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Page 2 About the built-in help features Using Help for vision- and motor-impaired users Opening the Help documentation Using the How To pages Using Acrobat Online Accessing the Adobe Solutions Network Using online support Customer support Adobe Press The Adobe Certification program...
Page 3 About the built-in help features Adobe® Acrobat® 3D offers many built-in features to assist you while you work, including the Help window you're using right now: Help documentation. How To pages. (See Using the How To pages.) Tool tips, which identify the various buttons, tools, and controls in the work area by name.
Page 4 Vision- and motor-impaired users can use the Accessibility Setup Assistant to change how PDF documents appear on-screen and are handled by a screen reader, screen magnifier, or other assistive technology. The first time you start Adobe Acrobat, the Accessibility Setup Assistant starts if Acrobat detects assistive technology on your system. (See...
Page 5 Using the Help navigation pane to find topics. Complete Acrobat 3D Help A. Contents, Search, and Index tabs in the Help navigation pane B. Help topic pane You can drag the vertical bar between the navigation pane and the topic pane to change their widths.
Page 6 Using the Help navigation pane to find topics The Help window opens with the Contents tab selected in the navigation pane. Click the Contents tab to view the Help topics organized by subject matter, as in the Table of Contents of a book. You can click the icons to the left of the topics to collapse or expand the outline.
Page 7 Navigating your Help-session history The Help system maintains a history of your Help session so that you can go back and forth quickly among the topics you open. Click the Previous Topic button on the Help toolbar to return to topics you opened earlier in your Help session.
Page 8 You can print any individual topic from the Help documentation. From the Help window, each topic must be printed individually. Your Acrobat 7.0 installation CD includes the Complete Acrobat 7.0 Help documentation as an Adobe PDF file that you can print either in part or as a whole.
Page 9 Using other Help features Choosing Help > Acrobat Online leads to links for software downloads, product information, support documents, and more. (See Using Acrobat Online.) The Help menu also contains links to various online resources and references.
Page 10 Using the How To pages The How To pages supplement the Complete Acrobat 7.0 Help, offering overviews of some popular topics. The How To window appears on the right side of the document pane and never blocks the view of your open document. You can position the How To window to the left of the document pane if you prefer.
Page 11 Acrobat-related products. To use Acrobat Online: 1. In Acrobat, Choose Help > Acrobat Online to open the Adobe Acrobat web page. Note: You must have an Internet connection and a web browser installed. Acrobat Online starts your browser using your default Internet configuration.
Page 12 Accessing the Adobe Solutions Network The Adobe Solutions Network (ASN) provides various product and technical resources for developing with Acrobat and Adobe PDF. Here you can find software developer kits (SDKs), sample libraries, the developer knowledgebase, and technical guides for areas ®...
Page 13 To use the Adobe Acrobat online support page: 1. Choose Help > Online Support. 2. Click Refresh to make sure that you have the latest version of the Adobe Acrobat support page. (Information is constantly updated, so it is important to refresh the page.) 3.
Page 14 Customer support When you register your product, you are eligible for product support. Visit the Adobe support website for details or refer to the technical support card provided with the Acrobat documentation. Adobe Systems also provides automated technical support. See the ReadMe file installed with the program for additional information.
Page 15 Adobe Press Adobe Press offers books that provide in-depth training on Adobe software, including the ® Classroom in a Book series. To purchase Adobe Press titles, visit www.adobepress.com (English only) or visit your local bookstore.
Page 16 ® Adobe Certified Experts, Adobe Certified Instructors, or Adobe Authorized Learning Providers. Certification is available for several geographical regions. Visit the Partnering with Adobe website at http://partners.adobe.com (English only) to learn how you can become certified.
Page 17 ACROBAT ESSENTIALS What is Adobe PDF? Why use Adobe PDF? Working with Adobe Acrobat Updating Acrobat...
Page 18 PDF is the standard for the secure, reliable distribution and exchange of electronic documents and forms around the world. Adobe PDF files are compact and ®...
