Page 1 From the Library of Daniel Dadian...
Page 2 Adobe AcrobAt 9 HoW-tos 125 essentiAl tecHniques Donna L. Baker From the Library of Daniel Dadian...
Page 3 Trademarks Adobe Reader, Adobe Acrobat, and Acrobat Distiller are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries.
Page 4 Dedication For Pippi From the Library of Daniel Dadian...
Page 5 Acknowledgments Thanks to the folks at Adobe. It’s been terrific to work with Acrobat all these years and watch it grow into such a robust and—dare I say it—cool piece of software. Thanks to the folks at Peachpit, especially my diligent editor, Valerie Witte, and the all-seeing, all-knowing Becky Morgan.
Page 6: Table Of Contents
Chapter Two: Creating PDF Files Outside Acrobat . . . . . . . . . . . . . . . . . . . . . . . . . 21 Printing with the Adobe PDF Printer ......22 #10: Using PDFMaker in Microsoft Word .
Page 7 Chapter Four: Producing a PDF Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 #25: PDF Portfolio Building 101 .
Page 8 Chapter Nine: Building Content with Adobe Presenter . . . . . . . . . . . . . . . . .
Page 9 #74: Drawing and Marking Up Shapes in Acrobat ....195 #75: Working with the Comments List ......197 #76: Exporting Comments to a Word Document (Windows) .
Page 10 Working with 3D Content ........268 #99: Editing in Adobe 3D Reviewer .......270 #100: Measuring 3D Objects .
Page 11 #122: Tracking Changes ......... . .328 #123: Creating and Managing Security Policies .
Page 12: Chapter One: Getting Started, Staying Organized
Staying Organized Microsoft Word—Adobe Photoshop—Firefox—when you think of a piece of software, it’s generally easy to figure out what to do with it. Adobe Acrobat, however, is unique in that it has many functional areas utilized by a diverse range of users. A print designer uses Acrobat to display page proofs and run preflight checks;...
Page 13: Getting Around The Interface
Getting Around the Interface When you open Acrobat 9 Pro, the default program includes several ele- Look Before You Touch ments (Figure 1). You can configure the Acrobat layout in a variety of ways by adjusting the panel groupings and settings: You can modify the screen •...
Page 14 Navigation pane No Pane? No Problem Menu items Task buttons If you open multiple docu- ments in Acrobat, each Toolbars opens in its own program window. You’ll see that each instance of the program is Document message bar complete with its own menu and toolbars—but not Navi- gation panes.
Page 15: Helping Yourself
For in-depth information, use the main Help feature: Acrobat 9 Help system uses • Choose Help > Adobe Acrobat 9 Pro Extended Help or press the F1 key. the browser tools for com- The Adobe Help Viewer opens in a browser window.
Page 16: Customizing What You See On The Screen
• Unlike other programs Even using only the default toolbars and task buttons, you may find it in Adobe Creative Suites, confusing to figure out what you have to work with. Move your pointer Acrobat 9 has no ability to...
Page 17 • Right-click (Control-click) the toolbar well and choose More Tools to open the More Tools dialog (Figure 3b). Figure 3b Select tools to display and hide in the More Tools dialog. C H A P T E R O N E Getting Started, Staying Organized From the Library of Daniel Dadian...
Page 18: What Do You Prefer
What Do You Prefer? You can define a number of preferences that help you get to work faster. More and More Some preferences get you into the program faster; others show you what Windows you are working with more quickly. Choose Edit >...
Page 19 • If your workflow involves preparing files for archival purposes, choose Set Your Autosave Only for PDF/A mode from the “View documents in PDF/A mode” pop- Set an autosave time in the up menu. Your files are automatically evaluated and tested. “Automatically save docu- •...
Page 20 • Deselect the Rendering preferences—text, line art, and images—if your computer is particularly slow. Deselecting the smoothing may save some time in displaying your documents, although you sacrifice some of the clarity and crispness of the content for display speed. •...
Page 21: Getting Organized
Getting Organized Acrobat 9 contains a nifty feature called the Organizer. Use the Organizer Repeating History to—you guessed it—organize your PDF files. Click the Organizer button on the File toolbar or choose File > Organizer > Open Organizer. Take care when clearing the The Organizer opens in a separate window and displays three panes History.
Page 22 • To add a collection, right-click (Control-click) the Collections label Collecting Logically and choose options to name the collection and add files. Right-click Use collections to organize (Control-click) an existing collection to add or delete files. your content in ways you In the Files pane, information displayed about each listed document find logical.
Page 23: Conducting Searches
Conducting Searches One feature we all use at one time or another is the dependable Search Finding Words function. Acrobat 9 offers different methods to search, including through the Find toolbar or using the Search window. Here are some hints for using Use the Find toolbar to quickly search an open document.
Page 24 If you need to track down content in multiple folders, or are search- Taking a Shortcut ing for a particular phrase or group of words for redaction (described in #62, “Redacting Content”), use the Search function. Choose Edit > Search Shortcut keys allow you to or use the Shift+Ctrl+F (Shift+Command+F) shortcut keys to open the work quickly through a long...
Page 25 4. Click Search. When the search is finished, the results and their loca- Save Searching Time tions appear by filename in the Results area of the Search window Using Preferences (Figure 6c). Save yourself time and head- aches by setting Search Preferences: •...
Page 26: Searching For Specifics
Searching for Specifics You can fine-tune a search using the Advanced Search options, or search Searching in the for content such as keywords or metadata. Click the Use Advanced Search Neighborhood Options link at the bottom of the basic Search window to display addi- tional searching parameters.
Page 27 Click the Search button to search the document properties for the files Develop a System in the selected folder. Acrobat returns results that contain all additional search criteria only. You can remove criteria by clicking the green check If you are working with hun- mark to deselect it.
Page 28: Building And Applying An Index
Building and Applying an Index For a large collection of documents, save searching time by building an Fixing Indexes index and attaching it to the files. Once your files are collected in a single location, follow these steps: You need to rerun the Cata- log process if you make 1.
Page 29 3. Click Options to display ways to either add or remove content from the index in the Options dialog (Figure 8b). Choose to exclude numbers, add custom properties, use stop words, or specify the tags to include, described in the sidebar “Getting Ready for Indexing. ” Figure 8b Specify the options you want to include—or exclude—...
Page 30 To see your index in action, follow these steps: 1. Choose Edit > Search to open the Search window, and click Use Advanced Search Options. 2. Choose Select Index from the Look in pop-up menu. The Index selec- tion dialog opens. 3.
Page 31 This page intentionally left blank From the Library of Daniel Dadian...
Page 32: Chapter Two: Creating Pdf Files Outside Acrobat
PDF documents from many programs, as well as Adobe Distiller, a program that converts PostScript or Encapsulated PostScript (EPS) files, such as those created in Adobe Illustrator, to PDF format. Read about creating PDF files with Distiller in Chapter 3 “Creating PDF Files in Distiller and Acrobat.
Page 33: Printing With The Adobe Pdf Printer
If you can print a file in a program, you can usually generate a PDF file. More Printer Settings The key is the Adobe PDF printer driver included as part of the Acrobat 9 installation process. For convenience, the Adobe PDF printer is included You can modify preferences in your system’s printer list and is available through your Print dialog.
Page 34 6. Click Properties in the Print dialog to open the Adobe PDF Docu- • ment Properties dialog, which displays the Adobe PDF Settings tab Leave the “Delete log by default. Here you can choose additional print options that vary files for successful jobs”...
Page 35 • Choose an alternate page size from the Adobe PDF Page Size drop- Convenient File down list if your work requires it. Naming Click OK to dismiss the secondary dialog and return to the Print dialog. Get into the habit of setting...
Page 36: Using Pdfmaker In Microsoft Word
Convert to PDF on the PDFMaker 9.0 toolbar in Windows or choose Adobe PDF > Convert to Adobe PDF. Using the default PDFMaker settings, a Save As dialog opens displaying the same name as your Word docu- ment; change the filename and location if necessary and then click Save to close the dialog and convert the file.
Page 37 To preserve comments in your converted Word documents, select a large document or using a slow computer, “Convert displayed comments to notes in Adobe PDF. ” (See Chapter 10 deselecting this option “Commenting in a PDF Document, ” to learn about using comments.)
Page 38 • Preserve referencing work you have done, such as cross-references, • If you make changes a table of contents, footnotes, and endnotes, by choosing one of the to PDFMaker settings convert options. Click “Enable advanced tagging” to integrate the tags and want to revert, click for selected features into the converted PDF file.
Page 39 PDF book- 1. Choose Adobe PDF > Convert to Adobe PDF to open the Save PDF File As marks, such as head- dialog. ings in Word, worksheet 2.
Page 40: Merging Word Files To Pdf
Merging Word Files to PDF The Word PDFMaker in Windows also produces merged documents. This Take the Time feature, first introduced in Acrobat 8, can attach the merged PDF files to Save Time to e-mail messages. Be sure your source data and the merge document containing the merge fields are ready first (Figure 11a).
Page 41 Once the documents are ready and you have tested the merge, follow these steps: 1. Choose Adobe PDF > Mail Merge To Adobe PDF to open the Acrobat PDFMaker—Mail Merge dialog (Figure 11b). Choose the settings for the mail merge to PDF process, Figure 11b and choose e-mail settings if desired.
Page 42: Producing Pdf Files In Excel, Access, And Project
Excel, Access, and Project, offer only the Settings and Security tabs in the Acrobat PDFMaker dialog. In Access, choose Adobe Choose Adobe PDF > Change Conversion Settings in Excel to open PDF > Convert Multiple the Conversion Settings dialog. The Settings tab includes the options...
Page 43 Adobe PDF on the Settings tab of the Acrobat PDFMaker dialog. • The Adobe PDF menu in Access includes one report option used to combine a selection of reports into a single PDF document automati- cally (read more in the sidebar “Pick a Report”).
Page 44: Generating Pdf Documents In Powerpoint
Read all about it in Like a Word document, a PowerPoint document allows for comment, Chapter 9, “Building Content with Adobe Presenter. ” tag, and bookmark conversions. These options include the following: • Convert Multimedia adds any linked audio or video files to the PDF file.
Page 45 • Convert Speaker Notes converts the notes added to your slides to text Using Print Settings note comments in the PDF. Read about text notes and other types of If you want your slides to be comments in Chapter 10. included as part of a larger •...
Page 46: Adding Specialized Media Content
1. Display the page or slide where you want to embed the movie. Video movie is used in the PDF file: 2. Choose Adobe PDF > Embed Video and Convert to Flash Format, or • Define a storage loca- click Video to Flash...
Page 47 Current Frame. ing the file with a version of • Acrobat or Adobe Reader Click the Skin pull-down arrow and choose an option from the list. older than version 9 will see The list offers different sets of playback tools that are displayed on just the poster image and the finished PDF document.
Page 48 To insert a 3D model, click Insert Acrobat 3D Model or choose Adobe PDF > Insert Acrobat 3D Model to open the dialog. Click Browse for Model to locate a 3D file (choose from many major CAD formats); click Browse for Script to locate a JavaScript for the model if required, and click OK to place the model on the page (Figure 14c).
Page 49: Making Pdf Documents From Web
Quick Conversions in Windows. To create a PDF file from a Web page displayed in Internet Explorer, click the down arrow on the Adobe PDF toolbar to display If you convert a fair number the menu and choose Convert Web Page to PDF (Figure 15a). If the...
Page 50 and then click to select all the items you want to convert (Figure 15b). Browsers Behaving Each item you click is framed in blue; the active area under the tool is Badly outlined with a red hatched box. When you’ve made your selections, right-click (Control-click) and So you’ve selected bits of choose either Convert to PDF or Add to Existing PDF options.
Page 51: 16: Archiving E-Mail Messages
Outlook and click “Create Adobe PDF from folders” . Name the file, files and click Open. The files specify the storage location in the Save Adobe PDF File As dialog, and are processed and reconfig- click Save to save the file.
Page 52 OK to close the dialog and PDFMaker will process the files like to take the time to con- vert the files first. Choose according to your schedule. Adobe PDF > Change Con- version Settings to open the Acrobat PDFMaker dialog and look for this option at the bottom of the dialog: Show “Attach as PDF”...
