO Forms Submit Form Selections options FDF Exports as an FDF file. You can select one or more of the available options: user-entered data, comments, and incremental changes to the PDF file. The Incremental Changes To The PDF option is useful for exporting a digital signature in a way a server can easily read and reconstruct.
204 USING ACROBAT X PRO Forms Add an Import Data button Use the Import Form Data action to enable users to fill out common form fields, such as name and email address, with data imported from another form. Users can also use the Import Data button to populate common form fields with their personal profile information. Only form fields that match are updated. The fields that do not match are ignored.
205 USING ACROBAT X PRO Forms Using QuickBooks data in forms (Windows) Prepare a QuickBooks template for distribution You can add data from your Intuit QuickBooks company file to a QuickBooks enabled form, known as a QuickBooks template. Recipients can fill out the form using Acrobat 7.05 or later, or Reader 7.05 or later, even if they don’t have QuickBooks. You then collect the data from the submitted forms and import it into your QuickBooks company file.
206 USING ACROBAT X PRO Forms You can use JavaScript for advanced form customization. For example, you can add data fields, change data types, and customize what data is displayed. For more information, see Creating PDF Forms for Intuit QuickBooks with Acrobat 9 (PDF) at www.adobe.com/go/learn_lc_qbtempl_customize_en. 1 Choose Tools > Forms > More Forms Options > QuickBooks > Edit QuickBooks Template. 2 Select a QuickBooks form template.
207 USING ACROBAT X PRO Forms Compile form data 1 In Acrobat, choose Tools > Forms > More Form Options > Compile Returned Forms. 2 In the Compile Data dialog box, do one of the following to select a PDF response file: • Click Browse, and then locate and select the response file. • Type the path to the response file. 3 Click Add File, and navigate to the returned form. 4 Repeat the previous step as many times as necessary to add more returned forms.
208 USING ACROBAT X PRO Forms 4 In the Select File Containing Form Data dialog box, select a format in File Of Type corresponding to the data file you want to import. Then locate and select that file, and click Open. Note: Some formats are available only for specific types of PDF forms, depending on the application used to create the form, such as Acrobat or Designer ES2. Data you import from a text file (.txt) must be formatted in tab-delimited rows that form columns.
209 USING ACROBAT X PRO Forms More Help topics “Tracker overview” on page 146 “Distribute (send) forms to recipients” on page 187 Filling in forms Is the form fillable? Not all forms are fillable. Sometimes form creators don’t convert their PDFs to interactive fillable forms. Or, they intentionally design a form that you can fill in only by hand. These non-interactive forms are called flat forms.
210 USING ACROBAT X PRO Forms Interactive fillable An interactive fillable form contains fields that you can select or fill in. In an interactive form, the pointer changes to a different icon, depending the field. For example, the Hand you can type text into the form field. tool changes to an I-beam when Fill in flat forms The Typewriter tool provides a simple solution for filling out forms without interactive fields, called flat forms.
211 USING ACROBAT X PRO Forms 4 Press Tab to move forward or Shift+Tab to move backward. For more choices, see “Options for moving among form fields” on page 211. 5 When finished, click the submit button to either send the data to a server or create an email to send the data. The submit button can appear in the purple message bar at the top of the form or in the form content. For troubleshooting tips on completing forms, see Troubleshooting forms.
212 USING ACROBAT X PRO Forms 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. 4 In the Auto-Complete Entry List dialog box, do one of the following, and then click Yes in the confirmation dialog box: • To remove all of the entries, click Remove All. • To remove some of the entries, select the entries and click Remove. (Shift-click to select multiple adjacent entries; Ctrl-click to select multiple nonadjacent entries.
213 USING ACROBAT X PRO Forms Clear forms Clear a form in a browser ❖ Do either of the following: • Select the reset form button, if one exists. You cannot undo this action. • Quit the browser, and start again. Note: Clicking the web browser’s Reload or Refresh button, the Back or Go Back button, or following a link to another page may not completely clear the form. Clear unsaved form entries ❖ Choose File > Revert.
214 Chapter 8: Security Application security Application (software) security involves customizing Acrobat and Reader security features to protect against vulnerabilities, malicious attacks, and other risks. Advanced users can customize the application via the user interface. Enterprise administrators can also configure the registry. Enhanced security PDFs have evolved from static pages to complex documents with features such as interactive forms, multimedia content, scripting, and other capabilities.
215 USING ACROBAT X PRO 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.
216 USING ACROBAT X PRO Security Enable or disable Protected View Unlike Protected Mode in Reader, Protected View in Acrobat is off by default. 1 Choose Edit > Preferences. 2 From the categories on the left, select Security (Enhanced). 3 Select the Enable Enhanced Security option. 4 Choose one of the following options: Off Disables Protected View, if you have enabled it. Protected View is off by default.
217 USING ACROBAT X PRO Security 4 Choose from the following options: • To allow access to all URLs, select Allow PDF Files To Access All Web Sites. • To restrict access to all URLs, select Block PDF Files’ Access To All Web Sites. • To restrict access to only the URLs you specify, select Custom Setting. • To add a website, type its URL in the Host Name text box and click Allow or Block. • To remove a URL you no longer want to visit, select the website in the list and click Delete.
218 USING ACROBAT X PRO Security 2 From the Categories on the left, select Trust Manager. 3 In the PDF Attachments panel, click Restore. The Restore button is available only if you changed the attachment defaults. Allow attachments to start applications The Trust Manager lets you control whether non-PDF attachments can start their associated applications. 1 In the Preferences dialog box, select Trust Manager from the Categories on the left.
219 USING ACROBAT X PRO Security Security warnings 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. For example, the warning is displayed for PDFs that can transfer or run programs and macros. It does not necessarily mean that the PDF is harmful.
220 USING ACROBAT X PRO Security When are security warnings displayed? Security warnings can be displayed in the following situations: Blacklisted JavaScript JavaScript is a computer language in widespread use. JavaScript code can be vulnerable to attacks, and JavaScript can be used to open websites. Adobe regularly updates the blacklist with known JavaScript vulnerabilities. If a PDF tries to access blacklisted JavaScript, you see a message in the yellow document bar, at the top.
221 USING ACROBAT X PRO Security Opening secured documents Acrobat and Reader 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. Documents can be secured in several ways.
222 USING ACROBAT X PRO Security • You want an organization-wide security solution for PDFs. You can devise a solution specifically for a company handling sensitive data. Some organizations use Adobe LiveCycle Rights Management ES to apply a policy to documents. The policy contains the list of recipients and their individual set of permissions. Individuals can use a policy to apply the same security settings to numerous documents.
223 USING ACROBAT X PRO Security Protection required: Action: Prevent forms from being tampered with Use LiveCycle Designer to secure forms and create locking signature fields. See the Adobe LiveCycle Designer Help. Send secure file attachments via e-mail Use security envelopes. (Tools > Protection > More Protection > Create Security Envelope.
224 USING ACROBAT X PRO Security Securing documents with passwords Add password security You can limit access to a PDF by setting passwords and by restricting certain features, such as printing and editing. However, you cannot restrict saving copies of a PDF. The copies have the same restrictions as the original PDF. Two types of passwords are available: Document open password With a document open password (also known as a user password), users must type in the password you specify to open the PDF.
225 USING ACROBAT X PRO Security Password strength indicator 6 To allow recipients to copy PDF content to another document, select Enable Copying Of Text, Images, And Other Content. 7 Click OK. At the prompt to confirm each password, retype the appropriate password in the box and click OK. Security options You can set the following options when you create a PDF or when you apply password protection to a PDF. Options vary depending on the Compatibility setting.
226 USING ACROBAT X PRO Security Restrict Editing And Printing Of The Document Restricts access to the PDF file’s security settings. If the file is opened in Adobe Acrobat, the user can view the file but must enter the specified Permissions password in order to change the file’s Security and Permissions settings. If the file is opened in Illustrator, Photoshop, or InDesign, the user must enter the Permissions password, since it is not possible to open the file in a view-only mode.
227 USING ACROBAT X PRO Security 2 Your options vary depending on the type of password security attached to the document: • If the document only had Document Open password, click OK to remove it from the document. • If the document had a permissions password, type it in the Enter Password box, and then click OK. Click OK again to confirm the action. Securing documents with certificates Certificate security Use certificates to encrypt documents and to verify a digital signature.
228 USING ACROBAT X PRO Security 7 Click Next to review your settings, and then click Finish. When a recipient opens the PDF or PDF Portfolio, the security settings you specified for that person are used.
229 USING ACROBAT X PRO Security 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. You can also import certificates from a certificate store, such as the Windows certificate store. A certificate store often contains numerous certificates issued by different certification authorities.
230 USING ACROBAT X PRO Security 2 On the Trust tab of the Import Contact Settings dialog box, select trust options. • Select Use This Certificate As A Trusted Root only if it is required to validate a digital signature. Once you make a certificate a trust anchor, you prevent revocation checking on it (or any certificate in the chain).
231 USING ACROBAT X PRO Security Associate a certificate with a contact If you have a contact that is not associated with a certificate, or you want to change the certificate associated with a contact, follow these steps. A contact must have at least one valid certificate to exchange encrypted PDFs. 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Manage Trusted Identities. • In Reader, choose Edit > Protection > Manage Trusted Identities.
232 USING ACROBAT X PRO Security 3 Select the certificate name, and click Show Certificate. Delete a certificate from trusted identities 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Manage Trusted Identities. • In Reader, choose Edit > Protection > Manage Trusted Identities. Note: If you don’t see the Sign & Certify or Protection panel, see the instructions for adding panels at “Task panes” on page 9. 2 Choose Certificates from the Display menu.
233 USING ACROBAT X PRO Security Setting up security policies Types of security policies If you often apply the same security settings to multiple PDFs, you can save your settings as a policy that you can reuse. Security policies save time while ensuring a consistently secure workflow. Creating policies for password and certificate security lets you reuse the same security settings for any number of PDFs.
234 USING ACROBAT X PRO Security Administer events and modify access By logging in to an Adobe LiveCycle Rights Management ES account, the author or administrator can track events and change access to policy-secured PDFs. Administrators can view all PDF and system events, modify configuration settings, and change access to policy-secured PDFs. Create a user security policy User policies can use passwords, certificates, or Adobe LiveCycle Rights Management ES to authenticate documents.
235 USING ACROBAT X PRO Security 7 Do one of the following: • If you selected Ask For Recipients When Applying This Policy, review the policy settings and then click Finish. • If you did not select Ask For Recipients When Applying This Policy, specify recipients by selecting digital IDs (including your digital ID). Then click Next. 8 Click Finish.
236 USING ACROBAT X PRO Security Create a user security policy with Adobe LiveCycle Rights Management ES If you have access to Adobe LiveCycle Rights Management ES, you can restrict document access and rights of individuals registered with the server. When you create a user policy using Adobe LiveCycle Rights Management ES, you’re redirected to the Adobe LiveCycle Rights Management ES web page. 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF.
237 USING ACROBAT X PRO Security Apply a policy to attachments in Outlook You can send different types of files as secure PDF attachments in Microsoft Outlook. This option is available only if Adobe LiveCycle Rights Management ES is set up and available in Acrobat. 1 In Outlook, choose File > New > Mail Message. 2 In the toolbar, click the Attach As Secured Adobe PDF button . 3 Select the file you want to attach by typing the file path or by clicking Browse.
238 USING ACROBAT X PRO Security Favorite If this option is selected, a star appears next to the policy. To remove a policy from the favorites, click Favorite again. You can apply the Favorite option to multiple policies. Use this option to make a policy easier to retrieve. Revoke a policy-protected PDF To restrict access to a policy-protected PDF that you made available to a group of users, you can revoke the document.
239 USING ACROBAT X PRO Security Why do I need one? You don’t need a digital ID for most of the work you do in PDFs. For example, you don’t need a digital ID to create PDFs, comment on them, and edit them. You need a digital ID to sign a document or encrypt PDFs through a certificate. How do I get one? You can get a digital ID from a third-party provider, or you can create a self-signed digital ID.