Page 19 Recipients can't open files because they Anyone, anywhere can open a PDF file. All don't have the applications used to create you need is the free Adobe Reader software. the files. Combined paper and electronic archives are PDF files are compact and fully searchable,...
Page 20 If you want to prepare a document for online viewing If you want others to review an Adobe PDF file If you want to work with AutoCAD or Visio layers in an Adobe PDF document If you want to control the color in your document...
Page 21 Use bookmarks. Click bookmarks in the Bookmarks tab of the navigation pane to move through the PDF document. You can use bookmarks to jump to a destination within an Adobe PDF document, to another document, or to a web page. You can also add your own bookmarks to PDF documents. (See Creating bookmarks.)
Page 22 If you want to select and copy text, tables, or images To copy an image, a table, or a small amount of text, use the Select tool . The pointer in the document pane varies depending on whether the pointer hovers over text, an image, or a table.
Page 23 If you want to set tool and object properties You can customize many settings in Acrobat by choosing Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). For setting properties of some tools and other objects, you can use the Properties Bar. For example, while adding note comments to a PDF document, you may want the Note tool to remain selected.
Page 24 PDF document, minimize the size of the file by choosing File > Reduce File Size to save the restructured document under a new name. Extract pages. You can extract pages from an Adobe PDF document by using the Extract command. You can delete the extracted pages or copy them to a separate file. (See...
Page 25 If you want to add headers, footers, watermarks, and backgrounds Choose Document > Add Headers & Footers to add headers and footers. (See Adding headers and footers.) If your document in the original application includes page numbering, those page numbers appear in the PDF document.
Page 26 If you want to create documents that extend features to Adobe Reader users If you want to create a PDF document that gives Adobe Reader users some of the tools and features that are normally available only in Adobe Acrobat, you need to include additional usage rights.
Page 27 PDF documents only for a limited time. (See Encrypting Adobe PDF files using security policies.) Apply the same security settings to a number of PDF documents by creating a user security policy.
Page 28 Acrobat provides a set of features that let you create accessible documents from new or existing PDF documents. Check your Adobe PDF documents for accessibility before distributing them to users. (See Checking the accessibility of Adobe PDF documents.)
Page 29 Creating Adobe PDF files from multiple files.) Easily search an Adobe PDF file or a folder of Adobe PDF files for a particular word or phrase whether that folder is on your computer or on your network. (See About searching Adobe PDF documents.)
Page 30 If you want to view an Adobe PDF document on the web PDF documents can be opened either in Acrobat or in a web browser. In Windows, you may need to configure your web browser to open PDF documents. In Acrobat, open the Internet panel of the Preferences dialog box.
Page 31 Add navigational elements, such as bookmarks and links. (See Using bookmarks Using links.) Create a structured or tagged Adobe PDF file to provide as much viewing flexibility as possible. (See About accessibility and Adobe PDF documents.) Reduce the file size so it's as compact as possible. (See Reducing Adobe PDF file size.)
Page 32 If you want others to review an Adobe PDF file If you want people to review your Adobe PDF document and make comments, you can start an automated email-based or browser-based review to simplify the reviewing process. The review features streamline your document reviews by providing a variety of tools and automated support throughout the review cycle.
Page 33 If you want to work with AutoCAD or Visio layers in an Adobe PDF document Create the Adobe PDF document, and include only those layers you want from your AutoCAD or Visio file. (See Converting Microsoft Visio files (Windows) Converting Autodesk AutoCAD files (Windows).)
Page 34 If you want to control the color in your document Adjust color settings when you create the Adobe PDF document. (See Creating custom Adobe PDF settings.) Specify a color management engine, define working spaces, and set other color management options. (See Managing color in Acrobat.)
Page 35 If you want to create a document for high-end output: ® ® Create the Adobe PDF document by converting a PostScript file using Distiller more control over the PDF components. (See Creating PostScript files.) Or, change the conversion settings if you create a PDF document from within an authoring application or Acrobat.