Page 53 Whether you archive e-mail messages manually or using the auto- Planning Archival matic archiving, the files are combined into a PDF Portfolio, named Names using the folder’s name (Figure 16b). You can locate the contents of the archive based on folder location for the source file, sender, date, subject, Some organizations such as and whether there are file attachments.
Page 54: Chapter Three: Creating Pdf Files In Distiller And Acrobat
Most programs allow printing, and if you can print a file, you can create a PDF file using the Adobe PDF printer (read how in #9, “Printing with the Adobe PDF Printer”). In addition to the files you may have handy on your hard drive, Acrobat converts content from other sources, including scan- ners, Web pages, your system clipboard—or starts from a blank page.
Page 55: Working With Acrobat Distiller And Job Options
Working with acrobat Distiller and Job Options Acrobat Distiller is installed as a separate program you access from the What Do You Prefer? desktop, or in Acrobat 9 Professional, by choosing Advanced > Print Production > Acrobat Distiller. Choose File > Preferences to To distill a file, choose File >...
Page 56 In Distiller, choose Settings > Edit Adobe PDF Settings to open the Adobe PDF Settings dialog (Figure 17b). The dialog shows a list of head- Consider a Few ings for each joboptions file. Select a conversion option, such as Standard,...
Page 57 content. Off leaves the document’s structure as is; the Tags Only option Don’t Use Page Ranges compresses structural information in the PDF document. Compressed information is viewable only in Acrobat 6 and newer; leaving the The General tab includes an option for selecting a specific option set to Off allows structure and tagging information to be usable range of pages.
Page 58 When you have finished designing your custom settings, choose Save ment contents against stan- As to open the Save Adobe PDF Settings As dialog. Name the file and dards before creating the click Save. The custom conversion settings file is saved with the extension PDF document.
Page 59: 18: Watching Folders Via Distiller
Add a folder you want to use as a watched folder to your hard drive. on your system. Everyone Then open Distiller and follow these steps to set up watched folders: who creates Adobe PDF 1. In Distiller, choose Settings > Watched Folders; the Watched Folders documents needs a separate dialog opens (Figure 18).
Page 60 • Click Edit Settings or Load Settings to open the Settings dialog. Which Is More Secure? Modify the default range of conversion settings if desired and click OK. The file is saved to the individual folder as folder.joboptions. Be aware of the settings •...
Page 61: Starting A Pdf File From A Blank Page
Starting a pDF File from a Blank page Before the release of Acrobat 8, the only way to start a blank PDF docu- Use What You Like ment was to use a workaround, such as saving a blank document as a PDF page, or adding a blank page to an existing file before converting to PDF.
Page 62 3. Click Page Setup to configure the page’s appearance. Specify Pick What You Prefer the margins, page size, and orientation in the Page Setup dialog Rather than using the (Figure 19b), and click OK. program defaults for new pages, choose your own. If you have a font you use for all your business com- munications, for example,...
Page 63: Merging Multiple Files Into A Single Pdf Document
Merge Files into a Single PDF to open the Combine Files dialog AutoDesk Inventor, BMP, GIF, (Figure 20a). Notice that the Single PDF option is selected at the top HTML, Adobe InDesign, JDF right of the dialog. Job Definition, JPEG 2000,...
Page 64 • If there are open files in Acrobat, click Add Open Files to include the Conversion Clues files in the list. • Should you convert a To reorganize the files you add in the dialog, select a file in the list, document in the source and then click the arrow buttons at the bottom of the window to program or in Acrobat? The...
Page 65: Creating A Pdf From Web Pages In Acrobat
Creating a pDF from Web pages in acrobat Although you can easily download a page from a Web site using the PDF- As You Like It Maker that installs in Microsoft Internet Explorer, you can also download a Web site from within Acrobat and control its content and how it is dis- Click Settings in the Create played in the resulting PDF file.
Page 66 As you scroll through the document, notice that both a header and Adding On footer are added to the pages (Figure 21b). The header is the Web page’s name; the footer contains the URL for the page, the number of pages, and Although it is simpler and the download date and time.
Page 67: Creating A Pdf From A Scan In Acrobat
Creating a pDF from a Scan in acrobat Use your scanner to capture a digital copy of a document or image. Not only can you scan directly into Acrobat 9, but you can also specify the The Art of Scanning type of scan you want, as well as adjust the settings for a better scan.
Page 68 3. To optimize the document’s content, particularly for images, drag the Optimization slider left (to decrease) or right (to increase) file size and Checking Your quality. Click Options and set compression and filter settings in the Scan Results Optimization Options dialog (Figure 22b). Click Custom Settings to Many of the files you convert activate the Compression and Filtering settings, make the desired to PDF are composed of text...
Page 69 Make Mine Custom (Windows) Acrobat offers an opportunity to create custom scan presets. Click the Create PDF task button and choose PDF from Scanner > Custom Scan to open a dialog containing the settings shown in Figure 22a, as well as the options shown in Figure 22b.
Page 70: Creating A Pdf From A Clipboard Image
Creating a pDF from a Clipboard Image Your computer’s operating system maintains a storage area called a Watch Out for clipboard. Content you select and copy or cut from a document is placed Photoshop Layers on the clipboard, and you can then paste it into another location or another document.
Page 71 You can copy and paste content as well as images within a PDF Make It Snappy document—see how that’s done in Chapter 8, “Touching Up and Modify- ing a PDF Document. ” If you have content in a PDF document that you’d Acrobat includes the Snap- like to use again (and don’t want to take the time to export the file or shot tool, which lets you...
Page 72: Attaching Source Files To A Pdf
Acrobat 9 toolbars. You can add the Adobe PDF” in the Application Settings area of the Settings tab, shown in tools if you intend to work Figure 10a in #10, “Using PDFMaker in Microsoft Word. ” Then click OK.
Page 73 Voilà! The attachment icon displays where you clicked earlier, and if you move the pointer over the icon, you can see information about the attachment in the form of a tooltip as well as in the Attachments pane (Figure 24b). Figure 24b Move the pointer over the icon to see information about the attachment, or read basic information about the item in the Attachments pane.
Page 74 Acrobat and • You can save a file independently from the PDF document to which it Adobe Reader open to dis- is attached. Select the attachment and either click Save on the Attach- play attachments. ment pane’s toolbar or select the Save command from the Options In the Attachments pane, menu.
Page 75 This page intentionally left blank From the Library of Daniel Dadian...
Page 76: Chapter Four: Producing A Pdf Portfolio
C h a p t e r f o u r Producing a PDF Portfolio Do you have to collect the correspondence for a contract negotiation? Or maybe you need to pull together material for a presentation to a potential customer? An Acrobat portfolio may fit the bill perfectly.
Page 77: 25: Pdf Portfolio Building 101
pDf portfolio Building 101 Acrobat 9 offers two methods for combining multiple files. Instead of The View’s the Thing merging the content of a number of files into a single PDF file (described in #20, “Merging Multiple Files into a Single PDF Document”), you can use Building a portfolio can be the Combine Files dialog to build a PDF portfolio.
Page 78 • Click the Add Welcome & Header bar to display the Welcome Page and Header panes. (For more on designing the Welcome Page, skip Check It Out ahead to #27, “Branding a PDF Portfolio. ” ) If you aren’t quite sure if you •...
Page 79: Customizing The Appearance
Customizing the appearance The Portfolio interface uses an SWF template, called the Navigator. Pick a Picture Use the Navigator feature to enhance the portfolio’s appearance and functionality. One of the layout choices You can customize the appearance of a portfolio by configuring the offers an image background.
Page 80 Select a color scheme. Click the Select a Color Scheme bar to display Bring Your the default color schemes. Click Customize Color Scheme to open a list of Colors Along the colors used in a scheme. Click an item (such as Background Color or Primary Text Color) to open a color picker that lets you choose a custom You can customize the color (Figure 26b).
Page 81: Branding A Pdf Portfolio
Branding a pDf portfolio A PDF portfolio offers numerous ways in which to customize the display in accordance with your corporate or business requirements. You can construct a welcome page using different types of content, and insert a header that offers different text and image options. If branding is vital, use both a welcome page (as the initial introduction) and a header (to maintain your identity as the user navigates through the portfolio).
Page 82 • Click the Text field and type in your text. When you input text, the Text toolbar—which lets you specify font size, color, alignment, and background color—displays. If you want to use different font styles, such as the underline shown in Figure 27a, select the text on the text frame first.
Page 83 • Acrobat 9 Standard doesn’t include multiple or custom color schemes. • Adobe Reader 9 can view all Navigators. C h a p t e r f o u r Producing a PDF Portfolio From the Library of Daniel Dadian...
Page 84: Organizing And Modifying Contents
organizing and Modifying Contents One important feature of Portfolio is the ability to arrange the files in logi- Add Your cal and meaningful ways. You can coordinate the portfolio files using a Own Columns folder system, organize and sort the file details, and view an individual file to manage its content.
Page 85 Acrobat Portfolio lets you manage existing information about each Make Your component of the portfolio and add custom data. To check details, click the Own Folders Specify File Details bar in the Edit pane. You’ll see the Columns to Display set- tings in the Edit pane, and the folders listed in Details mode (Figure 28b).
Page 86: Applying Acrobat Commands
Portfolio, but the list of program formats that allow updating is impressive: • Microsoft Office XP, 2003, 2007, 2008 • Adobe CS2 and CS3 formats • Other Adobe formats, including those gener- Figure 29 Select and review component files in the ated by Adobe Flash, preview.
Page 87 Batch Processing (#55, “Batching Tasks to Save Time”) • OCR (#61, “Extracting Active Text from an Image”) • Extend features to Adobe Reader (#79, “Starting a Shared Review”) • Secure the Portfolio (#119, “Using Security Levels and Passwords for a Document”) Control the Action with Buttons...
Page 88: Managing And Distributing A Portfolio
You can update files in a From any viewing mode, select an imported movie file, and choose PDF portfolio using Adobe Modify > Convert to Flash Movie to change the file’s format. (See #96, Reader if the file is Reader- “Inserting SWF in a PDF File.
Page 89 2. Review the returns shown in the Search Results dialog (Figure 30). Figure 30 Search returns are listed and highlighted in the portfolio’s files. 3. Click a return to read the file’s details. If you are in Details mode, the file is highlighted in the list;...
Page 90: Chapter Five: Creating Output: Saving, Exporting, And Printing
C h a p t e r f i v e Creating Output: Saving, Exporting, and Printing You know that you can print any PDF document and it retains the integ- rity of your original document—that’s one of the big attractions of the Portable Document Format, after all.
Page 91: Finding Information About Your Document
finding information about Your Document There is a lot more to a document than what you see on the screen or printed page. Use the Document Properties dialog when you want to Crafting Your Readers’ find or modify information about your documents. Choose File > Proper- Viewing Experience—...
Page 92 • The Fonts tab lists the fonts, font types, and encoding information used Crafting Your Readers’ in the original document. Having this information at hand can be a real Viewing Experience— time-saver. Read about fonts in #37, “Choosing and Using Fonts. ” Part 3: Window •...
Page 93 • The Advanced tab shows PDF settings and reading options. Normally, you won’t often change this information, aside from attaching an index to a document. Click Browse to open an Attach Index dialog and locate an index on your hard drive. Click Open and attach the selected index to the document.
Page 94: Using The Examine Pdf Process
Using the examine pDf process Acrobat 8 introduced the opportunity to examine the contents of a docu- ment and remove features such as hidden text or metadata based on the idea that sensitive material in a PDF file may not be suitable for sharing with your readers, or may be unnecessary for saving the file long-term.
Page 95 Document pane. ins? Ditto. Files enabled for Adobe Reader users to allow 3. Click Remove to process the file, after reading and dismissing an for review, sign, and fill-in information dialog that explains how removing content affects your forms? Removed.
Page 96: Optimizing A Pdf Document
Examine Document process, described in #32, “Using name pull-down arrow, and the Examine PDF Process. ” For making a document the most efficient choose Adobe PDF Files, without sacrificing its quality, turn to the PDF Optimizer in Acrobat 9 Pro. Optimized. Click Settings at Choose Advanced >...