240 USING ACROBAT X PRO Security Important: Make a backup copy of your digital ID file. If your digital ID file is lost or corrupted, or if you forget your password, you cannot use that profile to add signatures. Register a digital ID To use your digital ID, register your ID with Acrobat or Reader. 1 Do one of the following: • In Acrobat, choose Tools > Protection > More Protection > Security Settings. • In Reader, choose Edit > Protection > Security Settings.
241 USING ACROBAT X PRO Security Note: Self-signed digital IDs expire in five years. After the expiration date, you can use the ID to open, but not sign or encrypt, a document. 1 Do one of the following: • In Acrobat, choose Tools > Protection > More Protection > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 9.
242 USING ACROBAT X PRO Security How to protect your digital IDs When private keys are stored on hardware tokens, smart cards, and other hardware devices that are password- or PINprotected, use a strong password or PIN. Never divulge your password to others. If you must write down your password, store it in a secure location. Contact your system administrator for guidelines on choosing a strong password. Keep your password strong by following these rules: • Use eight or more characters.
243 USING ACROBAT X PRO Security Removing sensitive content Why remove sensitive content? Before you distribute a PDF, you may want to examine the document for sensitive content or private information that can trace the document to you. Such information can be hidden or not immediately apparent. 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.
244 USING ACROBAT X PRO Security Remove Hidden Information options Metadata Metadata includes information about the document and its contents, such as the author’s name, keywords, and copyright information, used by search utilities. To view metadata, choose File > Properties. File Attachments Files of any format can be attached to the PDF as an attachment. To view attachments, choose View > Show/Hide > Navigation Panes > Attachments.
245 USING ACROBAT X PRO Security Text marked for redaction (left), and redacted (right) 1 Choose Tools > Protection > Mark for Redaction . If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 9. 2 (Optional) To set the appearance of redaction marks, click Redaction Properties. (See “Change the look of redaction marks” on page 246.) 3 Mark items you want to remove by doing any of the following: • Double-click to select a word or image.
246 USING ACROBAT X PRO Security • To search for a pattern (for example, phone numbers, credit card numbers, e-mail addresses, social security numbers, or dates), click Patterns. Choose one of the available patterns. You can change the language version of the patterns. (See “Select a different language version for patterns” on page 246.) 4 Click Search & Remove Text. 5 In the search results, click the plus sign (+) next to the document name to see all occurrences of the word or phrase.
247 USING ACROBAT X PRO Security 2 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. • Select Use Overlay Text if you want to select the custom text or redaction code options. Select the font, size, and text alignment. • Select Custom Text, and type the text you want to appear in the redacted area.
248 USING ACROBAT X PRO Security 4 In the Redaction Code Editor dialog box, click Add Set. 5 (Optional) Type a new name for the set in the text field below the list of code sets, and then click Rename Set. 6 Click Add Code, and type the text that you want to appear as overlay text in the text field below the list of code entries, and then click Rename Code. 7 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.
249 Chapter 9: Digital signatures You use a digital signature, much like a handwritten signature, to approve documents. However, unlike a handwritten signature, a digital signature verifies your identity to the recipients. A digital signature serves to protect the integrity and authenticity of a document as of the time it was signed. A digital signature on a PDF document may include a photo, image of your handwritten signature, or other personal details.
250 USING ACROBAT X PRO Digital signatures Comparing ink signatures with digital signatures You can sign PDFs with ink signatures using graphics tablets and other input devices. An ink signature is a handwritten mark, similar to a free-form drawing you make by choosing Tools > Sign & Certify > Apply Ink Signature in Acrobat. Ink signatures do not provide the advanced functionality available with digital signatures. Unlike a digital signature, an ink signature does not use a digital ID.
251 USING ACROBAT X PRO Digital signatures Customizing signature workflows using seed values Seed values offer additional control to document authors by letting them specify which choices signers can make when signing a document. By applying seed values to signature fields in unsigned PDFs, authors can customize options and automate tasks. They can also specify signature requirements for items such as certificates and timestamp servers.
252 USING ACROBAT X PRO Digital signatures 8 (Optional) If the dialog box includes the Additional Signature Information section, specify the reason for signing the document, the location, and your contact information. These options are available only if you selected them using the Advanced Preferences section of the Preferences dialog box (Edit > Preferences > Security > Advanced Preferences > Creation tab).
253 USING ACROBAT X PRO Digital signatures Import directory server settings (Windows only) You import directory server settings using security import/export methodology or a security settings file. Before, you import settings in a file using import/export methodology, ensure that you trust the file provider before opening it. 1 To open the file, double-click it, or do one of the following: • In Acrobat, choose Tools > Protection > More Protection > Security Settings.
254 USING ACROBAT X PRO Digital signatures Note: If you did not embed a timestamp when you signed the document, you can add one later to your signature. (See “Establish long-term signature validation” on page 265.) A timestamp applied after signing a document uses the time provided by the timestamp server. Configure a timestamp server To configure a timestamp server, you need the server name and the URL, which you can obtain from an administrator or a security settings file.
255 USING ACROBAT X PRO Digital signatures Setting up 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.
256 USING ACROBAT X PRO Digital signatures Set the trust level of a certificate In Acrobat or Reader, the signature of a certified or signed document is valid if you and the signer have a trust relationship. The trust level of the certificate indicates the actions for which you trust the signer. 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.
257 USING ACROBAT X PRO Digital signatures Signature types A document can contain certification signatures, approval signatures, or both. The signature type you need depends on the intent of both the author and the signer. Signature types include the following: Certification signature A certification signature provides a higher level of document control than an approval signature.
258 USING ACROBAT X PRO Digital signatures 5 In the Add Digital ID dialog box, select a storage location for the digital ID. 6 Type a name, e-mail address, and other personal information for your digital ID. When you certify or sign a document, the name appears in the Signatures panel and in the Signature field. 7 (Optional) To use Unicode values for extended characters, select Enable Unicode Support, and then specify Unicode values in the appropriate boxes.
259 USING ACROBAT X PRO Digital signatures The cursor changes to a cross-hairs. 2 Click where you want to sign and draw your signature. 3 To include the signature with the document, save the PDF. Note: You cannot add an ink signature to a PDF created in LiveCycle Designer ES or the LiveCycle Forms ES. PDFs created from those sources do not allow comments and markups.
260 USING ACROBAT X PRO Digital signatures 2 Choose Tools > Sign & Certify and then select one of the following options. If you don't see the Sign & Certify panel, see the instructions for adding panels at “Task panes” on page 9. • With Visible Signature. • Without Visible Signature. If you choose this option, your signature appears only in the Signatures panel. 3 Click OK in the Save As Certified Document dialog box.
261 USING ACROBAT X PRO Digital signatures Remove a digital signature ❖ Do one of the following: • To remove a signature, right-click the signature field and choose Clear Signature. • To remove all signatures in a PDF, choose Clear All Signature Fields from the options menu in the Signatures panel. You cannot remove a signature unless you are the one who placed it and you have the digital ID for signing it installed. To delete the signature field in Acrobat, choose Tools > Content > Select Object.
262 USING ACROBAT X PRO Digital signatures Verify signatures in the Signatures panel ❖ 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.
263 USING ACROBAT X PRO Digital signatures Validate a timestamp certificate Review the Validity summary section on the Summary tab of the Signature Properties dialog box for the validity status of a timestamp certificate. The summary might display one of the following messages: Signature date/time are from the clock on the signer's computer The time is based on the local time on the signer’s computer.
264 USING ACROBAT X PRO Digital signatures Trust a signer’s certificate Trusting a certificate involves adding it to the user’s trusted identity list in the Trusted Identity Manager and manually setting its trust level. End users often exchange certificates as needed when using certificate security. Alternatively, they add certificates directly from signatures in signed documents and then set trust levels.
265 USING ACROBAT X PRO Digital signatures More Help topics “Signature types” on page 257 “Securing documents with certificates” on page 227 “Adobe Approved Trust List (AATL)” on page 267 XML data signatures Acrobat and Reader support XML data signatures that are used to sign data in XML Forms Architectures (XFA) forms. The form author provides XML signing, validating, or clearing instructions for form events, such as button click, file save, or submit.
266 USING ACROBAT X PRO Digital signatures More Help topics “Validate a timestamp certificate” on page 263 “Configure a timestamp server” on page 254 “Set signing preferences” on page 250 Add verification information at signing 1 Make sure that your computer can connect to the appropriate network resources. 2 Ensure that the preference Include Signature’s Revocation Status When Signing is still selected. (Preferences > Security > Advanced Preferences > Creation tab.
267 USING ACROBAT X PRO Digital signatures Import and export a certificate To import a certificate for use in signature validation and certificate security workflows: 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Manage Trusted Identities. • In Reader, choose Edit > Protection > Manage Trusted Identities.
268 USING ACROBAT X PRO Digital 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.
269 Chapter 10: Accessibility, tags, and reflow Accessibility features assist people with disabilities, such as mobility impairments, blindness, and low vision in their use of Adobe® Acrobat® X Pro and Adobe PDFs. Accessibility features About accessibility features A document or application is accessible if it can be used by people with disabilities, such as mobility impairments, blindness, and low vision.
270 USING ACROBAT X PRO Accessibility, tags, and reflow • Tools for creating accessible PDF forms Acrobat Standard provides some functionality for making existing PDFs accessible. Acrobat Pro enables you to perform tasks, such as editing reading order or editing document structure tags that are necessary to make some PDF documents and forms accessible.
271 USING ACROBAT X PRO Accessibility, tags, and reflow Document language Specifying the document language in a PDF enables some screen readers to switch to the appropriate language. Security that doesn’t interfere with assistive software Some PDF authors restrict users from printing, copying, extracting, adding comments, or editing text. The text of an accessible PDF must be available to a screen reader.
272 USING ACROBAT X PRO Accessibility, tags, and reflow “Making existing PDFs accessible” on page 286 “Standard PDF tags” on page 301 Checking the accessibility of PDFs About accessibility checkers The best way to test the accessibility of a document is to attempt to use the document with the tools that your readers will use. However, if you don’t have a screen reader or braille printer, use a method provided by Acrobat to check PDF accessibility.
273 USING ACROBAT X PRO Accessibility, tags, and reflow More Help topics “Setting accessibility preferences” on page 275 Accessibility Quick Check results “This document has logical structure but it is not a Tagged PDF. Some accessibility information may be missing.” Quick Check has found an underlying document structure in the document, so Acrobat uses the available document structure to control the reading order, rather than analyzing the document itself.
274 USING ACROBAT X PRO Accessibility, tags, and reflow Because the Full Check feature is unable to distinguish between essential and nonessential content types, some issues it reports don’t affect readability. It’s a good idea to review all issues to determine which ones require correction. Accessibility Full Check options Create Accessibility Report Creates an HTML report of accessibility issues, which is opened in the navigation pane and saved in the location indicated by the Folder field.
275 USING ACROBAT X PRO Accessibility, tags, and reflow Reading PDFs with reflow and accessibility features Setting accessibility preferences Acrobat provides several preferences that help make the reading of PDFs more accessible for visually impaired and motion-impaired users. These preferences control how PDFs appear on the screen and how they are read by a screen reader.
276 USING ACROBAT X PRO Accessibility, tags, and reflow Show Portfolios In Files Mode When selected, shows PDF Portfolio component files and file details in a list. Files mode provides a better reading experience for people with disabilities, such as mobility impairments, blindness, and low vision. Accessibility preferences in Documents panel Automatically Save Document Changes To Temporary File Every When deselected, this preference disables the autosave action.
277 USING ACROBAT X PRO Accessibility, tags, and reflow • Use Reading Order In Raw Print Stream Delivers text in the order in which it was recorded in the print stream. This method is faster than Infer Reading Order From Document. This method analyzes text only; form fields are ignored and tables aren’t recognized as such. Override The Reading Order In Tagged Documents Uses the reading order specified in the Reading preferences instead of that specified by the tag structure of the document.
278 USING ACROBAT X PRO Accessibility, tags, and reflow Navigate and control the application with the keyboard You can navigate by using the keyboard instead of the mouse. Several keyboard access features are available in Mac OS; see the documentation for your operating system for details. In Windows, some of the keyboard shortcuts used to navigate in Acrobat differ from the keyboard shortcuts used in other Windows applications.