Page 36 Acrobat files and components can be updated in a variety of ways. Some updates are available if you open an Adobe PDF document that triggers the updating process. For example, if you open a form that uses Asian-language fonts, Acrobat asks if you want to download the fonts.
Page 37 What's New in Adobe Acrobat 3D New features...
Page 38 3D models in U3D format to PDF documents, and it includes the 3D Toolbar for interacting with the 3D model. With Acrobat 3D, you can add 3D content to a PDF document by importing directly from 3D CAD files or by capturing content from 3D CAD applications.
Page 39 Capture 3D models If you don't have access to a 3D CAD file or if a 3D CAD file isn't supported, you can capture the 3D model, much in the same way you can capture a screen shot.
Page 40 Enhanced 3D Toolbar The 3D Toolbar includes tools that let you rotate, pan, and zoom in or out of the 3D content. You can also change the 3D model's lighting, render style, background color, and more.
Page 41 Model Tree The Model Tree appears on the left side of the application window, where the Bookmarks tab appears. The Using the Model Tree, you can hide or isolate 3D model parts, create views that you can return to, and obtain metadata information.
Page 42 Add review comments to 3D models Comments added to a 3D object are associated with a particular view. If the view is changed--for example, if the 3D object is rotated or moved--the comments are no longer visible.
Page 43 Cross Sections Applying a cross section of a 3D model is like cutting it in half and looking inside. Use the Cross Section Controls dialog box to adjust the alignment, offset, and tilt of the cutting plane.
Page 44 3D Measurement Use the Distance tool to measure the distance, angle, and radius of 3D models. You can also turn on annotation so that you can view your measurements as comments.
Page 45 Add 3D content to Microsoft Work, Excel, or PowerPoint When you install Adobe Acrobat 3D, a fourth icon is added to the PDFMaker toolbar that appears in Microsoft Word, Microsoft Excel, and Microsoft PowerPoint. This icon lets you embed a 3D file in the application's document, slideshow, or spreadsheet. Users can...
Page 46 Adobe Acrobat 3D Toolkit To create and edit 3D models, use the Adobe Acrobat 3D Toolkit. You can convert CAD, V2ML, and a number of other file formats, complete with animations, lighting, and other special manipulations that you can apply in Adobe Acrobat 3D Toolkit.
Page 47 Opening documents Navigating in documents Viewing documents Using layout tools Customizing the work area Setting preferences Managing plug-ins Viewing Adobe PDF documents in a web browser Working with non-English languages in Adobe PDF files Working with Adobe Version Cue managed projects...
Page 48 About the work area The Acrobat window includes a document pane that displays Adobe PDF documents and a navigation pane on the left side that helps you browse through the current PDF document. Toolbars at the top of the window and the status bar at the bottom of the window provide other controls that you can use to work with PDF documents.
Page 49 Choose View > Navigation Tabs > [desired tab]. Click the tab on the left side of the document pane. Note: The creator of the Adobe PDF document may set the contents of the navigation tabs. In some cases, a tab may not contain any content.
Page 50 Using context menus Acrobat provides context-sensitive menus that display commands for the particular item under the pointer. For example, you can right-click (Windows) or Control-click (Mac OS) the toolbar area to display a context menu that contains toolbar options and the most commonly used toolbars.
Page 51 About toolbars The Acrobat toolbar area includes a set of toolbars, some of which appear by default and some of which are hidden. Toolbars open by default A. File toolbar B. Tasks toolbar C. Basic toolbar D. Zoom toolbar E. Rotate View toolbar F. How To toolbar Buttons on the Tasks toolbar behave somewhat differently from other toolbar buttons.
Page 52 Selecting tools As a general rule, you should use the Hand tool when browsing through PDF documents. However, you can select a number of other helpful tools from the toolbars. To select a tool: Do one of the following: From the Tools menu, choose the toolbar name, and then choose the tool. To select a visible tool in a toolbar, click the tool, or make the appropriate keystroke.