Page 97 compatible with” menu, the Settings name in the upper left of the dialog Easy Optimizing changes from Standard to Custom. The options available in the different panes of the dialog vary according to the selected program version. Do you need to apply the Click a label in the left column of the dialog to display settings same optimization settings (Figure 33b).
Page 98 • Transparency. Choose transparency flattening and settings such as Save It Again resolutions for text, line art, and gradients. One of the simplest ways to • Discard Objects. Decide what objects to remove, such as form fields, reduce file size is to save a alternate images, and search indexes.
Page 99: Exporting Pdf Documents In Other Formats
exporting pDf Documents in Other formats You can use a PDF document for a variety of purposes and pass it through Pick a Format— various programs. For example, you can create a document in Microsoft Any Format Word, convert it to a PDF using PDFMaker, and then export it from Acrobat as an HTML Web page that includes PNG images, or as a PDF file compliant How do you know what for- with a standard.
Page 100 Note • You can choose among a number of similar formats for exporting from Choose the accessible Acrobat. Many are composed of document, text, and code formats for or plain text option for use in Word, document processing, Web, and data exchange applications output when you don’t and programs—read about them in the sidebar “Pick a Format—Any want any applied styles...
Page 101 5. Click Overview to open a small dialog (also shown in Figure 34b) listing the fix-ups and corrections Acrobat includes in the conversion profile; click OK to close the dialog and return to the main Preflight: Convert to PDF/[standard] dialog (read about fixups in Chapter 6, “Complying with PDF and Accessibility Standards”).
Page 102: Saving Image Pdf Files
Saving image pDf files Suppose you don’t want to save a file in some variation of a text format, Show Your Viewers but instead would like to save it as a set of image pages, or export the images to use elsewhere. An image of a document To save a PDF as an image, do the following: makes a very nice link from...
Page 103 3. Click Settings. In Figure 35, the resultant dialog shows Export All It’s a Good Time to Images As TIFF Settings. The dialog is similar to that used for configur- Use Image Formats ing export settings for any format that allows for image export. When …...
Page 104: Choosing Settings For Basic And Production Printing
Choosing Settings for Basic and production printing Acrobat 9 Pro includes a suite of Print Production tools you can use to eval- Soft Proofing uate and prepare documents for high-end printing. Choose Advanced > Print Production or View > Toolbars and select Show Print Production Use the Output Preview Toolbar to display the set of tools.
Page 105 • Click the Fix Hairlines tool to open a dialog that allows you to Handling Proofs define a page range, the size of line to target, and the replacement Traditionally proofs are width. Increasing the width of very thin lines makes it easier to see printed and then the proof them onscreen.
Page 106 • Specify Print Range and Page Handling options. Select a Page Scaling More Printing Options option such as None (the default), shrinking or tiling pages, printing Look for these other settings multiple pages per sheet, or using booklet printing. For some selec- in the Print dialog: tions, additional options display, such as using Labels or CutMarks with •...
Page 107: Choosing And Using Fonts
Adobe PDF Printer driver. Here’s an example using Word: A lock symbol to the left 1. In Word, choose Adobe PDF > Change Conversion Settings. Click the of a font’s name in the Fonts Advanced Settings button to open the Adobe PDF Settings dialog;...
Page 108 It’s a good idea to subset at font is as you would expect: The dialog states that the actual font used 100%—the difference in is Adobe Sans MM. file size is hardly noticeable. If you use half of the pos-...
Page 109: 38: Print Troubleshooting 101
print troubleshooting 101 Here are some basic tips and hints that you may find handy in times of Don’t Print Everything stress (usually one minute before a deadline!). If you’re having trouble printing a PDF, try the following: In a pinch, you can try •...
Page 110 OK to try printing again. If you run into printing prob- lems, click Printing Tips at the bottom left of the Print dialog to open Adobe’s print troubleshooting site—an excellent and comprehen- Figure 38 Print the document as an image file using the Advanced Print Setup dialog.
Page 111 This page intentionally left blank From the Library of Daniel Dadian...
Page 112: Chapter Six: Complying With Pdf And Accessibility Standards
C h a p t e r S i x Complying with PDF and Accessibility Standards Traditionally, the preflight process tests files for compliance with certain printers or standards. The concept of preflight has changed from that of a testing tool to one of the most powerful features in Acrobat. Along with evaluation, you can also employ fixups, which modify your document for everything from flattening form fields to moving comments off the printing area.
Page 113: Testing And Fixing A Document With Preflight
testing and Fixing a Document with preflight Preparing a print job, whether intended for prepress or your company’s Preflight Profile annual report, can be a laborious and time-consuming process. Acrobat 9 Categories Pro includes a suite of preflight tools you can use to evaluate your files for problems, compliance with standards, and analysis of objects like hid- There are several basic cate- den text and transparency.
Page 114 4. Click Analyze if you’ve chosen a profile that verifies or evaluates some aspect of the file; click Analyze and Fix if you choose a profile that tests and makes changes. Acrobat evaluates and applies changes as required. 5. The Results tab displays the results. As you see in Figure 39b, there are some errors, and the source file, although an RGB file, isn’t successfully converted to a PDF/E-compliant document.
Page 115: Ensuring Standards Compliance
ensuring Standards Compliance Every version of Acrobat introduces more standards, as well as methods for evaluating a document according to those standards. Acrobat 9 is no exception, as you can see in the sidebar “Variations on a Theme. ” To test a document for compliance with a profile, follow the steps out- lined in #39, “Testing and Fixing a Document with Preflight.
Page 116 In the Standards pane, you can do the following: Apples and Oranges • Click Verify Conformance to evaluate the file. If the Status is listed as Are Different “verification succeeded, ” you know the file complies with the standard Don’t expect to be able and the listed OutputIntent.
Page 117: Fixing Print And File Issues Automatically
Fixing print and File issues automatically Along with testing a file for compliance with different standards or ana- The Same— lyzing the content of a file, you can fix problems that prevent a file from but Different meeting your PDF file goals. Click either “Select single checks” “Select single fixups”...
Page 118 4. Click the icon to the left of the profile category name in the left column Which to Choose? of the dialog to open the nested list of components. How do you know whether 5. Select Fixups from the items under the profile to display the “Fixups you want to edit a process, in this profile”...
Page 119: Making Preflight Work For You
Making preflight Work for You Not only is preflight one of the most powerful features in Acrobat 9, but Take a Shortcut it’s also one of the more misunderstood and underutilized features. To help make preflight work for you, here are some ideas to keep in Rather than opening a file, mind: opening Preflight, searching...
Page 120 (Figure 42b). By the way, notice Comments list. that the document was signed by Adobe Acrobat 9 Preflight, not using You can also generate a a personal signature.
Page 121: Creating And Using A Printing Droplet
Creating and Using a printing Droplet A Preflight droplet is a special application you build to modify or evaluate It’s Raining Droplets documents. With a droplet on your desktop, you don’t even have to open Acrobat dialogs to process a file! In addition to using droplets to evaluate If your specialty is print pro- files, you can use them to separate your files by their results and create duction, you will often find...
Page 122 4. Select the “Create report and save in success folder” check box and Modifying Droplets then click Settings to open the Preflight: Report Settings dialog: • Sometimes your require- Specify the type of report—PDF, XML, or Text. ments change, and you need •...
Page 123: Examining A Document's Output
examining a Document’s Output One of the Acrobat Preflight tools you may not have used before—but Black and White should be taking advantage of—is the Output Preview tool. Simulations Click Output Preview to open the Output Preview dialog. From the Simulation Profile menu, choose options to show you how your Use the Output Preview document would look using different types of paper, different monitors, dialog features to simulate...
Page 124 • Image information, including resolution, format, and size. The Dish on • Text object information includes the color space and color value, Overprinting font name, font size, and so on. One term you may have • Transparency settings, types of blending modes, and other image heard, and not understood, manipulation settings applied.
Page 125: 45: Navigating A Document
Navigating a Document Using a mouse isn’t the only way to move around a page. Acrobat can also Read It Your Way magnify and reflow documents, automatically scroll, read the page aloud, or enable the use of keystrokes. To customize Read Aloud Magnification and reflow.
Page 126 InDesign, Acrobat doesn’t have you define keystrokes yourself. Choose document at any given time. Help > Adobe Acrobat 9 Pro Extended Help to open the Adobe Help Choose View > Zoom > Viewer. Scroll down to the Keyboard shortcuts listing in the left frame of Reflow to automatically the window—you’ll find lists of shortcuts for work areas, getting around...
Page 127 Organize Reading with Articles There are two options for making a page flow properly regardless of the mag- nification: Either you can revise the layout to have a single column, or you can use articles to define a reading path on the page. Articles allow you to design a document both for visual appearance and for ease of reading using magnified views.
Page 128: Specifying Accessibility Requirements
Assistant brings together settings from a number of Note panels in the Preferences The wizard is the same in both Acrobat and Adobe Reader, aside from ref- dialog: erences to the programs’ names. In Adobe Reader, choose Document > •...
Page 129 • Screen 3. Choose tagging options. You can choose to let Acrobat infer Colors to Avoid the reading order or specify a preference. Also in this panel, choose to override reading order in a tagged document, or confirm tagging in an If you know that vision- untagged document.
Page 130: Basic Document Tagging
Tagging can be done in the source document (if you’re using a PDF- Accessibility Quick Check looks for a document struc- Maker) or in Acrobat. To tag a document using a PDFMaker, choose Adobe ture (tags). An untagged PDF > Change Conversion Settings. In the Settings tab, select “Enable document displays a mes- accessibility and reflow with Tagged PDF”...
Page 131 Many document-creation programs don’t offer tagging options. You Touching Up can easily add tags from within Acrobat: Properties 1. Choose Advanced > Accessibility > Add Tags to Document. Acrobat When correcting the acces- processes the document and adds tags. An Accessibility Report dis- sibility status of a document, plays in the How To area at the right of the Document pane in the pro- you can modify the proper-...
Page 132: Reporting On And Repairing A Document
(refer to #47, “Basic Document forms were tested according Tagging, ” for instructions). to Adobe PDF accessibility only. Now, test a document 1. Choose Advanced > Accessibility > Full Check to open the Accessibility against these standards, Full Check dialog (Figure 48a).
Page 133 Guidelines” for more guidelines, or if you don’t have a form, deselect “All form fields have information. descriptions” in the Adobe PDF guidelines. • W3C® Web Content 3. Click the Start Checking button to start the evaluation. When the check Accessibility Guide- lines 2.0 (Working...
Page 134: Enhancing Pdf Accessibility
enhancing pDF accessibility There are several conditions to consider when making a PDF document Order Up accessible. Forms, for example, offer specific challenges in their design, Reading Order such as their tabbing order, the way a user moves through the form using the keyboard.
Page 135 • If there is too much cor- rection to do, it may be quicker to start over. Click Clear Structure and then rebuild the page’s structure. • Use the listings in the Order pane to change reading order. Drag the icon to the left of the object you want to reorder until the horizonal indicator bar...
Page 136 Figure 49b Display and modify the reading order in a document. As with other features and processes in Acrobat, you can use key- strokes to activate accessibility tools and commands (Table 49.1). Table 49.1 Accessibility Keystrokes Action Windows Action Mac OS Action Change reading settings for the Shift+Ctrl+5 Shift+Command+5...
Page 137 This page intentionally left blank From the Library of Daniel Dadian...
Page 138: Chapter Seven: Transforming Document
C h a p t e r S e v e n Transforming Document Pages Acrobat offers a number of tools you can use to manipulate the content of a document. The techniques described in Chapters 2 and 3 show how to combine elements from various documents and using different sources, such as scans and Web pages.
Page 139: Changing Pages And Their Contents
Changing pages and their Contents Acrobat 9 offers a few ways to handle document contents. In this tech- Managing Content nique, check out examples of when to use each type of action, select- Visually ing commands from the Pages pane’s Options menu. By the way, most actions can be performed from the Pages pane, or via commands in the Here’s a time-saving process Document menu.
Page 140 Do the Splits Here’s a cool tip to use if you have several documents that you’d like to split more evenly, such as by file size or number of pages. You don’t have to open a document in Acrobat to split it, nor do you have to split one document.
Page 141 Back in Acrobat, open the document where you want to replace pages, Adding Document select the thumbnails in the Pages pane, and choose Options > Replace Pages Pages. In the dialog that opens, locate and select your replacement file. Click Select to close the dialog and open the Replace Pages dialog. If you choose a PDF docu- Because you preselected thumbnails, they are already shown in the dia- ment, the pages are added...