279 USING ACROBAT X PRO Accessibility, tags, and reflow Save as accessible text for a braille printer Note: This document uses the term “braille printer” to refer to any device that is used to convert accessible text to a form that can be used by a person with blindness or low vision. You can save a PDF as accessible text to print on a braille printer. Accessible text can be imported and printed out as formatted grade 1 or 2 braille documents by using a braille translation application.
280 USING ACROBAT X PRO Accessibility, tags, and reflow Reflow a tagged PDF ❖ Choose View > Zoom > Reflow. If the Page Display setting is Two-Up before you choose Reflow view, the Page Display setting automatically becomes Single Page when the document is reflowed. If the Page Display setting is Two-Up Continuous before you choose Reflow view, the Page Display setting automatically becomes Continuous when the document is reflowed.
281 USING ACROBAT X PRO Accessibility, tags, and reflow • Choose View > Read Out Loud > Read To End Of Document. Read PDF form fields out loud 1 In the Reading panel of the Preferences dialog box, select Read Form Fields in the Read Out Loud Options section. 2 In the PDF form, press Tab to select the first form field. 3 Make entries and selections as needed, and then press Tab to move to the next field, repeating this step until the form is completed.
282 USING ACROBAT X PRO Accessibility, tags, and reflow These stages are presented in an order that suits most needs. However, you can perform tasks in a different order or iterate between some of the stages. In all cases, first examine the document, determine its intended purpose, and use that analysis to determine the workflow that you apply.
283 USING ACROBAT X PRO Accessibility, tags, and reflow Tagging during conversion to PDF requires an authoring application that supports tagging in PDF. Tagging during conversion enables the authoring application to draw from the paragraph styles or other structural information of the source document to produce a logical structure tree. The logical structure tree reflects an accurate reading order and appropriate levels of tags.
284 USING ACROBAT X PRO Accessibility, tags, and reflow To produce the most accessible PDFs from web pages you create, first establish a logical reading order in their HTML code. For best results, employ the Web Content Accessibility Guidelines that are published by the World Wide Web Consortium (W3C). For more information, see the guidelines on the W3C website. 1 Do one of the following: • In Acrobat, choose File > Create > PDF From Web Page, enter the web page address, and then click Settings.
285 USING ACROBAT X PRO Accessibility, tags, and reflow Pages whose tags are out of order in the logical structure tree can cause problems for screen readers. Screen readers read tags in sequence down the tree, and possibly do not reach the tags for an inserted page until the end of the tree. To fix this problem, use Acrobat Pro to rearrange the tag tree. Place large groups of tags in the same reading order as the pages themselves.
286 USING ACROBAT X PRO Accessibility, tags, and reflow 1. Design the form for accessibility. Forms tend to have relatively complex layouts compared to documents that have a simple, single-column structure. The success that an application has in analyzing and tagging a form depends largely on the original formatting and layout of a document, and the types of fields that it uses. When you design a form, include headings, instructions, and fields in which users are to enter data.
287 USING ACROBAT X PRO Accessibility, tags, and reflow About the Add Tags Report If Acrobat encounters potential problems while running the Add Tags To Document command, the Add Tags Report opens in the navigation pane. The report lists potential problems by page, provides a navigational link to each problem, and offers suggestions for fixing them. You should assess the context of an error before following a particular suggestion for fixing it.
288 USING ACROBAT X PRO Accessibility, tags, and reflow • Choose View > Page Display > Single Page View, when using the TouchUp Reading Order tool. When you click the Clear Page Structure button, Acrobat 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.
289 USING ACROBAT X PRO Accessibility, tags, and reflow Check and correct reading order You can quickly check the reading order of tagged PDFs by using the TouchUp Reading Order tool. You can also use this tool to add alternate text to images and correct many types of tagging problems that are outlined in the report that Acrobat generates when you add tags to a PDF. Reading-order problems are readily apparent when you use the TouchUp Reading Order tool.
290 USING ACROBAT X PRO Accessibility, tags, and reflow 2 In the TouchUp Reading Order dialog box, select Show Page Content Order. 3 In the document pane, place the pointer over the number for the highlighted region you want to move, and drag it to where you want it to be read. The text-insertion pointer shows target locations within the text.
291 USING ACROBAT X PRO Accessibility, tags, and reflow 4 Do one of the following: • To add content to the current selection, Shift-click the content you want to add. The pointer changes to include a plus sign (+). • To remove content from the current selection, Ctrl-click the content you want to remove. The pointer changes to include a minus sign (-). 5 Click the button for the tag type that you want for the highlighted region. Split a region into two regions 1 Select the TouchUp Reading Order tool.
292 USING ACROBAT X PRO Accessibility, tags, and reflow Edit tags for figures and tables You can use the TouchUp Reading Order tool to add and edit tags and alternate text for figures and tables. Apply a figure tag You can select an element and define it as a figure by using the TouchUp Reading Order tool. Once you define it as a figure, you can add alternate text to describe the figure. 1 Using the TouchUp Reading Order tool, select the figure. 2 In the TouchUp Reading Order dialog box, click Figure.
293 USING ACROBAT X PRO Accessibility, tags, and reflow For best results when tagging tables, use the application that you created the document with to add tags when you create the PDF. If a PDF isn’t tagged, you can add tags by using the Add Tags To Document command. Most tables are properly recognized using this command; however, the command may not recognize a table that lacks clear borders, headings, columns, and rows.
294 USING ACROBAT X PRO Accessibility, tags, and reflow 3 Ctrl-drag around nontext page elements, such as figures and captions, to deselect them, until only text is selected on the page. Click Text in the TouchUp Reading Order dialog box. 4 In the document pane, select a nontext page element, such as a figure and caption, and click the appropriate button in the dialog box to tag it. Repeat until all page content is tagged.
295 USING ACROBAT X PRO Accessibility, tags, and reflow By default, the selected text for each link becomes the link text. After you add all the links, you can edit the tag tree to add alternate text to the links, further improving the accessibility of the PDF. Set the document language Setting the document language in a PDF enables some screen readers to switch to the appropriate language. You can set the document language for an entire document with Acrobat Pro or Acrobat Standard.
296 USING ACROBAT X PRO Accessibility, tags, and reflow More Help topics “Add and edit watermarks” on page 115 Editing document structure with the Content and Tags tabs Correct reflow problems with the Content tab Use the Content tab to correct reflow problems in a PDF that can’t be corrected by using the TouchUp Reading Order tool. Because you can damage a PDF by editing content objects, make sure that you’re familiar with PDF structure before you change anything.
297 USING ACROBAT X PRO Accessibility, tags, and reflow Create Artifact Defines selected objects as artifacts. Artifacts are not read by a screen reader or by the Read Out Loud feature. Page numbers, headers, and footers are often best tagged as artifacts. Remove Artifact Removes the artifact definition from the selected object. Highlight Content When selected, highlights appear in the document pane around content that relates to a selected object in the Content tab.
298 USING ACROBAT X PRO Accessibility, tags, and reflow 2 Select the Tag icon of the element that you want to move. 3 Do one of the following: • Drag the tag to the location you want. As you drag, a line appears at viable locations. • Choose Cut from the Options menu, and select the tag that appears above the location you want to paste the cut tag. From the Options menu, choose Paste to move the tag to the same level as the selected tag, or choose Paste Child to move the tag within the selected tag.
299 USING ACROBAT X PRO Accessibility, tags, and reflow Highlight Content When selected, causes highlights to appear around content in the document pane when you select the related tag in the Tags tab. Show Metadata Opens a read-only dialog box that contains reference information about the selected tag. Properties Opens the TouchUp Properties dialog box.
300 USING ACROBAT X PRO Accessibility, tags, and reflow • Use the TouchUp Text tool or the Select tool to select the abbreviation in the document, and then choose Find Tag From Selection from the Options menu to locate the text in the tag tree. 2 Select the tag for that element, and choose Properties from the Options menu. Note: If the abbreviation includes additional text, cut the additional text and place it in a new child tag within the same parent tag.
301 USING ACROBAT X PRO Accessibility, tags, and reflow • ,
, and sections, each of which contains Table Rows. (The Table Rows contain cells, | cells, or both.) 3 Do one or more of the following: • If the tag for the table doesn’t contain these elements, but rows, columns, and cells appear in the table in the document pane, use the TouchUp Reading Order tool to select and define the table or individual cells.302 USING ACROBAT X PRO Accessibility, tags, and reflow Part Part element. A large division of a document; may group smaller units of content together, such as division elements, article elements, or section elements. Div Division element. A generic block-level element or group of block-level elements. Art Article element. A self-contained body of text considered to be a single narrative. Sect Section element. 303 USING ACROBAT X PRO Accessibility, tags, and reflow Inline-level elements Inline-level elements identify a span of text that has specific formatting or behavior. They are differentiated from block-level elements. Inline-level elements may be contained in or contain block-level elements. BibEntry Bibliography entry element. A description of where some cited information may be found. Quote Quote entry element. 304 Chapter 11: Editing PDFs It’s a fact that Adobe® PDF is unlike other document formats, in which you can freely copy, paste, and move text and images on a page. Instead, consider a PDF as a snapshot of your original file. Use Adobe® Acrobat® X Pro to touch up and enhance the file for readability and distribution, and reserve more substantial revisions for your source application. Page thumbnails and bookmarks About page thumbnails Page thumbnails are miniature previews of the pages in a document. 305 USING ACROBAT X PRO Editing PDFs More Help topics “PostScript options” on page 409 Create page thumbnails ❖ Click the Page Thumbnails button on the left. Page thumbnails appear in the navigation pane. This process may require several seconds, particularly in larger documents. The drawing of page thumbnails may pause if you interact with the application during this process. 306 USING ACROBAT X PRO Editing PDFs Initially, a bookmark displays the page that was in view when the bookmark was created, which is the bookmark’s destination. In Acrobat, you can set bookmark destinations as you create each bookmark. However, it is sometimes easier to create a group of bookmarks, and then set the destinations later. In Acrobat, you can use bookmarks to mark a place in the PDF to which you want to return, or to jump to a destination in the PDF, another document, or a web page. 307 USING ACROBAT X PRO Editing PDFs More Help topics “Action types” on page 344 Rename a bookmark ❖ Select the bookmark in the Bookmarks panel, choose Rename Bookmark in the options menu , and type the new bookmark name. Wrap text in a long bookmark ❖ Click the Bookmarks button, and choose Wrap Long Bookmarks from the options menu . All the text of long bookmarks shows regardless of the width of the navigation pane. (This option is on when checked, and off when not checked. 308 USING ACROBAT X PRO Editing PDFs Nest one or more bookmarks 1 Select the bookmark or range of bookmarks you want to nest. 2 Drag the icon or icons directly underneath the parent bookmark icon. The Line icon shows the position of the icon or icons. The bookmark is nested; however, the actual page remains in its original location in the document. Nesting a bookmark (left), and the result (right) Move bookmarks out of a nested position 1 Select the bookmark or range of bookmarks you want to move. 309 USING ACROBAT X PRO Editing PDFs If your document doesn’t include tags, you can always add them in Acrobat. 1 In the Bookmarks panel, choose New Bookmarks From Structure from the options menu . (If this option isn’t available, the document isn’t structured.) 2 Select the structure elements you want specified as tagged bookmarks. Ctrl-click to add to the selection. The tagged bookmarks are nested under a new, untitled bookmark. 310 USING ACROBAT X PRO Editing PDFs Additional resources For tutorials on creating links, see these resources: • Adding links to an Acrobat page: www.peachpit.com/articles/article.aspx?p=1694067&seqNum=2 • Creating hyperlinks in Adobe Acrobat: http://blogs.adobe.com/acrolaw/2010/04/creating-hyperlinks-in-adobeacrobat/ Edit a link You can edit a link at any time. You can change its hotspot area or associated link action, delete or resize the link rectangle, or change the destination of the link. 311 USING ACROBAT X PRO Editing PDFs Delete a link 1 Select the Link tool or the Select Object tool . 2 Select the link rectangle you want to delete. 3 Choose Edit > Delete, or press the Delete key. Create web links from URLs You can automatically create links in a PDF from all URLs or from URLs on selected pages. When selected, the Create Links From URLs setting in the General preferences generates active links from text in all PDFs that you open. 312 USING ACROBAT X PRO Editing PDFs Sort the destinations list ❖ Do one of the following: • To sort destination names alphabetically, click the Name label at the top of the Destinations panel. • To sort destinations by page number, click the Page label at the top of the Destinations panel. Change or delete a destination ❖ In the Destinations panel, right-click the destination, and choose a command: • To move to the target location, choose Go To Destination. • To delete the destination, choose Delete. 