Page 53 Using the Properties toolbar The Properties toolbar provides easy access to the properties for many tools and objects, including links, comments, form fields, media clips, and bookmarks. The item selected determines the contents of the Properties toolbar. When the Properties toolbar is displayed, it appears by default as a floating toolbar. If you prefer, you can dock it next to the other toolbars.
Page 54 Opening documents You can open an Adobe PDF document from your email application, from your file system, on a network from within a web browser, by choosing File > Open in Acrobat, or by using the new Organizer window. The initial view of the PDF document depends on how its creator set the document properties.
Page 55 Navigating in documents You can navigate in Adobe PDF documents by paging through them or by using navigational tools such as bookmarks, page thumbnails, and links. You can also retrace your steps through documents to return to where you started.
Page 56 Paging through documents The navigation controls in the status bar at the bottom of the window provide a quick way to navigate through documents. In addition, you can use menu commands, the Navigation toolbar, and keyboard shortcuts for paging through a PDF document. Navigation controls A.
Page 57 To retrace your viewing path: Do one of the following: To retrace your path within an Adobe PDF document, choose View > Go To > Previous View or Next View. The Next View command is available only if you have chosen Previous View.
Page 58 Navigating with bookmarks Bookmarks provide a table of contents and usually represent the chapters and sections in a document. Bookmarks appear in the navigation pane. For information on adding bookmarks to an Adobe PDF document, see Creating bookmarks. Bookmarks tab A. Bookmarks tab B. Expanded bookmark C. Click to display bookmark Options menu.
Page 59 Navigating with page thumbnails Page thumbnails provide miniature previews of document pages. You can use thumbnails in the Pages tab to change the display of pages and to go to other pages. The red page- view box in the page thumbnail indicates which area of the page is displayed. You can resize this box to change the zoom percentage.
Page 60 Navigating with links Clicking a link in a PDF document is like clicking a link on a website. Links take you to another location in the current document, to other PDF documents, or to websites. The PDF document creator determines what links look like in the PDF document. For information on adding links to a PDF document, see Creating links.
Page 61 Viewing layers Information can be stored on different layers of an Adobe PDF document. The layers that appear in the PDF document are based on the layers created in the original application. You can examine the layers and show or hide the content associated with each layer by using the Layers tab in the Navigation pane.
Page 62 Navigating documents with file attachments Acrobat lets you attach any file to an Adobe PDF document so that any user can open it for viewing. If the PDF document is moved to a new location, your attachment automatically goes with it. If you open a PDF document that has files attached, the Attachment icon appears in the Status tray.
Page 63 Reading article threads Articles are electronic threads that lead you through a document. An article typically begins on one page and continues on a different page later in the document, in the same way as articles skip pages in traditional newspapers and magazines. When you read an article, the page view zooms in or out so that the current part of the article fills the screen.
Page 64 Viewing documents Acrobat provides tools that help you adjust the view of your Adobe PDF documents, including simple tools such as Zoom In and Zoom Out, and more advanced tools. You can also adjust the view by rotating pages and determining whether you'll see one page at a time or a continuous flow of pages.
Page 65 Use the Hand tool to move around the page so that you can view all the areas of it. Moving an Adobe PDF page with the Hand tool is like moving a piece of paper on a desk with your hand.
Page 66 Magnifying and reducing the view The toolbar and status bar offer several methods for magnifying the view of PDF documents: The Zoom In and Zoom Out tools let you change the document's magnification. The Dynamic Zoom tool lets you zoom in or out by dragging the mouse or mouse wheel up or down.
Page 67 Using the Wireframe view The Wireframe view applies a constant stroke width (one pixel) to lines, regardless of zoom. When you print the document, the stroke width will print at the true width. The Wireframe view is off by default. To use the Wireframe view, choose View > Wireframe.