Page 142 Delete and Insert or Replace? Insert Pages in Front What’s the difference? It depends on what else is on the page. Sometimes you need to insert a new page before an For example, you may have a page with a large number of comments, links, or existing page in your docu- form fields on it.
Page 143: Cropping And Rotating
Cropping and rotating pages If you combine several documents from different sources, you may find Spin It Around discrepancies in the page sizes or orientations. Use the crop and rotate Change the orientation of a features in Acrobat to get the pages looking cohesive. Read about rotat- document so you don’t have ing in the sidebar “Spin It Around.
Page 144 3. The page appears as a thumbnail at the top right of the Crop Pages Cropping Multiple dialog, and the Show All Boxes check box is selected by default in the Pages Crop Margins area of the dialog. Change the measurement used in the cropping in the Units pop-up menu.
Page 145: Applying Page And Bates Numbering
Bates numbering Acrobat and Adobe Reader show page numbers on the Page Navigation tool- Numbering Nuggets bar numbered in logical order—that is, the first page is page 1, the second is page 2, and so on. Acrobat offers several ways to number pages. You can num-...
Page 146 document are renumbered as well. The second section is done the same way, • but this time the Prefix is Chapter01:. In the Page Navigation toolbar, the page If you have to add more numbers reflect both the page count as well as the numbering you added. material to a section of your project, select the page thumbnails, choose...
Page 147 3. Order the files in the list as you wish—select a file and click Move Up Numbering Strategies or Move Down. When your list is in order, click OK to close this dialog. The Add Header and Footer dialog opens. The Bates Numbering Options dialog offers several ways to 4.
Page 148: Inserting Headers And Footers
Inserting headers and Footers Instead of adding pagination to your document for navigational pur- Appearance Tidbits poses, you can add precise headers and footers to the pages. Here’s how to add a footer, including custom text, to a sample document: Select the Appearance Options check box at the 1.
Page 149 • To customize the date or page number appearance, click the Page Modifying Headers Number and Date Format link and then choose a format in the and Footers resulting dialog (also shown in Figure 53). Click OK; the choices are used as the default until you choose again.
Page 150: Adding Watermarks And Backgrounds
adding Watermarks and Backgrounds A good way to create a cohesive-appearing document you have con- Picking Watermark and structed from multiple source documents is to use a watermark or back- Background Features ground. Watermarks overlay the page content; backgrounds are behind the content.
Page 151 3. Modify the position, appearance, and size of the background content • as desired. Then set the horizontal and vertical alignments and rota- “Keep the watermark’s tion. Adjust the opacity by using the slider. appearance constant regardless of the page 4.
Page 152: Batching Tasks To Save Time
Batching tasks to Save time Suppose your usual workflow entails repeating the same tasks, document Do It Your Way after document. Wouldn’t it be nice to click a couple of buttons and have Acrobat do the work for you? Well, you can take out the ho-hum using the Actions that show a box icon batch sequence feature in Acrobat 9 Pro.
Page 153 Plan Ahead To get you into the batch sequence mindset, here are a few things to consider: • Plan ahead. As you start working on a project, consider what repetitious tasks could be handled by a batch sequence. • Figure 55a Choose from a long list of actions to include in the batch sequence.
Page 154 7. Choose an option from the “Run commands on” pop-up menu based on the requirements of your project (see the sidebar “Everything in Everything in Its Place Its Place”). If you are building a sequence for a specific 8. Choose an option from the “Select output location” pop-up menu project and have stored the according to your project’s needs.
Page 155 11. Click OK to close the Output Options dialog, and then click OK again 1-2-3 of Batch to close the Edit Batch Sequence [name] dialog, returning you to the Sequences original Batch Sequences dialog. Your new sequence is included in the dialog’s list.
Page 156: Chapter Eight: Touching Up And Modifying A Pdf Document
C h a p t e r e i g h t Touching Up and Modifying a PDF Document It’s ten to five. Your client wants the draft of a proposal by end of business today. You have ten minutes, and the boss decides that an image should be replaced here and a title changed there.
Page 157: Selecting And Editing Text In A Pdf
Selecting and editing text in a pDF Suppose you want to combine a couple of pages from one document, a table from another, and a block of text from another. You could go to the source documents and programs and rebuild the content, import different formats from document to document, and export a PDF file.
Page 158 • Hold the pointer over the selected text for a couple of seconds until the Select Text icon displays . Right-click (Control-click) to display Tag It the menu listing options you can choose depending on the content If your document is tagged selected, also shown in Figure 56.
Page 159: Editing Text And Modifying Attributes
editing text and Modifying attributes To touch up a word or line of text, simply use the TouchUp Text tool in Tips for Tranquil Acrobat. Here’s how: Text Tweaking 1. Right-click (Control-click) the toolbar well and choose Advanced Editing Keep these ideas in mind to open the Advanced Editing toolbar.
Page 160 1. With the TouchUp Text tool, first click the row of text or select the • words or characters you want to edit. If the text isn’t behaving as text, maybe it isn’t. 2. Right-click (Control-click) the text to open the shortcut menu and Scanned text that hasn’t choose Properties.
Page 161 Copy That Beware of Fakes! The better you understand Sometimes the touch-up results aren’t what you expect—often related to fonts some of the intricacies of used in the source program. For example, many Word documents seem to use text selection, the faster you bold or italic text.
Page 162: 58: Object Touchups
Object touchUps The TouchUp Object tool , located on the Advanced Editing toolbar, What Else Does It Do? is useful for organizing content on a page imported as part of the docu- ment, such as text, images, and multimedia objects. For example, if you In addition to cut, copy, paste, have added extra text to a page and need to shuffle the location of a col- and move options, you can...
Page 163 Out of the Way, Please Reuse and Recycle If you are trying to select an Once you have an image or image segment copied, you can reuse it. You can image on a document that also save the image as a file. Select the image in the document, and then right- has overlying text, you could click (Control-click) to open the shortcut menu.
Page 164: 59: Reusing Images
reusing images You can handle images in a document in three ways—by reusing them, “snapping” portions of them, or inserting other images. Unless a document is secured against image use, you can reuse indi- vidual images in the document. 1. Click the Select tool on the Select & Zoom toolbar. The Select tool automatically changes to an arrow when the pointer is clicked over an image;...
Page 165 If you want to reuse some page content that contains both text and Information Overload graphics, don’t bother to copy and paste each element. Instead, use the snazzy Snapshot tool. Many commands show you information dialogs— 1. Add the tool to the Select & Zoom toolbar by right-clicking (Control- something you don’t really clicking) the toolbar well, choosing More Tools, and then selecting the need to see more than once.
Page 166: Round-Trip Editing An Image
round-trip editing an image Fine-tune images at the last minute and still make that deadline. Round- Image Editing Oops trip editing lets you work from Acrobat, make changes to content in another program, and then integrate those changes automatically in the Watch out for some things that PDF document.
Page 167 Choosing an Editing Program Specify the programs you wish to use for editing images and text in the Prefer- ences dialog. Choose Edit > Preferences (Acrobat > Preferences) and choose TouchUp from the Categories menu. Click either Choose Image Editor or Choose Page/Object Editor to open a browse dialog.
Page 168: Extracting Active Text From An Image
extracting active text from an image A page scanned in older versions of Acrobat, or one created from a photo Rounding Up or drawing, is only an image of a page, and you can’t manipulate its con- the Suspects tent by extracting images or modifying the text. However, Acrobat can convert the image of the document into actual text or add a text layer Converting a bitmap of letters to the document using optical character recognition (OCR).
Page 169 3. Click OK to start the capture process. Be patient. Depending on the Do You Have to size and complexity of the document, the process can take a minute Convert a Page? or two. When it is complete, the dialog closes and the results of the conversion are shown in the document (Figure 61a).
Page 170 Scan and Convert If you are scanning a docu- ment in Acrobat 9, creating searchable text is a default part of the scanning proc- ess. See #21, “Creating a PDF from Web Pages in Acrobat, ” for more details. Figure 61b Acrobat tries to interpret as much as possible of the page’s content as text, but won’t recognize text on a dark-colored background.
Page 171: 62: Redacting Content
redacting Content Commenting & Markup tools such as the Rectangle or Highlighting tool Have It Your Way can appear to cover up images or text. In a printed PDF page the underly- Personalize the appearance ing content is hidden, which isn’t the case in a digital file—the underlying of the redaction marks using content is merely covered up (Figure 62a).
Page 172 Preserve Your Files to Preserve Your Sanity In many workflows, it’s important to have both redacted and full versions of a document. Once the redacted file is saved, the original content can’t be restored. If you apply redac- tion and change your mind, Figure 62b Select and preview content for redaction on the page.
Page 173 • You can search for phone numbers, e-mail addresses, Web addresses, The Correct social security numbers, employee numbers, credit card numbers, Phrase Is … and dates. You’ll see examples of each pattern in the Search win- dow when you make the selection (Figure 62c). Another way to search for redaction content is using phrases.
Page 174: Chapter Nine: Building Content With Adobe Presenter
Adobe Presenter Acrobat 9 includes a snazzy new tool integrated into PowerPoint called Adobe Presenter. You don’t have to be a Flash wizard to use Presenter to produce multimedia presentations, learning materials, and even surveys and standards-compliant quizzes. Once you’re done, the same project can be used as a PDF file, on a Web page, or as a stand-alone in SWF format, or it can be published to your Acrobat Connect Pro server.
Page 175: Creating A Presenter Publication
• Type a summary for the presentation to describe its purpose and contents. If you use your presentation on Adobe Connect Pro, the summary is shown with other presentation data; in a PDF or local presentation, the summary isn’t used.
Page 176 • Click the Publish For drop-down arrow and choose from My Com- or whether you have the puter, Adobe Connect Pro, or Adobe PDF to automatically optimize right version. The latest ver- the levels, or select the options manually. sion of the Flash Player (Flash •...
Page 177 PowerPoint outline for all slides, including graphic- including the side panel, only slides, before publishing your presentation. quizzes, themes, and the playbar. C h a p t e r N i N e Building Content with Adobe Presenter From the Library of Daniel Dadian...
Page 178: 64: Specifying A Theme
The text labels in the and then follow these steps: presentation automatically 1. Choose Adobe Presenter > Presentation Settings. Click Theme Editor display in German, French, to open the dialog shown in Figure 64a. Japanese, or Korean if the viewer’s operating system is...
Page 179 [PresentationName] \ publish the presentation. See how in #69, “Previewing and Publishing. ” data. (continued on next page) C h a p t e r N i N e Building Content with Adobe Presenter From the Library of Daniel Dadian...
Page 180 Rather than leaving the default Adobe Presenter preload text, or customizing section, and type this the text for each presentation, you can modify an Adobe Presenter program file code on a blank line, to change the text for all your presentations. Here’s how:...
Page 181: Recording And Using Audio And Video
Flash Files format. Keep these construction tips To record audio, choose Adobe Presenter > Record Audio and read for integrating Flash content the test message. When the Input Level shows OK, click OK to open the in mind as you develop your Record Audio dialog (Figure 65a).
Page 182 • Select the slide where you want to add the video, and choose Adobe Check Your Assets and Presenter > Import Video to open a dialog. Select the video to import, Give Users Playback click Open, and wait while the file is processed. You’ll see a white box Control overlaying the slide on which the video is placed.
Page 183 1. Select Adobe Presenter > Insert Flash. Locate and select the SWF file. 2. In the Import Options, choose a slide from the Import On pop-up menu, and specify whether to add the content as a slide or sidebar animation.
Page 184: 66: Including Attachments
Follow these steps to add attachments to your presentation: greatest irritations. Make sure that doesn’t happen in 1. Choose Adobe Presenter > Publish Settings > Attachments and click your Presenter publications. Add to open the Add Attachment dialog (Figure 66a).
Page 185 Rather than attaching files, you can add links to online resources or obvious reasons!). Connect Pro Server storage locations. Adobe Presenter treats hyperlinks Move or copy the files attached to text on slides as a type of attachment. For example, you could...