313 USING ACROBAT X PRO Editing PDFs Important: If you attach EXE, VBS, or ZIP file formats, Acrobat warns you that it won’t open the file once attached because the format is associated with malicious programs, macros, and viruses that can damage your computer. 3 To make the attachment viewable in Acrobat 5.0 or earlier, do one of the following: • Choose View > Show/Hide > Navigation Panes > Attachments, and select Show Attachments By Default from the options menu (selected by default). 314 USING ACROBAT X PRO Editing PDFs Note: To enable Microsoft and AutoCAD file searches, the IFilters appropriate to the file types must be installed. IFilters are typically installed with their applications, but can also be downloaded from product websites. Search attachments from the Attachments panel 1 In the Attachments panel, choose Search Attachments from the options menu . 315 USING ACROBAT X PRO Editing PDFs 5 A progress window displays the action status, task status, and instructions. After each task is completed, click the next step. Complete all the tasks. 6 The Action Completed dialog appears, displaying any warnings or errors. Note: You can click in the progress window to stop processing. Click Quit in the confirmation dialog box. Acrobat saves any files that have already been processed as defined in the action. 316 USING ACROBAT X PRO Editing PDFs 2 In the Edit Actions dialog box, select the action that you want to work with and click one of the following: Edit, Rename, Copy, Delete, Export, or Import. Edit an action 1 In the Edit Actions dialog box, select an action and click Edit to change the tasks or settings. You can also use the Edit Actions dialog box to review an action, and exit without saving changes. Drag a task to change its order in the sequence. 317 USING ACROBAT X PRO Editing PDFs Automate password entry for actions Before you run actions on PDFs that are encrypted or password protected, you can set your digital ID to enter required passwords automatically. 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 Choose Tools > Sign & Certify > More Sign & Certify > Security Settings. 318 USING ACROBAT X PRO Editing PDFs Compare converted pages with current web pages ❖ To open a page or web link, do one of the following: • To open the current page in a web browser, choose Tools > Document Processing > Web Capture > Open Page In Web Browser. • To open the bookmarked page, right-click a tagged bookmark, and choose Open Page In Web Browser. • To open a linked page, right-click a link in the PDF version of the web page, and choose Open Web Link In Browser. 319 USING ACROBAT X PRO Editing PDFs Each article box you create has a label that consists of the article number and its sequence within the article. For example, the first box for the first article is labeled 1-1, the second box 1-2, and so on. The boxes for the second article in the same document are labeled 2-1, 2-2, 2-3, and so on. 3 Go to the next part of the document you want to include in the article, and draw a rectangle around that text. Repeat until you have defined the entire article. 320 USING ACROBAT X PRO Editing PDFs An example of selecting an article with the Article tool 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. 321 USING ACROBAT X PRO Editing PDFs Optimizing Save using PDF Optimizer PDF Optimizer provides many settings for reducing the size of PDF files. Some of the PDF Optimizer settings are comparable to the settings that are available when you create a PDF file using Distiller. Whether you use all of these settings or only a few depends on how you intend to use the files and on the essential properties a file must have. 322 USING ACROBAT X PRO Editing PDFs 5 (Optional) To save your customized settings, click the Save button and name the settings. (To delete a saved setting, choose it in the Settings menu and click Delete.) 6 When you are finished selecting options, click OK. 7 In the Save Optimized As dialog box, click Save to overwrite the original PDF with the optimized PDF, or select a new name or location. To optimize several documents at the same time, use the Output options for the Actions Wizard. 323 USING ACROBAT X PRO 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. 324 USING ACROBAT X PRO Editing PDFs In the Discard Objects area, you can select from these and other options: Discard All Form Submission, Import And Reset Actions Disables all actions related to submitting or importing form data, and resets form fields. This option retains form objects to which actions are linked. Flatten Form Fields Makes form fields unusable with no change to their appearance. Form data is merged with the page to become page content. 325 USING ACROBAT X PRO Editing PDFs Clean Up panel The options in the Clean Up panel of the PDF Optimizer 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. 326 USING ACROBAT X PRO Editing PDFs Note: Comments—even though they have a graphic appearance—are not considered page elements and therefore cannot be selected or manipulated using the touchup tools. Editing text with the Edit Document Text tool More Help topics “Convert colors to a different color space” on page 433 Edit text You can insert or replace text only if the font used for that text is installed on your system. 327 USING ACROBAT X PRO Editing PDFs Replace custom fonts with local fonts Documents scanned to PDF using the ClearScan option in Acrobat can’t be edited until you replace the fonts. During the conversion to PDF, ClearScan converts the fonts in the document to custom fonts. To edit the scanned text, replace the custom fonts with fonts that you have on your computer. These fonts are called system or local fonts. 1 Use the TouchUp Text tool to select the text you want to edit. 328 USING ACROBAT X PRO Editing PDFs Stroke Specifies the stroke color. Stroke Width Specifies the width of the stroke. Note: For legal reasons, you must have purchased a font and have it installed on your system to revise text using that font. Add new text You can add or insert new text into a PDF using any of the fonts installed on the system. 1 Select Tools > Content > Edit Document Text. 2 Ctrl-click where you want to add text. 329 USING ACROBAT X PRO Editing PDFs Insert special characters You can insert certain special characters (line breaks, soft hyphens, nonbreaking spaces, and em dashes) in a tagged PDF to improve the way it reflows. You can also insert these special characters in any PDF to improve the way it’s read by a screen reader or simply to edit it for general readability purposes. You do not need to have the font installed in order to insert special characters. 1 Choose Tools > Content > Edit Document Text. 330 USING ACROBAT X PRO Editing PDFs 3 Choose one of the following file formats: BMP, GIF, JPEG, JPEG2000, PCX, PNG, or TIFF. 4 Select an image file, and click Open. A copy of the image file appears on the page, with the same resolution as the original file. Note: Editing and saving a digitally signed PDF invalidates the signature. Working with objects A selected object usually shows a bounding box. Selection handles appear when the pointer is over the object. 331 USING ACROBAT X PRO Editing PDFs 2 Drag a handle of the object. Shift-drag the handle to retain the original aspect ratio. Clip an object 1 Select the Edit Object tool . 2 Right-click the object, and choose Set Clip. When you hold the pointer over the selection, the clipping icon appears. 3 Drag a selection handle in the direction you want until the clip rectangle displays the results you want. 4 Click inside the selection to exit the clipping mode. 332 USING ACROBAT X PRO Editing PDFs Note: If the image can’t open in Adobe Photoshop, verify that Photoshop is configured correctly. If a message asks whether to convert to ICC profiles, choose Don’t Convert. If the image window displays a checkerboard pattern when it opens, the image data could not be read. 3 Make the desired changes in the external editing application. 4 If you are working in Photoshop, flatten the image. 333 USING ACROBAT X PRO Editing PDFs Normal view and Full Screen view. 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. 334 USING ACROBAT X PRO Editing PDFs • Choose Single Page from the Page Layout menu. • Set Open To Page to the page on which you want to start the presentation. 4 Select Open In Full Screen Mode to open the document without the menu bar, toolbar, or window controls displayed. Click OK. (You have to save and reopen the file to see the effects.) Note: Users can exit Full Screen mode by pressing Esc if their preferences are set this way. 335 USING ACROBAT X PRO Editing PDFs You can also set page transitions for a group of documents using the Actions wizard. 1 Do one of the following: • Choose Tools > Document Processing > Page Transitions. • In the Page Thumbnails panel, select the page thumbnails you want to apply transitions to, and choose Page . Transitions from the options menu 2 In the Set Transitions dialog box, choose a transition effect from the Transition menu. 336 USING ACROBAT X PRO Editing PDFs Fonts Lists the fonts and the font types used in the original document, and the fonts, font types, and encoding used to display the original fonts. If substitute fonts are used and you aren’t satisfied with their appearance, you may want to install the original fonts on your system or ask the document creator to re-create the document with the original fonts embedded in it. Initial View (Acrobat only) Describes how the PDF appears when it’s opened. 337 USING ACROBAT X PRO Editing PDFs Edit document metadata PDF documents created in Acrobat 5.0 or later contain document metadata in XML format. Metadata includes information about the document and its contents, such as the author’s name, keywords, and copyright information, that can be used by search utilities. The document metadata contains (but is not limited to) information that also appears in the Description tab of the Document Properties dialog box. 338 USING ACROBAT X PRO Editing PDFs View object data and metadata You can view the metadata information of certain objects, tags, and images within a PDF. You can edit and export metadata for Visio objects only. Use the Object Data tool to view object grouping and object data. More Help topics “Find text in multiple PDFs” on page 350 View object metadata 1 Choose Tools > Content > Edit Object tool. 2 Select an object, right-click the selection, and choose Show Metadata. 339 USING ACROBAT X PRO Editing PDFs 4 Name and save the file. Layers About PDF layers You can view, navigate, and print layered content in PDFs created from applications such as InDesign, AutoCAD, and Visio. You can control the display of layers using the default and initial state settings. For example, you can hide a layer containing a copyright notice whenever a document is displayed on screen, while ensuring that the layer always prints. 340 USING ACROBAT X PRO Editing PDFs Note: In a nested layer group, if the parent layer is hidden, the nested layers are automatically hidden as well. If the parent layer is visible, nested layers can be made visible or hidden. 3 From the options menu , choose one of the following: List Layers For All Pages Shows every layer across every page of the document. List Layers For Visible Pages Shows layers only on the currently visible pages. Reset To Initial Visibility Resets layers to their default state. 341 USING ACROBAT X PRO Editing PDFs Export Determines whether the layer appears in the resulting document when the PDF file is exported to an application or file format that supports layers. Any additional properties that the creator of the layered PDF has associated with a specific layer are shown in the box at the bottom of the Layer Properties dialog box. Reorder layers You can reorder individual layers in the Layers pane. 342 USING ACROBAT X PRO Editing PDFs 8 Close the dialog boxes. You can test the link by changing the layer settings, selecting the Hand tool, and clicking the link. Import layers You can import layers from a PDF or image file into a target PDF. Supported image file formats are BMP, GIF, JPEG, JPEG 2000, PCX, PNG, and TIFF. 1 Click the Layers button in the navigation pane. 2 Choose Import As Layer from the options menu . 3 In the Import As Layer dialog box, click Browse and locate the file to import. 343 USING ACROBAT X PRO Editing PDFs In Acrobat, if the content that you edit or delete is associated with one layer, the content of the layer reflects the change. If the content that you edit or delete is associated with more than one layer, the content in all the layers reflects the change. 344 USING ACROBAT X PRO Editing PDFs 2 Select the page thumbnail corresponding to the page, and choose Page Properties from the options menu . 3 Click the Actions tab. 4 From the Select Trigger menu, choose Page Open to set an action when the page opens, or choose Page Close to set an action when the page closes. 5 Choose an action from the Select Action menu, and click Add. 6 Specify the options for the action, and click OK. The options available depend on the action selected. 345 USING ACROBAT X PRO Editing PDFs Trigger types Triggers determine how actions are activated in media clips, pages, and form fields. For example, you can specify a movie or sound clip to play when a page is opened or closed. The available options depend on the specified page element. You can use the following triggers for media clips and form fields (not links or bookmarks): Mouse Up When the mouse button is released after a click. 346 USING ACROBAT X PRO Editing PDFs Using Geospatial PDFs About geospatial PDFs A geospatial PDF contains information that is required to georeference location data. When geospatial data is imported into a PDF, Acrobat retains the geospatial coordinates. With the coordinates, you can view and interact with the PDF to find and mark location data. Geospatial data can be either vector or raster based or a combination of both. 347 USING ACROBAT X PRO Editing PDFs 5 (Optional) To add a comment (such as a place name or address), click the location marker, and then add the information in the comment box. 6 To end the search, right-click inside the map. Then select Hide Location Search, to remove the search boxes. Mark geospatial locations 1 Open a geospatial PDF and choose Tools > Analyze > Geospatial Location Tool . 