Page 68 Changing the page layout is especially useful when you want to zoom out to get an overview of the document layout. You can use the following page layouts when viewing Adobe PDF documents: Single Page displays one page in the document pane at a time.
Page 69 Using split-window view The split-window view divides the document pane into two panes (Split command) or four panes (Spreadsheet Split command), allowing you to see different views or pages of the same PDF document at the same time. With the Split command you can scroll, change the magnification level, or turn to a different page in the active pane without affecting the other pane.
Page 70 Viewing a document in multiple windows You can create multiple windows for the same document using the Window > New Window command. New windows have the same size, magnification, and layout as the original window and open at the same page and on top of the original window. When you open a new window, Acrobat adds the suffix 1 to the original file name and assigns the suffix 2 to the new window.
Page 71 Reading documents in read mode The read mode is designed to give you a clean work area for when you're simply reading PDF documents. Click the Hide Toolbars button to retain the menu bar and the navigation pane and move a limited selection of tools to the status bar at the bottom of the work area.
Page 72 Reading documents in Full Screen mode In Full Screen mode, Adobe PDF pages fill the entire screen; the menu bar, command bar, toolbar, status bar, and window controls are hidden. A document creator can set a PDF document to open in Full Screen mode, or you can set the view for yourself. Full Screen mode is often used for presentations, sometimes with automatic page advancement and transitions.
Page 73 Using layout tools Acrobat includes a set of tools that helps you fine-tune the layout of your Adobe PDF documents. Tools such as grids, rulers, guides, measurement tools, and the Info panel are especially useful when you're designing forms, inspecting CAD drawings, and preparing for professional printing.
Page 74 Viewing grids You can use grids to accurately line up text and objects in a document. When turned on, the grid is visible over the document. The Snap To Grid option aligns an object with the nearest grid line when you move the object. To view or hide the grid: Choose View >...
Page 75 Creating ruler guides Horizontal and vertical rulers let you check the size of objects in your documents. You can also create guides in your document, which are especially useful for lining up objects, such as form fields. You can change the unit of measurement and color used in the ruler. To create ruler guides: 1.
Page 76 Measuring objects in a document The Measuring toolbar helps you measure distances and areas of objects in PDF documents. The measuring tools are especially useful when you want to determine the width, height, or area of objects in a form or CAD drawing, or when you want to measure certain areas of a document before sending it to a professional printer.
Page 77 Viewing the Info panel The Info panel lets you see the coordinate position of the mouse pointer within the document pane. The position numbering begins at the upper left corner of the document. The Info panel also shows the width and height of a selected object as you resize it. To use the Info panel: 1.
Page 78 Customizing the work area You can change the appearance of the work area to better suit your working style. For example, you can change the appearance and location of toolbars and the navigation pane and lock their position on the desktop. The work area that you create becomes the default work area on your system until you change it.
Page 79 You can use the Preferences dialog box to define a default page layout and customize your application in many other ways. These preferences control the application on your system; they are not associated with a particular Adobe PDF document. Note: If you install any third-party plug-ins, set these preferences using the Third-Party Preferences menu item.
Page 80 Convert From PDF Sets options for converting Adobe PDF content to various file types using the Save As command. Any changes you make in the conversion options accessed through the Save As command are reflected in this preferences panel. (See...
Page 81 Determines which documents automatically show a status dialog box when they are opened. Display Splash Screen Determines whether the application splash screen appears each time the application starts. Use Only Certified Plug-Ins Ensures that only Adobe-certified third-party plug-ins are loaded.
Page 82 Display Page To Edge Eliminates the thin white border that is displayed around the edge of Adobe PDF pages created by some applications. If you do not select this option, pages are printed with a white border, as defined by the printer driver.
Page 83 Enable Text Selection For The Hand Tool Enables the Hand tool to automatically function as the Select tool when it hovers over text in an Adobe PDF document. Disable Edit Warnings Disables warning boxes that would normally open when you delete items such as links, pages, page thumbnails, and bookmarks, for example.