Page 186 • An Adobe Presenter publication runs locally in your Flash Player, and Inter- net Explorer deems file downloads via Flash Player as unsafe. Another touch of aggravation.
Page 187: Working In The Quiz Manager
Quiz. One presentation can have one or more quizzes. Each is a named container that holds the individual questions. The Quiz Manager can C h a p t e r N i N e Building Content with Adobe Presenter From the Library of Daniel Dadian...
Page 188 assign an Objective ID to a quiz to coordinate with an objective in your Come to Order learning management system. • The Quiz Manager acts as Questions. The actual interactions your viewers perform. Each ques- a controller for your quiz- tion is given an Interaction ID.
Page 189: 68: Writing A Quiz
Multiple choice: 1. Open the presentation (or create and save a new one) in PowerPoint. Users choose one or 2. Choose Adobe Presenter > Quiz Manager to open the dialog, which more correct answers from a list. lists a default quiz named “Quiz. ” Click Edit to open the Quiz Settings •...
Page 190 LMS, 3. Click Add to activate a response field, and type an answer to include Adobe Connect Pro, types the response in the Answers section of the dialog. Depending on the of reports, and so on.
Page 191 Figure 68c Review the completed questions in the Quiz Manager. C h a p t e r N i N e Building Content with Adobe Presenter From the Library of Daniel Dadian...
Page 192 7. Click OK to close the dialog and return to the presentation. The quiz questions are configured and added automatically. Save the presenta- tion to store your quiz. What’s the Rule? When setting up the quiz, specify how users are required to interact with your quiz, based on your overall goals for the presentation.
Page 193: Previewing And Publishing
Before you publish your masterpiece, take Check Your Info a few minutes and check out the flow of your presentation. Choose Adobe Regardless of the publishing Presenter > Slide Manager to open the Slide Manager dialog (Figure 69a).
Page 194 To evaluate attachments. your presentation within its • Adobe PDF, to render the project as a SWF file embedded in a PDF SWF interface, choose one of document. the My Computer or Adobe PDF options in the Publish Here’s how to publish your presentation as a PDF document:...
Page 195 PDF file. 6. View and interact with the finished presentation. The PDF publication requires Adobe Reader 9 or Acrobat 9 to view. C h a p t e r N i N e Building Content with Adobe Presenter...
Page 196: Chapter Ten: Commenting In A Pdf Document
C h a p t e r t e n Commenting in a PDF Document Acrobat 9 lets you add a wide variety of comments to PDF documents and then share the comments with your workgroup. Unlike manual paper- based commenting, Acrobat’s tools include many types of text comment and edit tools;...
Page 197: Adding Sticky Notes And Highlighting Comments
adding Sticky notes and highlighting Comments Of all the comment tools, you’ll probably use the Sticky Note comment The Subject at Hand most frequently. First select the Sticky Note tool on the Comment & Markup toolbar. Then click the document where you want to place the It isn’t necessary to add a note, or drag a marquee.
Page 198 Use the three Highlighting tools to underline, highlight, or strike Lock Your Notes through content. Click the Highlight Text tool on the Comment & Markup toolbar. Choose the other two tools from the shortcut menu Sometimes you need your accessible from the toolbar itself, or choose Comments > Comment & comment to stay in place, Markup Tools menu, and select the tool.
Page 199: Setting Commenting Preferences
Setting Commenting preferences Once you’ve been working with comments in Acrobat for a while, you should Personal Preferences evaluate how you use them and how you modify them. Ask yourself: • Sometimes it’s a good idea Do I change the name on the comment box, or the font or text size? to modify Commenting pref- •...
Page 200 • Pop-Up Open Behavior. Choose options to define how the comments display in response to actions like mouse rollovers. The default setting Page After Page for the Pop-up Open Behavior is to hide the pop-up boxes when the If you select the “Ensure Comments List is open.
Page 201: Working With Text Edit Comments
Working with text edit Comments You use the Text Edits tools to edit a PDF document the same way you Care to Make would with a printed page and a red pencil, but more efficiently. You’ll a Comment? find the tools on the Comment & Markup toolbar. Click the Text Edits arrow to open the pop-up menu listing the tools (Figure 72a).
Page 202 • To replace content in the document, select the text and type new text. Which Method Is Best? The replacement text is added to a Replacement Text pop-up com- ment box, the selected text displays a strikethrough, and an insertion You can find some or all of caret is shown at the end of the string of text you selected with the tool the comment tool options (Figure 72b).
Page 203: Using And Managing Stamp Tools
Using and Managing Stamp tools The Stamp tools are like the old-fashioned ink stamps you apply to a Build Up Your Stamp document (such as Draft, Approved, or Confidential). Unlike ink stamps, Collection some of the Acrobat stamps are dynamic in that they automatically add the time or date when you apply the stamp to the document.
Page 204 Complete to close the dialog and apply the stamp. Read about changing 5. Click the stamp in the information in the sidebar “Who Are You?” menu to select it, and If you move your pointer over the Stamp tool on the Comment & then click the document Markup toolbar (not over the down arrow), the last stamp you selected page to apply the stamp.
Page 205 Get It Together Use a Custom Stamp When . . . Use the Stamps palette to Here are some circumstances where it makes sense to take a few minutes to keep your stamps straight. build a custom stamp: • Choose Show Stamps Palette You write the same comment repeatedly. You may be a department head in the Stamp tool pop-up who needs a date and time stamp as well as a department information menu to display the Stamps...
Page 206: Drawing And Marking Up Shapes In Acrobat
Drawing and Marking Up Shapes in acrobat Say you’re one of those people who simply needs to doodle on paper. Adding Comments What happens if someone takes your paper away? Well, just grab a mouse to Your Doodles and open a PDF document, because you can draw all sorts of objects, including the aforementioned doodle, using the Drawing tools.
Page 207 A callout is a drawing markup used to pinpoint a specific location on The Sound of a drawing (Figure 74b). Click the document with the Callout tool Your Voice and a note box attached to a line with an arrowhead appears. Type your note, and then click anywhere on the page away from the note box.
Page 208: 75: Working With The Comments List
Working with the Comments List Each comment added to a document is stored in the Comments List, which is one of the panes displayed in Acrobat 9 by default. Click the Comments icon in the Navigation pane of the program window to open it.
Page 209 • The comment type is shown as an icon on the Comments List. Get It Together • Click the plus sign to the left of a comment to open its contents. Read If you have a large number details such as the type of comment, author, and date it was applied. of comments addressing the •...
Page 210 and choose Group. Don’t The Zen of Comment Organization try to right-click on the You can organize the comments in your document in a number of ways. By Comments List; the short- default, comments are listed as they appear in the document from start to end. cut menu doesn’t contain Here are a few tips: the Group command.
Page 211: Exporting Comments To A Word Document (Windows)
Click Integrate Text Edits to start the process. last page of the document. 4. The Adobe Acrobat Comments dialog opens, displaying the number of • If you delete text that comments available for converting. The dialog identifies the first com- originally had text edits, ment in the document and displays the action.
Page 212 Acrobat tells you when it has finished importing the comments into the document. 5. Click Next in the Adobe Acrobat Comments dialog to continue with the next edit—click “Automatically go to next” to save mouse clicks. Continue until you’ve viewed and applied all the edits. If you don’t want to use the edit, click Discard (Figure 76b).
Page 213 Depending on the options you chose in the Import Comments from much you want to edit the Adobe Acrobat dialog (described in step 2), you may have instructions Word document, and then for cleaning up the document, such as accepting changes if you have choose a type of export the tracking feature active, or deleting comment bubbles.
Page 214 • Is That Confirmed? Often you develop commenting systems, Sometimes the placement of text edit comments can’t be confirmed in a source particularly in large Word document; this occurs when Acrobat can’t precisely decipher the struc- organizations. Acro- ture of the source document’s tags. Unconfirmed placements are available in bat lets you design a a list in the Successful Import dialog.
Page 215: Setting Comment Status And Creating Summaries
Setting Comment Status and Creating Summaries Once a document has been through a review cycle or two (read about Print a Copy review cycles in Chapter 11), it’s time to take care of some last-minute issues. These include defining a status for the comments (both those If you want to print a document’s comment generated by reviews and migrated comments), creating summaries, and...
Page 216 3. Click Create PDF Comment Summary to generate the summary. 4. Acrobat opens the summary as a PDF file named Summary of Comments [filename] and lists all the comments information sorted according to the option you chose (Figure 77b). Save this file for reference. Figure 77b ...
Page 217 This page intentionally left blank From the Library of Daniel Dadian...
Page 218: Chapter Eleven: Live Reviewing And Collaboration
You can work online at Acrobat.com to share a review, and then take the review to a ConnectNow meeting room (for a limited number of participants), or even work on a shared document in Buzzword, Adobe’s online word processor. Of course, you’ll need tools to start, track, and manage reviews, and Acrobat 9 has enhanced the processes found in earlier versions of the program.
Page 219: Collaborating Live On Acrobat.com
In the Acrobat.com preferences, and Adobe Reader 9 preferences. look for these settings: In Acrobat 9 (or Adobe Reader 9), click the Collaborate task button and • choose a command (Figure 78a). Type your Email Address (Adobe ID) and Password in the fields.
Page 220 “Always connect when (read more in #83, “Working in Buzzword. ” ) opening documents Adobe® ConnectNow. You can meet with one or two colleagues to enabled for live use a shared screen for active collaboration (see #82, “Moving to a Con- collaboration”...
Page 221 If you don’t have an Adobe ID, click Sign Up! and follow the prompts. Create a PDF File From Acrobat or Adobe Reader, you can set Acrobat.com access con- Online trols in the program preferences. Choose Edit > Preferences (Acrobat/ Adobe Reader > Preferences) and choose Acrobat.com from the list to The Acrobat.com service...
Page 222: Starting A Shared Review
Initiating a shared document review is similar to the process used for If you are using one or more distributing a form. However, while Adobe Reader 7 or 8 can be used for shared reviews, specify some a form, only Acrobat or Adobe Reader 9 users can participate in a shared preferences to keep track of review using Acrobat.com.
Page 223 “_review” appended to your recipients are using the original name at Acrobat.com. Adobe Reader 7 or 8. Open your review file and choose 5. Invitations are distributed to your list of reviewers. The e-mail invita- Advanced >...
Page 224 Using commenting and drawing markups • Signing an existing signature field • Digitally signing anywhere on a document (for Adobe Reader 8 or 9 users only) Taking Shared Figure 79b Reviewers are invited by e-mail. Reviews Online A shared review can be used Note online in addition to work- When you use Acrobat.com for shared reviews, you can also allow review-...
Page 225: Using An E-Mail Review
Alternatively, in any program containing a PDFMaker (Windows) you If you want to distribute can choose Adobe PDF > Convert to Adobe PDF and Send for Review, or the document and its com- click the button on the PDFMaker’s toolbar.
Page 226 Once the comments return to you (the initiator), they are integrated When the Mail Doesn’t into the PDF. When you double-click the e-mail attachment to open the Work document in Acrobat, the Merge Comments? dialog displays. You can choose to open the copy of the document, or merge the comments into The Send by E-mail for Review the tracked PDF file (Figure 80a).
Page 227: 81: Participating Online
3. Once your colleagues receive their e-mail and download it, when they open the file in Acrobat or Adobe Reader 9, the document is displayed C h a p t e r e l e v e n Live Reviewing and Collaboration...
Page 228 Collaborate Live navigation pane on their desktop. The Finding Your Files user can sign in as a guest or use the Adobe ID. Like all Acrobat.com features, 4. Back with you, in Acrobat, you’ll see the list of Current Viewers and the...
Page 229 • To launch a screen sharing session from within your review document, choose Share My Screen from the Collaborate Live navigation pane’s Options menu (read more in #82, “Moving to a ConnectNow Meeting Room”). System Requirements Your computer has to meet minimal requirements to use Acrobat.com. Depending on your operating system, you need the following: •...
Page 230: Moving To A Connectnow Meeting Room
Moving to a Connectnow Meeting room One of the coolest features of Acrobat.com is Adobe ConnectNow, which What to Tell lets you set up real-time meetings on your desktop using a personal Web Your Guests conference meeting room. Your personal meeting room has a perma- nent URL that is easy to remember, so you’ll always know where to meet...