348 USING ACROBAT X PRO Editing PDFs Acrobat copies the data in this format: latitude then longitude, separated by a space. Paste the data into the address bar of a web mapping service that can interpret the location data. Change measurement units within a document To change the type of measurement units, right-click inside the map with the Measuring tool and choose Distance Unit or Area Unit. Then select a measurement type. 349 Chapter 12: Searching and indexing You have lots of control and lots of possibilities for running effective and efficient searches in Adobe® Acrobat® X Pro. A search can be broad or narrow, including many different kinds of data and covering multiple Adobe PDFs. If you work with large numbers of related PDFs, you can define them as a catalog, which generates a PDF index for the PDFs. Searching the PDF index—instead of the PDFs themselves—dramatically speeds up searches. 350 USING ACROBAT X PRO Searching and indexing Display the Find toolbar ❖ Open it by choosing Edit > Find (Ctrl/Command+F). A B C Find A. Find field B. Find Previous C. Find Next 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. 351 USING ACROBAT X PRO Searching and indexing Note: If documents are encrypted (have security applied to them), you cannot search them as part of a multiple-document search. Open those documents first and search them one at a time. However, documents encrypted as Adobe Digital Editions are an exception and can be searched as part of a multiple-document search. 1 Open Acrobat on your desktop (not in a web browser). 2 Do one of the following. 352 USING ACROBAT X PRO Searching and indexing 2 To view other instances, click another instance in the results. Sort instances in the search results ❖ Select an option from the Sort By menu near the bottom of the Search window. Results can be sorted by Relevance Ranking, Date Modified, Filename, or Location. Icons shown with search results The icon next to an instance of the search results indicates the search area in which the instance appears. 353 USING ACROBAT X PRO Searching and indexing • Boolean Query Uses the Boolean operators that you type with the search words into the What Word Or Phrase Would You Like To Search For box. Available only for searching multiple PDFs or PDF indexes. Note: You cannot run wildcard searches using asterisks (*) or question marks (?) when searching PDF indexes. 354 USING ACROBAT X PRO Searching and indexing OR Use to search for all instances of either term. For example, type email OR e-mail to find all documents with occurrences of either spelling. Searches with OR and no other Boolean operators produce the same results as selecting the Any Of The Words option. ^ (exclusive OR) Use to 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. 355 USING ACROBAT X PRO Searching and indexing Show Document Title In Search Results Displays document titles in search results. If a document does not have a title, displays the filename. When unselected, displays filenames in search results. Maximum Number Of Documents Returned In Results Limits the search results in the Search PDF window to a specific number of documents. The default value is 500, but you can enter any number from 1 to 10,000. 356 USING ACROBAT X PRO Searching and indexing Preparing PDFs for indexing Begin by creating a folder to contain the PDFs you want to index. All PDFs should be complete in both content and electronic features, such as links, bookmarks, and form fields. If the files to be indexed include scanned documents, make sure that the text is searchable. Break long documents into smaller, chapter-sized files, to improve search performance. 357 USING ACROBAT X PRO Searching and indexing If you already have specialized training in Adobe PDF, you can define custom data fields, such as Document Type, Document Number, and Document Identifier, when you create the index. This is recommended only for advanced users and is not covered in Acrobat Complete Help. Create an index for a collection When you build a new index, Acrobat creates a file with the .pdx extension and a new support folder, which contains one or more files with .idx extensions. 358 USING ACROBAT X PRO Searching and indexing More Help topics “Catalog preferences” on page 359 Indexing Options dialog box Do Not Include Numbers Select this option to exclude all numbers that appear in the document text from the index. Excluding numbers can significantly reduce the size of an index, making searches faster. Add IDs To Adobe PDF v1.0 Files Select this option if your collection includes PDFs created before Acrobat 2.0, which did not automatically add identification numbers. 359 USING ACROBAT X PRO Searching and indexing If a catalog has an especially large number of documents, consider including a table that shows the values assigned to each document. The table can be part of your Readme file or a separate document. While you are developing the index, you can use the table to maintain consistency. Revise an index You can update, rebuild, or purge an existing index. 1 Select Tools > Document Processing > Full Text Index With Catalog, and then click Open Index. 360 USING ACROBAT X PRO Searching and indexing If the relative path changes, you must create a new index after you move the indexed document collection. However, you can still use the original PDX file. To use the original PDX file, first move the indexed documents. Then copy the PDX file to the folder where you want to create the new index, and edit the include and exclude lists of directories and subdirectories, as necessary. 361 Chapter 13: Multimedia and 3D models The possibilities for Adobe PDFs extend to the richness of multimedia communication. PDFs can include video clips, digital audio, interactive content, and 3D models that readers can move, turn, zoom in on, and examine part by part. 362 USING ACROBAT X PRO Multimedia and 3D models Multimedia Trust preferences Multimedia files within PDFs sometimes need additional resources to play. For example, some files require resources from the Internet, such as a multimedia player. You can set trust settings to determine whether multimedia content is allowed to use external resources. • To set trust settings for playing content created with Acrobat 9, use Trust Manager preferences. 363 USING ACROBAT X PRO Multimedia and 3D models Clear Your List Of Trusted Documents Deletes the current list of trusted documents and authors. Use this option to prevent media from playing in documents that were previously trusted documents or created by trusted authors. This option is available only when a PDF that contains multimedia is open. 364 USING ACROBAT X PRO Multimedia and 3D models Not all of these options are available for all media types. Snap To Content Proportions Ensures that the play area retains the height and width ratios of the original video or interactive content. Show Advanced Options Opens the dialog for additional settings such as launch settings, playback controls, and video settings. The options available depends on the format of the media you are inserting. 365 USING ACROBAT X PRO Multimedia and 3D models Launch Settings tab Use these settings to determine how the media is started and stopped, where it is displayed, and what is displayed when the media isn’t running. • Activation Settings Select options to determine when the media is played and stopped. From the Playback Style menu, select Play Content In Floating Window to have the video or interactive content run outside the page. 366 USING ACROBAT X PRO Multimedia and 3D models • 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. Add comments to videos When you view a video, you can add comments to individual frames. Each comment is attached to a specific frame, so that when you view the comments, they appear in the context in which they were made. 1 With the video open, open the Comment task pane. 367 USING ACROBAT X PRO Multimedia and 3D models 2 Select the 3D canvas and change it as needed: • To move the canvas, drag it to a new location on the page. • To delete the canvas (and the 3D model), select it and press Delete. • To resize the canvas, drag the frame corners. The 3D content stays proportional within the adjusted frame. 3D properties View 3D properties by using the Select Object Tool (Tools > Content > Select Object) to double-click within an activated model. 368 USING ACROBAT X PRO Multimedia and 3D models Resources Use the Resources tab to add files developed in Flash® to a 3D model for animation, effects, and textures. To bind a Flash resource, select it from the list of resources, and then select a binding type (Foreground, Background, or Material). To bind a material, also enter the material name for the part or parts where you want to display the material. Add Use to add SWF files for animations and backgrounds for the 3D model. 369 USING ACROBAT X PRO Multimedia and 3D models 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. 370 USING ACROBAT X PRO Multimedia and 3D models Toggle Model Tree Opens and hides the Model Tree. Play/Pause Animation Plays or pauses any JavaScript-enabled animation. The Play/Pause Animation pop-up menu opens a slider that you can drag back and forth to move to different times in the animation sequence. Use Orthographic/Perspective Projection Toggles between displaying perspective and orthographic projection of the 3D object. Determines how the 3D shape appears. 371 USING ACROBAT X PRO Multimedia and 3D models A B C D E F G H I J K L M N O Model rendering modes 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. 372 USING ACROBAT X PRO Multimedia and 3D models A B C D Changing the appearance of the 3D model A. Default appearance B. Wireframe rendering mode C. Colored lighting D. Different background color ❖ Use items on the 3D toolbar to make any of these changes: • To change the rendering mode, choose an option from the Model Render Mode pop-up menu . • To view an orthographic projection, click the Use Orthographic Projection button . 373 USING ACROBAT X PRO Multimedia and 3D models You can also add to and edit views in the View pane. For example, after you isolate and rotate a part, you can save that particular view, including the camera angle, background, lighting, and other attributes. This feature is not available for Adobe Reader. Object Data pane The lower pane displays other information, including properties and metadata, if any, about the object or part. You cannot edit this information for 3D objects in Acrobat. 374 USING ACROBAT X PRO Multimedia and 3D models A B C D Manipulating parts A. Selected part B. Hidden part C. Isolated part D. Transparent part 1 In the 3D model, use the Hand tool to click the part you want to manipulate. If a preference setting prevents you from using the Hand tool, select the part in the Model Tree list. 375 USING ACROBAT X PRO Multimedia and 3D models Transparent Displays a see-through version of the selected part. Export As XML Creates a separate XML file of either Whole Tree or Current Node of the 3D model. Export As CSV Creates a separate file in CSV format that contains all of the model data. You can export the data from the whole Model Tree or a selected node. The file can be opened in any program that supports CSV formatting, such as Microsoft Excel. 376 USING ACROBAT X PRO Multimedia and 3D models Align To 3 Points Cuts the cross-section on a plane defined by any three points that you click the 3D model. (The dialog box is dimmed until you click three points of a model.) Show Intersections Indicates where the cutting plane slices the 3D model by adding a colored outline. Click the color swatch if you want to select a different color. Show Cutting Plane Displays the two-dimensional field that cuts the 3D model. 377 USING ACROBAT X PRO Multimedia and 3D models 3D measurement display 1 Click a 3D model in a PDF to enable it. 2 Click the 3D Measurement Tool icon on the 3D toolbar. (If the 3D toolbar view is set for consolidated tools, select the 3D Measurement tool from the pop-up menu next to the Navigation tool.) 3 Select the options you want in the Snap Enables and Measurement Types areas of the 3D Measurement Tool palette. 4 Right-click the model background, and change the options as needed. 378 USING ACROBAT X PRO Multimedia and 3D models 3D Radial Dimension 3D Angle Measurement Measures the radius at the location clicked. Measures the angle between two edges. Units and markup options To use the Units and Markup measurement tools, select the 3D Measurement Tool, and then right-click inside the model. Define Model Units Select to change the measurement units. Enable Coordinate Display Displays or hides the coordinates of the mouse pointer location in the Measurement Info Window. 379 USING ACROBAT X PRO Multimedia and 3D models 3D Snap Settings Turns on snap and specifies whether points, arcs, edges, silhouette edges, or faces are snapped to. Sensitivity indicates how close the pointer must be to the item being snapped to. For Snap Hint Color, specify the color of the snap line that appears when you hold the pointer over the 3D object. Change camera properties Camera properties define the precise angle and positioning for a view of an object. 380 USING ACROBAT X PRO Multimedia and 3D models Set 3D views The default view of a 3D model lets you quickly revert to a starting point at any time as you interact with the model. A default view is different from a preview, which determines what the 3D model looks like when it’s not activated. The list of all available views for the 3D model appears in the Views menu on the 3D toolbar and in the View pane of the Model Tree. 381 USING ACROBAT X PRO Multimedia and 3D models 3 From the Select Action menu, choose Go To A 3D/Multimedia View, and then click Add. 4 In the Select A 3D View dialog box, select the 3D annotation for the 3D model from the list on the left, and then select a view option on the right: Current View Matches the 3D rotation, pan, and zoom characteristics that are active in your document at the time you create the link or bookmark, whether or not this view is listed on the Model Tree as a defined view. 382 USING ACROBAT X PRO Multimedia and 3D models Open Model Tree On 3D Activation Determines whether the Model Tree is displayed when the 3D model is activated. Choose Use Annotation’s Setting to use whichever setting the author used when adding the 3D model to the PDF. Default Toolbar State Determines whether the 3D toolbar is shown or hidden when a 3D model is activated. Choose Use Annotation’s Setting to use whichever setting the author used when adding the 3D model to the PDF. 383 USING ACROBAT X PRO Multimedia and 3D models If you don’t want a comment to be associated with a 3D view, add the comment outside the 3D object area. More Help topics “Enable commenting for Reader users” on page 140 “Commenting” on page 150 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. 