Page 231 • with the audio. Find troubleshooting, Adobe Flash, and account settings in the Help pop-up menu—along with Adobe ConnectNow Help, of course. • Use the tools at the upper right of the window to administer your meet- ing.
Page 232 • Use and manage audio and visual features by selecting the commands on the Adobe ConnectNow toolbar (read more in the sidebar “Talk Out Loud”). • Conduct a live chat with one or both of your participants using the Chat pod.
Page 233: Working In Buzzword
Buzzword interface. Editing, Buzzword offers four ways commenting, and revising can be done as a team. Buzzword stores your for you to interact with files and runs from Adobe secure servers, so they are always available on documents: • the Web.
Page 234 Start collaboration session Get the Buzz Start new ﬁle Some of the Flash-enabled Open list of features added to Buzzword Buzzword make it simpler for you to documents work in the interface with- Click to display out having to choose menu a settings panel items, as you are likely to do when working in an ordinary application.
Page 235 Click the Adobe Buzzword logo to open another menu, where you can read about the program and user policies, sign out of Buzzword, or choose Settings & Preferences to open a dialog. Here you’ll find the Adobe ID account information, as well as Buzzword preferences that let you specify the unit of measure displayed in the application—inches is...
Page 236: 84: Comparing Documents
Comparing Documents The Compare feature in Acrobat 9 has come a long way from its earlier Matching Descriptions versions. In Acrobat 9, differences between two versions of a document are highlighted and commented. You choose one of three Compare shows differences in text and images based on three different options when setting up a document structures programmed into the feature.
Page 237 Sure, but Comparing Isn’t Reviewing Isn’t it? If you compare two documents, although you aren’t inserting comments and markups manually, Acrobat is adding them for you. Once a comparison has been made, use the results page, or a copy of the compared document with comments inserted, and send it for further review with your work-...
Page 238 • Drag the splitter bar at the bottom of the Compare pane up to show Apples and Oranges thumbnails of the old document’s pages. Click a thumbnail to open The new Compare tools in the page in a new window. Acrobat 9 offer a lot of cus- tomization.
Page 239: 85: Tracking A Review
Suppose you are involved in In Adobe Reader 9, choose View > Tracker. In Acrobat 9, choose Track one large project with one Reviews from the Comment task button pop-up menu. All your current group, and another project with another group.
Page 240 View Comments to open the tracked file in Acrobat. Click the File Location A large review, say one with link in the right pane to open the document in either Acrobat or Adobe dozens of participants, Reader 9, depending on which program you are working in. Read how to can be tiresome to scroll convert the contents of the Tracker dialog into a PDF in the sidebar “Keep-...
Page 241 This page intentionally left blank From the Library of Daniel Dadian...
Page 242: Chapter Twelve: Creating And Handling Forms
PDF documents, you can take advantage of both Acrobat.com for file distribution, and PDF Portfolio for collecting form returns. If you are working with Windows, you have access to the Adobe LiveCycle Designer program, a separate forms design program integrated into Ac- robat 9 Pro.
Page 243: Letting The Form Wizard Guide You
letting the Form wizard Guide You Acrobat 9 Standard and Pro offer a form wizard to get your form-building Simplify Your Form adventure under way. The wizard walks you through several form creation Building, Simplify options, such as using existing documents or scanned content. You can Your Life start from either the Forms task button or program menu commands.
Page 244 Acroforms vs. LiveCycle Designer Forms The Acroforms tools and methods are available directly from within Acrobat Standard and Pro versions. LiveCycle Designer forms are available as a separate Figure 86a The information program accessible via the dialog explains how the Forms >...
Page 245: 87: Working In Form Edit Mode
working in Form edit Mode Acrobat 9 offers the same set of Acroform form field tools as previous ver- Why the Changes sions, but the way you view fields is simpler. If you have worked in Acrobat Happened before, you’ll be surprised to find that you can’t locate a Forms toolbar or choose Forms tools from the Tools menu unless you are actually working Here’s a simple explanation for with a form.
Page 246 You can Shift-click or Ctrl-click (Command-click) to select multiple fields Left or Right at one time, either on the form or the Fields pane, as in the figure. Usually a field is associated with a label to its left side. 2.
Page 247 If you exit the Form Edit mode, you can easily return to make more changes. Choose Forms > Add or Edit Fields to reopen the Form Edit mode. If the file isn’t saved, you are prompted to save it prior to returning to Form Edit mode.
Page 248: Drawing And Customizing Form Fields
Drawing and Customizing Form Fields Add more fields and change existing ones in Form Edit mode during the Batching a Change form creation process, or by choosing Forms > Add and Edit Fields. In Acrobat 8, you’d have to configure a form field using its multi-tabbed You don’t have to select and Properties dialog.
Page 249 5. Click “Add another button to group” at the bottom of the pop-up dia- Considering log to reactivate the Radio Button tool and place it in the location for Accessibility the next button. You can use the dotted guidelines to line up the but- ton on the form.
Page 250 Here’s a brief rundown of the configuration tabs you can use with form Submit Your Form fields in Acrobat 9, and how the example uses the features: • In the past, you’d have to General tab. This tab is common to all types. You add a name and include a Submit button on tooltip in this tab of the dialog, as well as define whether the field is vis- a form, or trust that your...
Page 251 mark or a star; Combo Box and List Box fields include areas where you can insert lists of items; and a Radio Button field offers button style and selection status choices in the Options tab. • Actions. All form fields have this tab, and it looks and works the same in all types.
Page 252: Adding Calculations And Field Behaviors
adding Calculations and Field Behaviors Everybody uses forms, and Acroforms makes it simpler than ever to cre- What’s in a Name? ate, distribute, and manage forms. Aside from the usual information-type form, such as attendance, surveys, and so on, a large number of the forms When it comes to form fields, commonly used have some type of calculations.
Page 253 good example. Suppose in your area, the ID numbers are five characters, Do Your Homework all above 30000 and below 90000. To ensure that the user enters the proper range of numbers within the proper range, you have to choose Before you start a sequence several settings in the Text Field Properties dialog: of calculation scripts in a...
Page 254 Figure 89b Specify the fields and operator for the calculation. 3. Click Close in the Text Field Properties dialog to return to the form. When you exit Form Edit mode and test the fields, you’ll see the calcu- lation at work. #89: Adding Calculations and Field Behaviors From the Library of Daniel Dadian...
Page 255: Organizing And Ordering A Form
Organizing and Ordering a Form Adding and testing form fields is only the first part of the process. By its Tweaking the Fields very nature, a form is an organized structure—fields for accumulating data are placed on the form along with their identifying labels; the fields and You can select a group of labels are often arranged on the page in some sort of grid-like pattern.
Page 256 Organizational aspects. In Form Edit mode, the fields added to your Making Form Fields form are shown in the Fields pane sorted by their tab order. In forms con- More Visible taining dozens or hundreds of fields, it’s often easier to locate a group of fields you want to change by ordering them alphabetically.
Page 257 • Choose Show Tab Numbers to see the tab order on your form. If you The form fields on the docu- delete extraneous fields, your tab order remains intact, but you see the ment are now identified by remaining fields don’t renumber themselves (Figure 90b). the selected background color when the Highlight Original ﬁelds deleted...
Page 258: Simplifying A Visually Complex Form
Simplifying a visually Complex Form Some forms are fancy—period. There’s little chance that Acrobat 9, regard- Is It Worth the Time? less of its intelligence level, is able to identify and build form fields on a page that uses a lot of graphic content, or one in which it’s hard to make Good question.
Page 259 4. Modify the fields as required. In the example, which uses five text fields LiveCycle Designer and one check box, only the check box was inserted manually. on Mac 5. Save the file, and close the Form Editing mode window. Although you won’t find 6.
Page 260: 92: Distributing Forms
Form Completion Adobe Reader Users. ” However, if you are working with an Acrobat.com Try some of these distribution method, only Adobe Reader 9 users can access the file, so you preferences—you may don’t need to enable the form manually.
Page 261 2. Choose an option for distributing the form, either “Send it automati- editing form fields” is cally using Adobe Acrobat” or “Save a local copy and manually send it selected, you see the field later. ” If you choose to save the form locally, click Browse to locate and highlight under the field’s...
Page 262 A form can be distributed for organize responses with Acrobat.com”; click Next. completion by those work- 2. Type your Adobe ID and Password into the appropriate fields on the ing with Adobe Reader if screen, and click Sign In to authenticate your Adobe ID.
Page 263 When a recipient receives the e-mail, the information provided is included, along with links to the file at Acrobat.com (Figure 92b). The link opens a Flash image of the form at Acrobat.com—not an actual interac- tive copy of the form itself. Click the Download button above the form to download a copy to the hard drive for completion.
Page 264: 93: Tracking Forms
tracking Forms Follow the progress of a form distribution and collection cycle using the Stay in the Loop Form Tracker. Choose Forms > Track Forms, or click the Forms task button and choose Track Forms to open the Tracker. You’ll see both Review and If you are waiting for form Form sections at the left of the dialog (Figure 93).
Page 265 • Send e-mail to all your respondents, or just those who haven’t responded to the form. • Add Recipients to open the Form invitation and distribution described in the previous technique. • Click the Recipient Name link to view their data on the Responses PDF (read about the automatic responses in #94, “Handling Form Returns”).
Page 266: Handling Form Returns
handling Form returns If you distribute your form from Acrobat, data from your returned forms Who Needs an is compiled in a PDF portfolio, created as part of the distribution process Archive? (read about distribution in #92, “Distributing Forms”). As the data starts to flow in, use the PDF Portfolio feature to sort or filter the returns, edit data You might want to use an in-line, and add more data as additional returns are received.
Page 267 Filter the returns. Click Filter to show a list of your form’s field Adding E-mail names. Click the field name you want to use for filtering, such as Radio Form Returns Button1 (used in the example form for the recipients to state whether they were attending an event).
Page 268 Figure 94c Export the data to a spreadsheet to use for calculations such as number of attendees. Delete results. If you have a results processing plan in place, such as forwarding comments to a salesperson, you can delete the results when you are done with them, again to decrease the volume of returns you have to manage.
Page 269 This page intentionally left blank From the Library of Daniel Dadian...
Page 270: Chapter Thirteen: Using Flash Video And 3D Media
Tailor your projects to your users’ playback options by providing differ- ent renditions of a movie compatible with different players. All versions of Acrobat 9 and Adobe Reader are able to play Flash content without a separate Flash player, as there is a player embedded in the Acrobat and Adobe Reader programs.
Page 271: Inserting Flash Media In A Pdf File
inserting Flash Media in a pDF File You can embed media files directly into PDF documents within Acrobat, “X” Marks the Spot or you can add the media to a source document—such as a Word docu- ment or an Excel spreadsheet—and then convert the file (Windows). Read Hardware acceleration in how in #14, “Adding Specialized Media Content.
Page 272 5. In the Launch Settings tab, choose from these options: • Multimedia Activation Settings for starting and stopping the movie; and the Preferences playing location—either on a fixed page location or in a floating To set general multimedia window preferences, choose Edit > •...
Page 273 8. Click OK to close the dialog and insert the video on the page (Fig- Make Your Point ure 95b). A chapter point is a marker added to a video that defines a frame where you can launch an action. In a travel video, for example, you could use a chapter point to add a link to online res-...
Page 274: Inserting Swf In A Pdf File
inserting SWF in a pDF File Inserting a SWF file into a PDF document starts in the same way as insert- Fix It! ing a Flash movie, but offers different configuration options to take advantage of the programming potential in the SWF file. Whether you add a Flash or Follow these steps to insert and configure a SWF file: other movie file in Acrobat or...
Page 275 Inserted SWF content retains its interactive features. You can use a number of versions of the movie to allow users work- ing with older versions of Acrobat and Adobe Reader to view your con- tent. Read about including other movie versions, called renditions, in #97, “Inserting Movies and Legacy Versions.
Page 276: Inserting Movies And Legacy Versions
Using Multiple Movie such as MOV and AVI formats. In Acrobat 9, movies are generally stored as Versions a FLV movie, since Acrobat 9 and Adobe Reader 9 include an integrated Flash Player. Follow these steps to add Follow these steps to add a movie to a PDF file:...