384 USING ACROBAT X PRO Multimedia and 3D models Display comments for a 3D object 1 Do one of the following: • In the Model Tree, select a view that contains comments. • Click Comment > Comments List. • In the View pane of the Model Tree, click Options and choose List Comments. 2 Double-click a comment to open its comment window. 3 Repeat steps 1 and 2 to see other comments associated with other views. When you select a comment, the 3D model appears in the same view it was in when the comment was added. 385 Chapter 14: Color management 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. 386 USING ACROBAT X PRO 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. 387 USING ACROBAT X PRO Color management Creating a viewing environment for color management Your work environment influences how you see color on your monitor and on printed output. For best results, control the colors and light in your work environment by doing the following: • View your documents in an environment that provides a consistent light level and color temperature. 388 USING ACROBAT X PRO Color management If you decide to change the default settings, easy-to-use presets let you configure Adobe color management to match common output conditions. You can also customize color settings to meet the demands of your particular color workflow. Keep in mind that the kinds of images you work with and your output requirements influence how you use color management. 389 USING ACROBAT X PRO Color management 6. Use color management when printing and saving files. Keeping the appearance of colors consistent across all of the devices in your workflow is the goal of color management. Leave color management options enabled when printing documents, saving files, and preparing files for online viewing. (See “Printing with color management” on page 392 and “Color-managing documents for online viewing” on page 390. 390 USING ACROBAT X PRO Color management • Select colors from a color library. Adobe applications come with several standard color libraries, which you can load using the Swatches panel menu. • Use Lab values (the default) to display predefined spot colors (such as colors from the TOYO, PANTONE, DIC, and HKS libraries) and convert these colors to process colors. Using Lab values provides the greatest accuracy and guarantees the consistent display of colors across Creative Suite applications. 391 USING ACROBAT X PRO Color management When you color-manage documents that will be viewed exclusively on the web, Adobe recommends that you use the sRGB color space. sRGB is the default working space for most Adobe color settings, but you can verify that sRGB is selected in the Color Management preferences. With the working space set to sRGB, any RGB graphics you create will use sRGB as the color space. 392 USING ACROBAT X PRO Color management Note: A soft proof alone doesn’t let you preview how overprinting will look when printed on an offset press. If you work with documents that contain overprinting, turn on Overprint Preview to accurately preview overprints in a soft proof. In Acrobat, the Overprint Preview option is automatically applied. A B C Using a soft proof to preview the final output of a document on your monitor A. Document is created in its working color space. B. 393 USING ACROBAT X PRO Color management If you choose this method, it is very important that you set up printing options and turn on color management in your printer driver. Search Help for additional instructions. If you select a PostScript printer, you can take advantage of PostScript color management. 394 USING ACROBAT X PRO Color management In general, you have the following choices for handling colors when creating PDFs: • (PDF/X-3) Does not convert colors. Use this method when creating a document that will be printed or displayed on various or unknown devices. When you select a PDF/X-3 standard, color profiles are automatically embedded in the PDF. • (PDF/X-1a) Converts all colors to the destination CMYK color space. 395 USING ACROBAT X PRO Color management When color management is on, Adobe applications automatically assign new documents a profile based on Working Space options in the Color Settings dialog box. Documents without assigned profiles are known as untagged and contain only raw color numbers. When working with untagged documents, Adobe applications use the current working space profile to display and edit colors. A B C D Managing color with profiles A. 396 USING ACROBAT X PRO Color management Phosphors The substances that CRT monitors use to emit light. Different phosphors have different color characteristics. White point The color and intensity of the brightest white the monitor can reproduce. Calibrate and profile your monitor When you calibrate your monitor, you are adjusting it so it conforms to a known specification. Once your monitor is calibrated, the profiling utility lets you save a color profile. 397 USING ACROBAT X PRO Color management Embed a color profile You can embed a color profile in an object or an entire PDF. Acrobat attaches the appropriate profile, as specified in the Convert Colors dialog box, to the selected color space in the PDF. For more information, see the color conversion topics in Acrobat Help. Changing the color profile for a document There are very few situations that require you to change the color profile for a document. 398 USING ACROBAT X PRO Color management To view a description of any profile, select the profile and then position the pointer over the profile name. The description appears at the bottom of the dialog box. RGB Determines the RGB color space of the application. In general, it’s best to choose Adobe RGB or sRGB, rather than the profile for a specific device (such as a monitor profile). 399 USING ACROBAT X PRO Color management If the profile is missing or does not match the working space, the application may display a warning message, depending on options you set in the Color Settings dialog box. Profile warnings are turned off by default, but you can turn them on to ensure the appropriate color management of documents on a case-by-case basis. 400 USING ACROBAT X PRO Color management You can select a rendering intent when you set color conversion options for the color management system, soft-proof colors, and print artwork: Perceptual Aims to preserve the visual relationship between colors so it’s perceived as natural to the human eye, even though the color values themselves may change. This intent is suitable for photographic images with lots of out-ofgamut colors. This is the standard rendering intent for the Japanese printing industry. 401 Chapter 15: Printing Whether you send a quick draft to an inkjet or laser printer, provide a multicolored document to an outside service provider, or print a complex technical document with custom page sizes, you can set options in the Print dialog box to ensure that the finished document appears as intended. Basic printing tasks Print a PDF If the desired printing option is in the Print dialog box, set it there rather than through the printer driver. 402 USING ACROBAT X PRO Printing Pages Specifies the range of pages to print in the open PDF. Separate numbers in a range by using a hyphen, and separate multiple pages or ranges by using commas or spaces. If the Use Logical Page Numbers option is selected in Page Display Preferences, you can enter numbers that match the numbering printed on the pages using roman numerals or actual page numbers. For example, if the first page of a document is numbered iii, you can enter iii or 1 to print that page. 403 USING ACROBAT X PRO Printing bottom, left to right. Vertical Reversed places pages top to bottom, right to left. Both reversed options are suitable for Asian-language documents. Print Page Border Draws the crop box (the page boundary of PDF pages) during N-up printing. Auto-Rotate And Center Automatically selects the page orientation that best matches the content and paper. For example, a spreadsheet could print horizontally, while a newsletter could print vertically. 404 USING ACROBAT X PRO Printing Print Layers Normally, when you print a PDF that contains layers, just the content that is visible on-screen is printed. However, the creator of a layered PDF can specify that some layered content, such as watermarks or confidential information, must (or must not) print, regardless of its visibility on-screen. If the document is designed to print differently from how it currently appears on-screen, a message may appear in the Print dialog box. 405 USING ACROBAT X PRO Printing Note: The Page Scaling menu in the Print dialog box shows additional options, but you cannot prepopulate the dialog box with any of those options. Choose one of those options when you print. DuplexMode For best results, the selected printer should support duplex printing if you select a duplex option. • Simplex Prints on one side of the paper. • Duplex Flip Long Edge Prints on both sides of the paper; the paper flips along the long edge. 406 USING ACROBAT X PRO Printing Print a booklet 1 Choose File > Print and select the printer. 2 Under Page Handling, choose Booklet Printing from the Page Scaling menu. 3 In the Print Range area, 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. 407 USING ACROBAT X PRO Printing 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” on page 104. 1 Open the PDF Portfolio. To print only certain PDFs, select those PDFs. 2 Choose File > Print, and then choose one of the following: All PDF Files Prints all the PDFs in the PDF Portfolio. Selected PDF Files Prints the selected PDFs. 408 USING ACROBAT X PRO Printing You can also increase the scale of a standard-sized document and print it on multiple pages. 1 Choose File > Print. 2 From the Page Scaling menu, choose Tile All Pages if all pages of the document are oversized. If some of the pages are standard-sized, choose Tile Large Pages. 3 (Optional) Set any of these options, referring to the Preview image to check the output results: Tile Scale Adjusts the scaling. 409 USING ACROBAT X PRO Printing 2 If a custom printer settings file exists with the settings you want, choose it from the Settings menu. Otherwise, choose Acrobat Default. To learn more about an option, select it. A description of it appears at the bottom of the dialog box. 3 If normal printing doesn’t produce the desired results, select Print As Image and choose a resolution from the drop- down list. 410 USING ACROBAT X PRO Printing compensate for the black added by the black generation. Because it uses less ink, UCR is used for newsprint and uncoated stock. Emit Halftones Allows you to emit the embedded halftones instead of using the halftones in the output device. Halftone information controls how much ink is deposited at a specific location on the paper. Varying the dot size and density creates the illusion of variations of gray or continuous color. 411 USING ACROBAT X PRO Printing Output options Use the Output panel of the Advanced Print Setup dialog box to set output options. Color Presents composite and separations options. Other options become available in the Output panel depending on your selection in this menu. For more information about color composite and separations, see “Printing color” on page 415. Flip Specifies if the orientation of the page on the media. 412 USING ACROBAT X PRO Printing A B C D Line screens A. 65 lpi: Coarse screen for printing newsletters and grocery coupons B. 85 lpi: Average screen for printing newspapers C. 133 lpi: High-quality screen for printing four-color magazines D. 177 lpi: Very fine screen for printing annual reports and images in art books The PPD files for high-resolution imagesetters offer a wide range of possible screen frequencies, paired with various imagesetter resolutions. 413 USING ACROBAT X PRO Printing A B C Emulsion options A. Positive image B. Negative C. Negative with emulsion side down Important: The emulsion and image exposure settings in the Print dialog box override any conflicting settings in the printer driver. Always specify print settings using the Print dialog box. Specify the emulsion and image exposure 1 Select Output on the left side of the Advanced Print Setup dialog box. 2 For Color, choose Separations. 414 USING ACROBAT X PRO Printing D A B C E Printer marks A. Trim marks B. Registration marks C. Page information D. Color bars E. Bleed marks 1 Select Marks And Bleeds on the left side of the Advanced Print Setup dialog box. 2 Choose the printer marks you want. The marks appear in the preview on the left side of the Advanced Print Setup dialog box. More Help topics “Embed printer marks in a PDF” on page 437 Marks And Bleeds options All Marks Creates all printer marks at once. 415 USING ACROBAT X PRO Printing • Printer Color Management Sends the document’s color data along with the document profile directly to the printer and lets the printer convert the document to the printer color space. The exact results of the color conversion can vary among printers. • Same as Source (No Color Management) Discards all color management information and sends device color to the printer. Color Profile Determines the profile used for handling colors during printing. 416 USING ACROBAT X PRO Printing More Help topics “Understanding color management” on page 385 “Keeping colors consistent” on page 387 “Color-managing documents when printing” on page 392 “Working with color profiles” on page 394 About composite printing When you print a color PDF, all of the colors used in the file print on one plate. This process is called composite printing. The options available in the Output panel of the Advanced Print Setup dialog box depend on the selected printer. 417 USING ACROBAT X PRO Printing More Help topics “About flattening” on page 439 About separations To produce high-quality separations, it helps to be familiar with the basics of printing, including line screens, resolution, process colors, and spot colors. If you are using a print service provider to produce separations, you’ll want to work closely with its experts before beginning each job and during the process. 418 USING ACROBAT X PRO Printing • Specify whether the document contains trapping information, if known. See “Declare the presence of trapping information” on page 419. • Preview separations and transparency flattening results. See “Preview color separations” on page 430 and “Preview which areas of artwork will be flattened” on page 441. • Run preflight inspections using desired criteria. See “Preflight profiles” on page 456. 