Page 277 To add legacy media files that you don’t want to convert to FLV format, 5. Select a rendition from the follow steps 1–3 of the previous set of steps and then do the following: list and click Edit Rendition 1. Click the “Create legacy multimedia content” link in the lower-right (described in the sidebar corner of the Insert Video dialog to open the Add Movie dialog.
Page 278 After you add the video to the PDF, you can specify additional proper- ties that determine how the clip appears and plays—read more in the sidebar “Using Multiple Movie Versions. ” Play It Again, Sam You can modify the characteristics of any of the renditions you add to a movie. Click a rendition in the Multimedia Properties dialog and then click Edit Rendition to open the Rendition Settings dialog.
Page 279: Working With 3D Content
Working with 3D Content In Acrobat 9 Pro Extended, you can use 3D content exported from various Adjusting the Model’s 3D modeling programs in several common 3D formats in a PDF file, or in a Appearance source Microsoft Office file. You embed a 3D model in the same way you embed movies or sounds.
Page 280 4. Add any other information you want and save the file. 5. Click the Convert To Adobe PDF button on the PDF toolbar (Office 2003), or select Create PDF on the Acrobat ribbon (2007). Then save the file as a PDF.
Page 281: Editing In Adobe 3D Reviewer
What Is Universal 3D? bat Pro Extended. To open 3D Reviewer outside Acrobat Pro Extended, choose Start > Programs > Adobe 3D Reviewer. If you are working with a The format supports ani- model in Acrobat Pro Extended, you can right-click the model and choose mations and is editable in Adobe 3D Reviewer.
Page 282 Making Your Way Around At first glance (and even second and third!) Adobe 3D Reviewer can seem rather daunting. Fortunately, the program offers a number of workspaces designed for different types of workflows. To select one, choose Workspace > Toolbar Presets and then select an option. Choose from these layouts: •...
Page 283: Measuring 3D Objects
Measuring 3D Objects Use the 3D Measurement Tool to measure 3D models. You can create Tell Me More measurements between combinations of points or edges, by moving the pointer over the 3D model, or by highlighting specific points and You don’t have to leave the edges.
Page 284 3. Add measurements to the model. To move around the model as you are measuring, check out the keyboard shortcuts in the sidebar Temporary Measures “Moving and Measuring. ” If you want to check on some feature’s dimensions, To measure distance, click to establish a starting point, move the disable the measurement pointer to an edge or other area of the model, and click again to mea- markup.
Page 285: Inserting Multimedia Comments
With Acrobat 9, those days are gone. Now, you can add comments to individual video frames or a If you delete one of the particular 3D object view. Adobe Reader users can add comments to a automatically generated views inserted when you PDF if the document is enabled for commenting.
Page 286 You can create views for comments themselves or associate them with • views you set in the Model Tree, or by clicking the Views pop-up menu on When you add the 3D toolbar and choosing Manage Views. comments using tools on Follow these steps to associate actions with named views in the Model the Comment &...
Page 287 3. Type the comment in the Enter Comment String dialog (Figure 101b). Figure 101b Add a comment to a particular part or view of a model. Note In Figure 101b, the dialog shown overlaying the Acrobat window is a duplicate of the comment added—the comment is shown in the Com- ments List and Model Tree.
Page 288: Using Actions To Show Multimedia Views
Using actions to Show Multimedia Views Rather than assuming your viewers can understand and manipulate the Multimedia Action Comments List or the Model Tree to view your comments or special fea- tures in a movie or 3D model, give them some buttons. Everyone knows There are three multimedia- that a button on a page is made for clicking, which takes a lot of the mys- specific actions in Acrobat:...
Page 289 Figure 102a Choose one of the views added to the model. 6. Click OK to close the dialog and return to the Button Properties dialog, where you’ll see the new action listed in the Action tab in the dialog. 7. Click OK to close the Button Properties dialog and return to the document.
Page 290: Chapter Fourteen: Using Drawings, Maps, And Layers
C h a p t e r f o u r t e e n Using Drawings, Maps, and Layers Over the last few years, Acrobat has made great strides in the architecture/ engineering/construction (AEC) arena. Many Acrobat features are per- fectly suited for AEC functions.
Page 291: Converting Visio, Indesign, And Illustrator Documents
Visio’s Layer Properties dialog, such as visibility, locks, and names. In the automatically to specify Adobe PDF program menu, choose Adobe PDF > Convert all Pages in the right page size. Drawing to include all layers, including the background. Select basic con- •...
Page 292 Compatibility must be set to Acrobat 6.0 (PDF 1.5) or higher to support customer one product image the layers. and some color swatches, put • Make sure that Create Acrobat Layers is selected in the Export Adobe the alternate colors on differ- PDF dialog. ent layers and let your client •...
Page 293 Layered Illustrator documents. As in InDesign, you choose a preset Flattening Layers for converting to PDF; unlike in InDesign, you don’t export the file but simply choose the File > Save As command. The default Illustrator Adobe If you work with Visio PDF Preset includes exporting layers (Figure 103c).
Page 294: Working With A Layered Document
Working with a Layered Document In Acrobat 9 you can work with layered documents created in several pro- Taking Action grams, including InDesign, Visio, and AutoCAD. Acrobat doesn’t support with Layers layers created in Photoshop. Manipulate layers in Acrobat for different purposes, such as hiding Acrobat does not allow you layer content in different languages, or showing corporate information to author layers that change...
Page 295 • To see what a layer contains, right-click (Control-click) it in the Layers Changing Layers pane and choose Layer Properties to open the dialog (also shown in As with other documents, Figure 104a). The Layer Properties dialog lists information about the you may be able to make layer, including its original name, visibility, print status, and export changes to the content...
Page 296: Adding New Layers
adding new Layers In Acrobat 9, you can add new layers from another document, or split Adding On the Layers your current PDF file into layers. Add new layers to an existing PDF file using layers from another PDF file, or an image in BMP, GIF, JPEG, JPEG Acrobat offers several 2000, PCX, PNG, or TIF format.
Page 297 4. When you are pleased with the appearance shown in the preview, click OK. But what if you have a single-layered InDesign PDF file and your cli- ent wants to see the layout without text? Or graphics? In Acrobat 9 Pro, you can use one of the new layer manipulation Preflight profiles and show clients what they want to see.
Page 298: Using Data Embedded In A Document
using Data embedded in a Document A number of programs produce PDF files that contain metadata con- More Object Actions verted from custom information embedded in the source files. To view custom metadata embedded in a PDF file, choose Tools > Here are some more ways to Analysis >...
Page 299: 107: Applying Positioning Features
applying positioning features If you have worked with image, illustration, or layout programs, you know Moving Guide Lines about grids and guides. Acrobat 9 Standard and up includes both these handy features, along with rulers to help you position content precisely, To reposition your guide, and to assist in measuring and examining drawings.
Page 300 customization settings (Figure 107b). Choose an option from the Units pop-up menu other than the default inches, if required. Select options When Objects for grid spacing, color, and position of the grid. Use the arrows for each Misbehave setting to increase or decrease the values, or you can type a value in the Whether or not the grid is text boxes.
Page 301: Measuring Objects
Measuring objects Acrobat 9 Pro includes several tools for measuring the distance and area Make It Snappy of objects in a PDF drawing. You most often use these tools with draw- ings, PDF maps, or documents being sent to a printer. The Measurement tool uses Open the Analysis toolbar by choosing Tools >...
Page 302 Once your Scale Ratio is set, start to draw points on the page with the Move It Around selected measurement tool. As you draw, information is displayed in the Measurement Info widget (Figure 108b). You can read the values set with You can adjust the paths mouse clicks, angles, and delta values (the location of the point on the and points you draw for a...
Page 303 Once you’ve finished drawing the measurement, the value is shown in the Measurement Info widget and inserted as a comment (Figure 108c). The shape can be reconfigured (read how in the sidebar “Make It Snappy”), and the values in the comment and Measurement Info widget automati- cally update.
Page 304: Commenting And Measuring On A Pdf Map
Commenting and Measuring on a pDf Map Acrobat 9 Pro Extended (Windows) offers two new features for dealing with georeferenced maps, that is, maps that have longitude/latitude, coor- dinate systems, and other mapping data embedded in them. As you’ll see in this technique, you can mark geographic locations, search for a map location, and add georeferenced measurement markups.
Page 305 As with other comments, you can customize the content and appear- Building a PDF Map ance. Read about comments in Chapter 10, “Commenting in a PDF With Acrobat Pro Extended Document.” (Windows), you can import a map image and create Search for specific coordinates rather than scrolling the maps for a geospatially enabled PDFs.
Page 306 differences in the sidebar “Measurable Differences. ” The values shown in the measurement are inserted into a comment using the map data Select a registration sys- tem from the drop-down (Figure 109c). Read instructions for using the tools in #108, “Measuring list, and specify default Objects.
Page 307: Bookmarking Drawings, Maps, Or Layers
Bookmarking Drawings, Maps, or Layers Say you have a document made up of several pages, some containing Why Use Bookmarks? layers, some containing maps with georeferenced locations, and still oth- ers containing content with headings that you want to hyperlink with Acrobat lets you attach bookmarks.
Page 308 4. In the Bookmarks pane, right-click (Control-click) the bookmark to The Same Goes open the shortcut menu. Choose Properties to open the Bookmark for Links Properties dialog and then select the Actions tab. You don’t attach a link to a 5.
Page 309 This page intentionally left blank From the Library of Daniel Dadian...
Page 310: Chapter Fifteen: Controlling Action And Interaction
C h a p t e r f i f t e e n Controlling Action and Interaction The most common type of form field is a button—so common, in fact, that in Acrobat 9, the Button tool is included on the Advanced Editing toolbar.
Page 311: Linking Content In A Document
Linking Content in a Document The greatest convenience of using links in a PDF file is that you don’t have Linking to a PDF Page to prepare anything in advance, like a button shape or underlined text. from a Web Site Instead, use the settings in Acrobat to make a link appear distinctive on a page following these steps: You can specify that a hyper-...
Page 312 • “Go to a page view” opens the Create Go to View dialog in place of The Perfect Link the Create Link dialog (Figure 111b). Use the scroll bars and Zoom You can apply Acrobat’s tools to set the view. Once you have the view set, click Set Link to Link tool function to a fea- close the dialog and finish the link.
Page 313 Once you add a link (or a bookmark or button) you can change the set- tings easily. For a link, double-click the link with either the Link tool or the Select Object tool on the Advanced Editing toolbar to open the Link Properties dialog.
Page 314: Creating Bookmarks In A Source Document
Creating Bookmarks in a Source Document The Windows PDFMaker lets you assign bookmarks in Microsoft Office Jumping Bookmarks programs quickly and easily if the source document is constructed prop- erly using styles or headings. However, if you aren’t that well versed in Be sure to click the bookmark’s the source document’s program, you may find the process of converting name in the Bookmarks pane...
Page 315 To convert a document resulting in logical bookmarks, keep these Using Destination points in mind: Options Correctly • Choose the option that is most convenient for your purposes. If you As with many other settings, a use a template, use its styles. magnification option applies •...
Page 316: Adding Bookmarks In Acrobat
adding Bookmarks in acrobat Acrobat lets you add new bookmarks to a document using different Defining Your methods. The option you choose depends on the number needed. It’s Workflow easy to add two bookmarks manually, but not so simple to add 200. Choose one of these methods: Some people like to complete •...
Page 317 Save some time typing by using the document’s text. Click the Select tool on the Select & Zoom toolbar and then click and drag with the Add Some Pizzazz tool to select the text that you want to use for the bookmark label. Next to Your Bookmarks click New bookmark on the Bookmarks pane toolbar to add a bookmark Boring bookmarks work, of...
Page 318: 114: Naming Destinations
naming Destinations There are two parts to the destination process: First, define the destina- Everything in Its tion in the target document, and second, make the link from the source Right Place document. To specify a destination in a target document, follow these steps: Before you start organizing the contents of your book- 1.
Page 319 4. Open the target document’s Destinations pane, and double-click the Handling Bookmarks destination’s listing. Acrobat takes you back to the Link Properties dia- log, where you see the listed action contains the document and the Build a nested bookmark destination names (Figure 114b). structure to declutter the Bookmarks pane.
Page 320: Drawing A Simple Button
Drawing a Simple Button Everybody knows what buttons are—digital ones, not the kind sewn on your shirt. Acrobat offers four different button behaviors. The Push And the Winner Is … behavior lets you configure different states and appearances (see #117, The most common trigger “Configuring a Push Button, ”...
Page 321 Locate the file and select it. A thumbnail appears in the Button action buttons, action set- Properties dialog. tings, and speaker notes. Before you make the conversion, choose Adobe PDF > Change Conversion Settings to open the Acrobat PDFMaker dialog. Be sure the appropriate options are selected—such as convert-...
Page 322: Building A Batch Of Buttons
Building a Batch of Buttons Acrobat lets you quickly add multiple buttons to a page. Start by drawing Duplicating Buttons the first button and configuring its appearance. See the sidebar “Action— Now or Later” for when to add the actions before you make multiples. Do you want a Back button Once the button is ready, follow these steps to add a batch of buttons to that appears on every page...
Page 323 What if you want the same button, such as a Back button or Print but- Action—Now or Later ton, on every page? No problem. See how to make duplicate buttons in the sidebar “Duplicating Buttons. ” Consider the buttons’ actions—in some cases (such as a set of buttons that open a series of documents), it’s sim- Those Annoying Mistakes...
Page 324: Configuring A Push Button
Configuring a push Button Buttons commonly change appearance when you move the pointer over Mouse Actions them, and they may change yet again when you click them. These changes are called button states. Acrobat offers four different button behaviors, Buttons can cause different and one behavior, Push, allows you to configure different states for the actions depending on where buttons.
Page 325 Belly Up to the Toolbar All of the tools used for modi- fying buttons, links, and toolbars are on the Prop- erties toolbar. Right-click the toolbar well at the top of the program window and choose Properties Bar or use the shortcut Ctrl+E (Command+E).
Page 326: 118: Editing Actions
editing actions Using buttons and other interactive objects like links or bookmarks is a Jump into Action rather pointless exercise unless something happens when the user clicks the object. In the Button Properties dialog, click Actions to display the Experiment with the options options you can choose and customize.
Page 327 There are many resources available to help you learn how to write JavaScript, including the form of JavaScript used in Acrobat. For example, check out the Adobe JavaScript Scripting Guide available at http://www.adobe.com/devnet/ acrobat/javascript.html. C h a p t e r f i f t e e n...
Page 328: Chapter Sixteen: Making Your Documents Secure
C h a p t e r S i x t e e n Making Your Documents Secure Many of the PDF files you create on a regular basis need some sort of protection—to prevent unauthorized access to, or manipulation of, your files.
Page 329: Using Security Levels And Passwords For A Document
The user level, or Document Open password, which requires the user processed by a computer. to type the correct characters in order to open the file Adobe’s Extensible Meta- • data Platform (XMP) lets The master-level password, or Permissions password, which allows...
Page 330 • To prevent users from accessing items in your file, deselect the “Enable copying of text, images, and other content” check box. • Choose “Enable text access for screen reader devices for the visually impaired” to allow read- ing of the content in your document.
Page 331 Tips on Building Passwords Here are a few things to remember about Acrobat passwords: • A PDF file with both Doc- ument Open and Permis- sions passwords can be opened by using either Figure 119b Information about the security restrictions attached to the document is password.
Page 332: Creating A Digital Id Profile
Creating a Digital iD profile Acrobat—along with numerous document and process management systems—uses a digital signature (also known as a digital ID or digital profile) to secure content. A digital signature, like a handwritten signa- ture, represents you. A digital signature has two parts: a public key and a private key. For- tunately, you don’t have to decide which key to use when.
Page 333 2. To build a new signature, click Add ID on the dialog’s toolbar. The Add Sharing and Importing Digital ID dialog opens, giving you four options. The first three deal Digital IDs with existing IDs: You can find an existing ID from a file, a roaming ID stored on a server, or a device connected to your computer (like a In order to open a docu- smart card).
Page 334 2. Enter the new signature’s description and information (Figure 120b): • Click Export to open the Data Exchange File-Exporting Contact Information wizard. Step through the wizard and specify the destination (e-mail or export), add an optional digital sig- nature, choose a storage location, and review the results;...
Page 335 • Signing a document by • Adobe Policy server. This Adobe-hosted server controls access to your selecting Use for Signing document using named users, and can track document access and versions, • Certifying a document by set dates on documents, and apply watermarks and expiration dates.
Page 336: 121: Signing A Document
Signing a Document One way to apply a digital ID to a PDF document confirming the file as a Certify It or Sign It? legally correct document is to certify it. This affirms the contents as cor- rect and specifies the types of changes allowed to the document. For Decide when you need to example, a form may be certified and allow the user to fill in the fields;...
Page 337 • If the signature includes the Reason option, specify why the docu- Encryption or ment is being certified using choices from the Reason pop-up menu Signature—Not Both (see #120, “Creating a Digital ID Profile”). • You can’t encrypt a document Specify the rights you want to grant the user from the Permitted that contains signatures.
Page 338 4. Click Sign to open the Save As dialog. Name the file and select its stor- Preview Before age location; click Save to close the dialog. You’ll see your signature in Signing the field and listed in the Signatures pane, which displays automati- cally when the document is saved (Figure 121c).
Page 339: 122: Tracking Changes
tracking Changes Acrobat 9 Pro offers the ability to monitor a document containing mul- Check It Out tiple signatures and view the history and changes made at a particular Another Way point in the workflow. Rather than add multiple signatures using the Sign or Certify tool, work with the Digital Signature forms tool (read all about Choose Options >...
Page 340 What a Signature Can Tell You Make sure the members of a review group all have the same sets of certificates; a missing certificate results in an unknown signature. You can get certificate informa- tion directly from a signa- Use the Digital Signatures tool to add and configure Figure 122a ture to use to validate that the fields on your document.
Page 341 Continue as described in #121, “Signing a Document. ” Finally, after the reviewing or distribution process is complete, you can check out the document at any point. When you open the file, Acrobat automatically validates the signatures for you and displays the results in the Document Message Bar.
Page 342 The differences are shown in a new window (Figure 122c). If you like, you can save the results document, or close the signed document’s window to return to the parent document. Figure 122c View differences in a document between the time a selected signature was applied and the current state of the file.
Page 343: Creating And Managing Security Policies
Security policies work in a similar way to building and using styles for text, Naming Names and you can create policies for passwords and certificates. If you work in an enterprise environment, you may have Adobe Policy Server, a separate When you are creating cer- Adobe Server product that manages security policies.
Page 344 Adobe Reader 7–9, they can’t use the 128-bit AES encryption option your favorite is listed in the that lets you secure only attachments. If you choose the 256-bit AES Secure task button’s menu.
Page 345: Managing Multimedia And Security Trusts
Managing Multimedia and Security trusts In Acrobat there are several types of security and trusts that you can Whom Do You Trust? access in different locations. In addition to managing your trusted identi- ties, you need to establish trusts for using multimedia. New to Acrobat 9, In the Trust Manager, click you can choose and export your security settings to share with recipients, Change Settings to open...
Page 346 Trusted Identities. Trusted authors come to you via the digital ID you Pick Your Player hold for an identity. To add someone to your list, open the Signature Panel for a document that includes the signature and follow these steps: In the Multimedia Trust (leg- acy) preferences, you can 1.
Page 347 Let Acrobat handle automatic updates for root certificates from an weren’t enough, Acrobat 9 Adobe server. The default action includes asking you first before instal- includes an Enhanced lation. How considerate! Security feature. In the Preferences, click Security Managing All Your Security Settings.
Page 348 4. In the final Save Security Settings dialog, name the file and click Save. The settings are stored in an AXML (Adobe XML) file using the file type .acrobatsecuritysettings. If you want to import security settings, choose Advanced > Security >...
Page 349: Using Secure Epaper
Simply embed the attachments in a Security Envelope, encrypt the If you are working with the Security Envelope using a password or certificate security method, and Adobe Policy Server, you can then e-mail it. Only the person with rights to open the Security Envelope apply the Security Envelope process directly through can see the contents.
Page 350 Then store it in this location: • Click Finish to close the wizard. Program Files\Adobe\ Acrobat\DocTemplates\ENU. 3. The next step depends on the policy and delivery options you selected: The next time you want to •...
Page 351 Once your recipient receives the e-mail, the Security Envelope appears as an attachment. The recipient can’t open the attachment without the proper permissions and must enter the password used to encrypt the Security Envelope. C h a p t e r S i x t e e n Making Your Documents Secure From the Library of Daniel Dadian...
Page 352: Index
Aviation Industry Computer-Based Adobe PDF Document Properties within, 52 dialog, 22–24 Training Committee (AICC), 176 Flash Player in, 259 Adobe PDF printer driver, 22 help for, 4 Adobe PDF Settings dialog, 45–46 layered documents in, 283–284 Adobe PDF standard option backgrounds navigating interface for, 2–3...
Page 353 color in, 14 bookmarking Access files, 32 customizing portfolio, 69 setting preferences for hidden, 84 selecting for vision-impaired, 118 validating form, 241–242 actions and, 299 adding, 305–306 simulating paper and ink, 93, 112 working with 3D, 268–269 X/Y coordinates for placing, 133 advantages of, 296 color modes, 155 drawings, 296–297...
Page 354 status of, 109 metadata from document, 83–84 Edit Sequence dialog, 143 pages, 128, 130, 131 cropping and rotating pages in, Edit Video dialog (Presenter), 171 132–133 signature fields, 326 editing descreen option, 56 display options for, 81 actions, 315–316 examining, 83–84 deskew, 56 bookmark color, 306 despeckle option, 56...
Page 355 152 splitting into multiple PDFs, accessibility of, 123, 238 watermarking, 140 129, 130 Acroforms vs. LiveCycle Designer Import Comments from Adobe supported movie formats, 264, forms, 233 Acrobat dialog, 202 265, 266 calculations and field behaviors importing types of PDF formats, 88, 89 for, 241–243, 249...
Page 356 Model Tree, 274, 275, 287 TouchUp Object tool, 152 log files, 23 modifying using with 3D models, 272 log-in name for author, 193 Adobe PDF printer driver, 22 keyword searches, 15, 16 Lotus Notes, 40 document information, 80–82 knockouts, 113 droplets, 111 objects with TouchUp Object, 151–152...
Page 357 starting from within Distiller, naming (continued) destinations, 307–308 50–51 page cache settings, 8 templates with placeholder for 3D form fields, 241 page margins, 132 merged Word PDF documents, 29 models, 269 Page Number and Date Format dialog, Web pages converted to, 38–39, navigating Acrobat’s interface, 2–3 54–55...
Page 358 191 how to adjust, 7–9 background text on document, reports managing Acrobat.com, 208, 209 Accessibility, 122 modifying Adobe PDF printer noncontiguous pages, 98 creating preflight, 109 driver, 22, 23 PDFs from Windows applications, generating repair hints, 121–122 multimedia, 261 22–24...
Page 359 Send by E-mail for Review wizard, stopping integration of comments, scanning (continued) reasons for page conversion 214–215 Send for Shared Review wizard, storing droplets, 110 with, 158 unable to append scanned file in 211–213 structure, tags vs. document, 119 Sharable Content Object Reference Structure Elements dialog, 306 portfolio, 75 SCORM (Sharable Content Object...
Page 360 Start menu, 110 U3D format, 270 converting PDF files in, 21 277–278 undoing crops, 133 editing files in Adobe 3D exporting comments to Word, unlocking existing preflight profiles, Reviewer, 270–271 200–203 working with content in, 268–269...
Page 361 Get free online access to this book! And sign up for a free trial to Safari Books Online to get access to thousands more! With the purchase of this book you have instant online, searchable access to it on Safari Books Online! And while you’re there, be sure to check out the Safari on-demand digital library and its Free Trial Offer (a separate sign-up process)—where you can access thousands of technical and inspirational books,...

This manual is also suitable for:

Acrobat 9 standard Acrobat 9 professional Acrobat 9 extended

Adobe ACROBAT 9 HOW-TOS Manual

Quick Links

Related Manuals for Adobe ACROBAT 9 HOW-TOS

Summary of Contents for Adobe ACROBAT 9 HOW-TOS

This manual is also suitable for:

Table of Contents