419 USING ACROBAT X PRO Printing Declare the presence of trapping information If you are sending your PDF files to a print service provider, you can use the Document Properties dialog box to specify whether a PDF contains trapping information. This detail can help prevent the service provider from adding potentially conflicting trapping commands to the file. 420 Chapter 16: Print production tools Whether you’re a designer working on a creative piece or a print service provider preparing an Adobe® PDF for final output, you’ll find the print production tools essential to getting your job done. Print production tools overview Adobe Acrobat adds sophisticated print production tools that enable a complete PDF workflow for high-end color output. The print production tools are in the Print Production panel of the Tools pane. 421 USING ACROBAT X PRO Print production tools Ink Manager Modifies the way inks are treated while the current PDF is open. The Acrobat Ink Manager uses the same options and controls as other Adobe applications. Set Page Boxes Allows you to define the crop, trim, bleed, art, and media boxes on a page. The elements are important for proper page positioning and placement of printer marks, especially for imposition. Add Printer Marks Adds standard printer marks to a PDF page for positioning. 422 USING ACROBAT X PRO Print production tools Adobe In-RIP Trapping can precisely calculate and apply any necessary adjustments to the edges of type and graphics throughout your document. It can apply effective trapping techniques to different parts of a single object, even if the object overlaps several different background colors. Trapping adjustments are made automatically, and you can define trap presets to address the trapping requirements of specific page ranges. 423 USING ACROBAT X PRO Print production tools Specify settings using trap presets A trap preset is a collection of trap settings you can apply to pages in a PDF. Use the Trap Presets dialog box for entering trap settings and saving a collection of settings as a trap preset. If you don’t apply a trap preset to a trapping page range, that page range will use the [Default] trap preset, a collection of typical trap settings that are applied to all pages of a new document. 424 USING ACROBAT X PRO Print production tools Trap assignments list presets you have applied to various pages; trap assignments are updated each time you click Assign. 1 In the Trap Presets dialog box, click Assign. 2 For Trap Preset, choose the preset you want to apply. 3 Select the pages you want to apply the trap preset to. 4 Click Assign. Note: If you click OK without clicking Assign, the dialog box closes without changing the trap assignments. 425 USING ACROBAT X PRO Print production tools Black Indicates the distance that inks spread into solid black, or the holdback amount—the distance between black edges and underlying inks for trapping rich blacks. The default value is 0p0.5. This value is often set to be 1.5 to 2 times the value of the default trap width. 426 USING ACROBAT X PRO Print production tools best results, use a value from 8% to 20%. Lower percentages increase sensitivity to color differences and result in more traps. Black Color Indicates the minimum amount of black ink required before the Black trap width setting is applied. The default value is 100%. For best results, use a value no lower than 70%. Black Density Indicates the neutral density value at or above which InDesign considers an ink to be black. 427 USING ACROBAT X PRO Print production tools About trapping black When creating or editing presets, the value you type for Black Color determines what is considered solid black and rich black. A rich black is any black color that uses a support screen—additional percentages of one or more process inks to strengthen the black. The Black Color setting is useful when you must compensate for extreme dot gain (as when using low-grade paper stock). 428 USING ACROBAT X PRO Print production tools Pastel inks These inks are normally lighter than their process equivalents. You may want to set the ND value for these inks lower than their default values to ensure that they spread into adjacent darker colors. Other spot inks Some spot colors, such as turquoise or neon orange, are significantly darker or lighter than their CMYK equivalents. 429 USING ACROBAT X PRO Print production tools Previewing output Output Preview dialog box overview The Output Preview dialog box simulates how your PDF looks in different conditions. The top part of the dialog box has several controls for previewing your document. The Preview menu allows you to switch between previewing separations and previewing color warnings. 430 USING ACROBAT X PRO Print production tools More Help topics “About color profiles” on page 394 “About monitor calibration and characterization” on page 395 “Ink Manager overview” on page 435 “About soft-proofing colors” on page 391 Open the Output Preview dialog box ❖ Choose Tools > Print Production > Output Preview. Choose simulation profile and preview options Select an existing profile for simulating how your document looks when printed. 431 USING ACROBAT X PRO Print production tools More Help topics “Separate spot colors as process” on page 436 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. 432 USING ACROBAT X PRO Print production tools 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. 433 USING ACROBAT X PRO Print production tools Convert Colors dialog box overview If you output your PDF to a high-end device or incorporate it in a prepress workflow, you can convert color objects to CMYK or another color space. Unlike other Acrobat features that temporarily convert colors during printing or viewing, the Convert Colors feature changes the color values in the document. In the Convert Colors dialog box, you can convert the colors of a single page or an entire document. 434 USING ACROBAT X PRO Print production tools More Help topics “Working with color profiles” on page 394 “Previewing output” on page 429 “Create an ink alias for a spot color” on page 437 “About rendering intents” on page 399 Convert document colors 1 In the Convert Colors dialog box, select a conversion command. If the list contains no existing commands, click Add to add the default conversion command. 435 USING ACROBAT X PRO Print production tools 11 Click Ink Manager to specify the ink settings and create an ink alias. If an alias is set up in the Ink Manager, the alias name is next to the Ink Manager button in the Convert Colors dialog box. 12 Select a command from the list of Conversion Commands, and Move Up or Move Down to change the order of the conversion. 13 To create a preset based on your settings, click Save Commands. You can later import the settings by clicking Load Commands. 436 USING ACROBAT X PRO Print production tools A B C Ink Manager A. Process ink B. Aliased Spot ink C. Spot ink Open the Ink Manager in Acrobat Do one of the following: • Choose Tools > Print Production > Ink Manager. • Choose File > Print, and click Advanced. In the Output panel of the Advanced Print Setup dialog box, click Ink Manager. • Choose File > Save As > More Options > Encapsulated PostScript or PostScript. Click Settings, and then click Ink Manager. 437 USING ACROBAT X PRO Print production tools Create an ink alias for a spot color You can map a spot color to a different spot or process color by creating an alias. An alias is useful if a document contains two similar spot colors when only one is required, or if it contains too many spot colors. You can see the effects of ink aliasing in the printed output, and you see the effects onscreen if Overprint Preview mode is on. 1 In the Ink Manager, select the spot color ink you want to create an alias for. 438 USING ACROBAT X PRO Print production tools Note: When the crop box is expanded, the media box adjusts accordingly. Set Page Boxes dialog box More Help topics “Crop pages” on page 117 Open the Set Page Boxes dialog box ❖ Choose Tools > Print Production > Set Page Boxes. 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. 439 USING ACROBAT X PRO Print production tools Adjust hairline widths using increment arrows. Shift-click arrows to change widths by whole integers. 3 Select the unit of measurement from the Units menu. 4 (Optional) Select Include Type3 Fonts or Include Patterns to replace hairlines in Type 3 characters or patterns with the same replacement width as other hairlines. 440 USING ACROBAT X PRO Print production tools Overlapping art is divided when flattened. 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. 441 USING ACROBAT X PRO Print production tools Flattener Preview dialog box displays a preview of current PDF page using preview and flattener settings. Open the Flattener Preview dialog box ❖ Choose Tools > Print Production > Flattener Preview. Preview which areas of artwork will be flattened Use the preview options in the Flattener Preview to highlight areas that are affected by flattening. You can use this color-coded information to adjust flattening options. 442 USING ACROBAT X PRO Print production tools Note: (Illustrator) If the flattening settings aren’t visible, select Show Options from the panel menu to display them. 4 If the artwork contains overprinted objects that interact with transparent objects, in Illustrator, select an option from the Overprints menu. You can preserve, simulate, or discard overprints. In Acrobat, choose Preserve Overprint to blend the color of transparent artwork with the background color to create an overprint effect. 443 USING ACROBAT X PRO Print production tools All Rasterized Regions (Illustrator and InDesign) Highlights objects and intersections of objects that will be rasterized because there is no other way of representing them in PostScript or because they are more complex than the threshold specified by the Rasters/Vectors slider. For example, the intersection of two transparent gradients will always be rasterized, even if the Rasters/Vectors value is 100. 444 USING ACROBAT X PRO Print production tools Note: Some print drivers process raster and vector art differently, sometimes resulting in color stitching. You may be able to minimize stitching problems by disabling some print-driver specific color-management settings. These settings vary with each printer, so see the documentation that came with your printer for details. 445 USING ACROBAT X PRO Print production tools Note: Flattener presets created in Acrobat have a different file format from the presets created in other Adobe applications, so you cannot share them between applications. 1 Choose Tools > Print Production > Flattener Preview. 2 To base a preset on an existing one, select it from the Preset menu. 3 Set flattening options. 4 If necessary, click Reset to return to the default settings. 5 Click Save. 6 Type a name and click OK. 446 Chapter 17: Preflight To verify that your Adobe® PDF contains only the features, fonts, and formatting that you’ve specified, use the Preflight tool to inspect and, in certain cases, correct the document’s contents. Analyzing documents About preflight inspections The Preflight tool analyzes the contents of a PDF to determine its validity for print production and a variety of other conditions that you can specify. 447 USING ACROBAT X PRO Preflight C A D B E Preflight dialog box A. Views B. Preflight profiles, checks, or fixes C. Display Settings Alert (off by default) D. Groups E. Profile description Run a preflight inspection You can use or modify an existing profile, or create your own. 1 Open the PDF and choose Tools > Print Production > Preflight. 2 Do one of the following: • To view a list of available profiles, click the Select Profiles button . 448 USING ACROBAT X PRO Preflight More Help topics “About preflight profiles” on page 456 “Convert PDFs to PDF/X, PDF/A, or PDF/E” on page 470 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. 449 USING ACROBAT X PRO Preflight Highlighting tab The Highlighting tab includes options for identifying problem objects on a PDF page. The Highlighting preferences control the appearance of masks in mask reports. They also control the appearance of lines on screen when you doubleclick Highlighting in the Preflight Results window. You set highlighting properties for each type of alert: Error, Warning, and Info. Problems Highlighted By Transparent Masks Identifies the problems by highlighting them. 450 USING ACROBAT X PRO Preflight View results in a list The Preflight dialog box lists the issues flagged after an inspection that tests against the criteria specified in the selected profile. 1 Run a preflight inspection. 2 When the results appear, do any of the following: • If details are available, expand an area to see details about the problem object. Your Preflight preferences determine how many results, if any, are listed. • To see an object in a separate view, select Show In Snap. 451 USING ACROBAT X PRO Preflight You can click the arrow buttons to navigate through all of the results in this view. If the results panel is active, you can also use the arrow keys on the keyboard. Snap view of problem object 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. 452 USING ACROBAT X PRO Preflight Sample PDF report with a sticky note Remove preflight comments ❖ In Preflight dialog box, choose Remove Preflight Comments from the Options menu. Embed an audit trail When you embed an audit trail, a digital signature is added as well as the audit trail information. The audit trail information lists the profile used and the application that created it. It also specifies whether the preflight inspection succeeded. 1 Run a preflight inspection using a full profile. 453 USING ACROBAT X PRO Preflight A PDF report includes information about the document and problem objects in layers, which you turn on or off in the Layers navigation pane. Note: You can also create an inventory of all objects and resources used in the PDF. Create a report of preflight results 1 In the Results panel of the Preflight dialog box, click Create Report, or choose Create Report from the Options menu. 2 Specify a name and location for the report. 454 USING ACROBAT X PRO Preflight • Identifying aspects of a PDF that are not ideal, such as the inadvertent embedding of a font because of an unnoticed space character on a master page, or cropped images with extraneous image data, or objects that are not of the expected type (such as type or vector objects converted to images or merged with an image). • Providing additional information about an object besides its presence. 455 USING ACROBAT X PRO Preflight Browse the internal PDF structure View the structure of a PDF, as defined by content streams and cos objects, in a tree array. (Content streams represent pages, form XObjects, Type 3 font characters, and the appearance of comments and form fields. Cos objects include such items as color space, images, and XObjects.) Check PDF syntax, view the results of a fixup, or determine the cause of a mismatch. 456 USING ACROBAT X PRO Preflight Shows all the points used to define the glyph’s outline. Black points indicate the outline’s contour. Red points indicate bezier curves and are offset from the outline’s contour. Display Points Shows the position of the currently selected point, indicated by two magenta-colored orthogonal lines. This button is available only if Display Points is selected. 457 USING ACROBAT X PRO Preflight 3 Select a profile, click the flag next to the name, and then choose Favorite. Preflight Edit Profile dialog box overview The Preflight Edit Profile dialog box lists all available profiles and shows which document properties are being analyzed. From this dialog box you can unlock and lock a profile, create a new group for organizing profiles, and specify inspection criteria. You can access additional options and information by expanding the profile. 458 USING ACROBAT X PRO Preflight “Add fixups to a profile” on page 467 “Create or modify fixups” on page 469 Create a profile 1 In the Profiles panel of the Preflight dialog box, click the Select Profiles button . 2 Choose Options > Create New Preflight Profile. 3 Type a name and purpose for the new profile and specify other options as desired. By default, newly created profiles appear under the Custom Profiles group, unless you assigned them to a different group. 459 USING ACROBAT X PRO Preflight 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 window or Acrobat application icon. Export a preflight profile 1 If needed, rename the profile (in the Edit Profile dialog box) before starting the export process. 460 USING ACROBAT X PRO Preflight 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. More Help topics “Preflight Edit Profile dialog box overview” on page 457 “Lock, unlock, and password-protect profiles” on page 459 “Add and remove profiles” on page 457 Change general profile settings 1 Open the Preflight Edit Profile dialog box. 461 USING ACROBAT X PRO Preflight Preflight alert options For each check in a profile, you specify how to handle mismatches during the inspection. You can select from the menu next to each alert icon. The icon for the alert appears next to the check in the Preflight dialog box. Error Generates an error message for this check (or any checks in this category). Choose this option for mismatches that you must correct before proceeding to the next stage in the workflow. 462 USING ACROBAT X PRO Preflight Relationship between property value and typed value Relationship between numerical values Boolean properties is equal to is not equal to is less than is true contains does not contain is less than or equal to is not true begins with does not begin with is equal to ends with does not end with is not equal to is contained in is not contained in is greater than is greater than or equal to Property groups The properties for defining a check are grouped in 463 USING ACROBAT X PRO Preflight Page Description Includes general information about objects on a PDF page, such as the type of object (for example, whether it is an image, a piece of text, or a smooth shade) or whether it is inside or outside the viewable area of the page, or how far it is from the trim box. OPI Includes properties for analyzing all existing OPI links (comments), whether from OPI version 1.3 or 2.0. The possible OPI entries in a PDF are the same as in PostScript files. 464 USING ACROBAT X PRO Preflight Errors In Structured PDF Returns information about errors in the tag structure of a tagged PDF. For example, an error is returned if the type of a tagged object is not properly specified. The properties in this group help identify errors in tag structure. Errors In PDF Content Stream Returns information about errors in the page descriptions in a PDF. For example, three number operands are required to define RGB color. 465 USING ACROBAT X PRO Preflight You can reuse a check in any profile where it’s needed. Keep in mind, however, that if you modify a check that’s being used in multiple profiles, the check is modified in every profile that uses it. To avoid making unnecessary modifications, rename the check for a particular profile. Before editing a preflight profile, you must unlock it. 466 USING ACROBAT X PRO Preflight • Select the items to apply the check to. 7 On the right side of the dialog box, select a group, select a property for the group, and then click Add. Create a single check 1 In the Profiles panel of the Preflight dialog box, click the Select Single Checks button . 2 Choose Options > Create New Preflight Check. 3 On the right side of the dialog box, select a group, select a property for the group, and then click Add. 467 USING ACROBAT X PRO Preflight • Remove objects outside the trim and bleed boxes. • Prepare the PDF for PDF/X, PDF/E, or PDF/A conversions. • Set document information. Add fixups to a profile The Preflight tool includes a collection of fixups that you can add to a profile. These are all available from the Fixups section of each profile. 1 Open the Preflight dialog box, select a profile, and click the Edit link next to the profile name. 468 USING ACROBAT X PRO Preflight Fixups are available from the Fixups section of each profile. 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. 469 USING ACROBAT X PRO Preflight A E B F C D Edit Fixup dialog box A. Fixup name B. Fixup categories C. Fixup criteria D. Button for seeing which profiles use the fixup E. Search F. Areas in the fixup that can be modified Create or modify fixups You can create a custom fixup for certain jobs or output devices. 470 USING ACROBAT X PRO Preflight Create a fixup based on an existing one 1 Follow steps 1 through 4 for creating a fixup for a profile. 2 In the Preflight Edit Profile dialog box, select the fixup you want to modify, and click the Duplicate button on the right. 3 In the Duplicate Fixup dialog box, modify the information as needed or create a new column. 4 To see which profiles currently use this fixup, click Usage. You may need to unlock other profiles before you can modify the fixup. 471 USING ACROBAT X PRO Preflight More Help topics “Adobe PDF settings” on page 82 “About PDF/X, PDF/E, and PDF/A standards” on page 81 Convert to PDF/X, PDF/A, or PDF/E using a profile 1 In the Preflight dialog box, click Profiles. 2 Expand a compliance profile and select the profile you want. For example, under PDF/A Compliance, select Convert To PDF/A-1b (sRGB). 3 Click Analyze And Fix. Convert to PDF/X, PDF/A, or PDF/E using a wizard 1 In the Preflight dialog box, click Standards. 472 USING ACROBAT X PRO Preflight Automating document analysis 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 Droplet icon . You can save a droplet on the desktop or to another location on your computer. 473 USING ACROBAT X PRO Preflight Change Profile (Edit Droplet Settings) Provides a menu of all available profiles. You can select a different profile for the preflight inspection. Run Preflight Profile Without Applying Fixups Inspects and reports on problems without correcting them. This option is available only if you choose a profile that includes a fixup for correcting problems. Copy PDF File Places a copy of the PDF in the Success or Error folder. 474 USING ACROBAT X PRO Preflight • To create an output intent based on an existing one, select an option from the list on the left, and then click the Duplicate Selected Output Intent icon . An integer is appended to the name of the duplicated output intent. 2 Set output intent options. 475 Chapter 18: Job Definition Format You can create custom product definitions and save them as Job Definition Format (JDF) files. About JDF files A Job Definition Format file (JDF file) is based on XML, a nonproprietary information carrier that can link and refer files to multiple production devices. Using JDF, content creators and print service providers can describe the intent of a printed piece, as well as each process step required to achieve that intent. 476 USING ACROBAT X PRO Job Definition Format View JDF job definitions A JDF job definition in Acrobat contains references to the files to be printed as well as instructions and information for print service providers at the production site. Open the JDF Job Definitions dialog box ❖ Use either of the following methods: • Choose Tools > Print Production > JDF Job Definitions. • Double-click a JDF file on your computer to start Acrobat and list the JDF file in the dialog box. 477 USING ACROBAT X PRO Job Definition Format Note: The default is 1.4. This option is not available if Based On The Job Definition is selected. In this case, the version is the same as that of the selected job definition. 4 Click Browse to specify the name and location, and then click Save. 5 In the Create New Job Definition dialog box, click Create (or Create And Edit to display the specifications for modification). 478 USING ACROBAT X PRO Job Definition Format Preflight Profile Uses the criteria in the selected preflight profile to validate the Adobe PDF files in the print job. The preflight profile is determined by the production site specified in the Submit To option. PDF Conversion Settings Converts non-Adobe PDF files using the settings in the selected Adobe PDF settings file. The conversion settings are determined by the production site specified in the Submit To option. 479 USING ACROBAT X PRO Job Definition Format Add a contact to a job definition 1 In the JDF Job Definitions dialog box, select a job definition, and click Edit. 2 Click the Customer Info tab. 3 In the Contacts section, click Add. 4 Choose a name from the Contact pop-up menu. 5 Double-click a job function in the right column, or choose job functions in the right column, and click the Add button. You can choose from the default list or add custom job functions. 480 USING ACROBAT X PRO Job Definition Format 5 Update the media specifications, as needed: • Click Add to enter new information. • Select an item in the list, and click Edit to update the information. • Select an item in the list, and click Remove. Media options Use Media options to specify paper requirements. Description Unique identifier for the media. Media Type Paper or transparency. User Media Type A description of the type of media. 481 USING ACROBAT X PRO Job Definition Format Remove job definitions from the job list ❖ In the JDF Job Definitions dialog box, select the job definition, and click Remove. Converting job definition files to HTML You can convert JDF files to HTML, and then view and print the file using an Internet browser. 1 In the JDF Job Definitions dialog box, select a job definition and click Export. 2 In the Save HTML File As dialog box, specify the name and location of the HTML file, and then click Save. 482 USING ACROBAT X PRO Job Definition Format PDF Conversion Settings When the job definition is sent through the submission process, any referenced non-Adobe PDF files are converted to Adobe PDF. The conversion settings come from either the PDF Conversion Settings embedded in the job definition or the Default PDF Conversion Settings pop-up menu in the Submission Site dialog box. Any PDFs referenced by the job definition before submission are not affected by the specified PDF Conversion Settings. 483 USING ACROBAT X PRO Job Definition Format 4 If inconsistency errors are listed in the Submit dialog box, select them to see if you can correct them in the job definition. The Update JDF button becomes available if you can. (You can also click Next and Previous to move among the fixable errors.) 5 To update the job definition, select an error and click Update JDF. The job definition is automatically updated, and the error disappears. Some errors cannot be fixed completely. 484 Chapter 19: Keyboard shortcuts This section lists common shortcuts for moving around a document. Keyboard shortcuts For common keyboard shortcuts you can use with Windows, see http://support.microsoft.com/kb/126449. Keys for selecting tools To enable single-key shortcuts, open the Preferences dialog box, and under General, select the Use Single-Key Accelerators To Access Tools option. 485 USING ACROBAT X PRO Keyboard shortcuts Tool Windows/UNIX action Mac OS action Cycle through TouchUp tools: TouchUp Text, TouchUp Reading Order, TouchUp Object Shift+T Shift+T Measuring tool B B JavaScript Debugger Ctrl+J Command+J Insert Blank Pages tool Shift+Ctrl+Q Shift+Command+Q Insert Files Ctrl+Shift+I Delete pages Ctrl+Shift+D Keys for working with comments To enable single-key shortcuts, select the Use Single-Key Accelerators To Access Tools option in General preferences. 486 USING ACROBAT X PRO Keyboard shortcuts Result Windows/UNIX Action Mac OS Action Last page End or Shift+Ctrl+Page Down or Shift+Ctrl+Down Arrow End or Shift+Command+Down Arrow Previous page Left Arrow or Ctrl+Page Up Left Arrow or Command+Page Up Next page Right Arrow or Ctrl+Page Down Right Arrow or Command+Page Down Previous open document Ctrl+F6 (UNIX) Command+F6 Next open document Shift+Ctrl+F6 (UNIX) Shift+Command+F6 Scroll up Up Arrow Up Arrow Scroll down Down Arrow Down Ar 487 USING ACROBAT X PRO Keyboard shortcuts Result Windows Action Mac OS Action Change whether the row with focus is in the selection Ctrl+Spacebar Command+Spacebar Move focus up or down one row without changing the selection Ctrl+Up Arrow or Ctrl+Down Arrow Command+Up Arrow or Command+Down Arrow Reverse the sort order when focus is on a column header Spacebar Spacebar Keys for navigating task panes Result Windows Action Mac OS Action Move focus to the next item among Document pane, Task pane 488 USING ACROBAT X PRO Keyboard shortcuts Keys for general navigating Result Windows/UNIX Action Mac OS Action Move focus to menus (Windows, UNIX); expand first menu item (UNIX) F10 Control+F2 Move focus to toolbar in browser and application Shift+F8 Shift+F8 Move to next open document (when focus is on document pane) Ctrl+F6 Command+F6 Move to previous open document (when focus is on document pane) Ctrl+Shift+F6 Command+Shift+F6 Close current document Ctrl+F4 Command+F4 Close all open 489 USING ACROBAT X PRO Keyboard shortcuts Keys for working with navigation panels Result Windows/UNIX Action Mac OS Action Open and move focus to navigation pane Ctrl+Shift+F5 Command+Shift+F5 Move focus among the document, message bar, and navigation panels F6 F6 Move focus to previous pane or panel Shift+F6 Shift+F6 Move among the elements of the active navigation panel Tab Tab Move to previous or next navigation Up Arrow or Down Arrow panel and make it active (when focus is on the panel 490 USING ACROBAT X PRO Keyboard shortcuts Keys for accessibility Result Windows Action Mac OS Action Quick Check tool Shift+Ctrl+6 Shift+Command+6 Change reading settings for the current document Shift+Ctrl+5 Shift+Command+5 Reflow a tagged PDF, and return to unreflowed view Ctrl+4 Command+4 Activate and deactivate Read Out Loud Shift+Ctrl+Y Shift+Command+Y Read only the current page out loud Shift+Ctrl+V Shift+Command+V Read out loud from the current page to the end of the document Sh |