Page 84 Left Click To Go Forward One Page; Right Click To Go Back One Page Lets you page through an Adobe PDF document by clicking the mouse. You can also page through a document by pressing Return, Shift-Return (to go backward), or the arrow keys.
Page 85 To disable a plug-in: 1. On Windows, open the plug_ins folder inside the Acrobat folder within the Acrobat 3D application folder. On Mac OS, Control-click the application icon, and choose Show Package Contents. Then double-click the Contents folder and open the Plug-ins folder.
Page 86 Viewing Adobe PDF documents in a web browser Acrobat makes viewing Adobe PDF documents on the web easy. You can view PDF documents in your browser, or you can set up Acrobat to work as a separate helper application so that when you open or download PDF documents from the web, they open in a separate Acrobat window.
Page 87 Viewing in a browser in Windows You can view the PDF document in the web browser if you are using Internet Explorer 5.5 or later, Netscape Navigator 7.1 or later, or America Online 9.0 or later. Because keyboard commands may be mapped to the web browser, some Acrobat shortcuts may not be available.
Page 88 Viewing in a browser in Mac OS Acrobat 3D works automatically with Safari version 1.2.3 or later and Mac OS 10.3 or later to make viewing Adobe PDF documents on the web easy. The first time you open Acrobat 3D, your system automatically is configured to use Acrobat to open PDF files in your browser.
Page 89 Working with non-English languages in Adobe PDF files Adobe Acrobat lets you view, search, and print PDF documents that contain Asian (Traditional and Simplified Chinese, Japanese, and Korean), Central and Eastern European, and Cyrillic text. You can also use these languages when you fill in forms, add comments, and apply digital signatures.
Page 90 In Windows, you must install the Asian language support files by using the custom installation and selecting the Asian Language Support options under Create Adobe PDF and View Adobe PDF. You must also have Asian language support installed for your system.
Page 91 About Central and Eastern European-language Adobe PDF files You can work with Adobe PDF files that contain Cyrillic text (including Bulgarian and Russian), Central European text, and Eastern European text (including Czech, Hungarian, and Polish), if the fonts are embedded in the PDF files. If the fonts are embedded, you can view and print the files on any system.
Page 92 About Hebrew, Arabic, Thai, and Vietnamese Adobe PDF files Adobe Acrobat supports the entry and display of Hebrew, Arabic, Thai, and Vietnamese text. By default, Right-To-Left Language Options is enabled under Arabic and Hebrew regional settings. (See Enabling right-to-left languages.)
Page 93 Indic) used for creating and filling out certain form fields, adding digital signatures, and creating text box markups. To enable right-to-left language options in Adobe Acrobat: 1. Choose Edit > Preferences. 2. In the Preferences dialog box, select International, and then select Enable Right-To-Left Language Options.
Page 94 Version Cue is an innovative set of features designed to increase your productivity when you work alone or collaborate with others. Version Cue integrates design management into your existing workflows within and across Acrobat 3D, Adobe Creative Suite, Adobe® GoLive® CS, Adobe® Illustrator® CS, Adobe® InDesign® CS, Adobe®...
Page 95 Finding Adobe PDF Files Using Organizer Using the Organizer window...
Page 96 Using the Organizer window Organizer helps you find PDF files that you've previously opened and PDF files that you've organized into collections and favorites. With Organizer, you can see thumbnail images of PDF pages to quickly find files, organize related PDF files, and quickly browse, find, and sort PDF files that you recently viewed.
Page 97 Using the categories pane of the Organizer window The categories pane of the Organizer window contains four categories to help you locate and organize PDF files that reside on your computer, on a network, and on the web: History contains subcategories that list all PDF files that you've opened during a specified period of time.
Page 98 If you want to combine the PDF files into a single PDF file, click Create PDF From Multiple Files, and then see Creating Adobe PDF files from multiple files. If you want to start an email-based review of a PDF file or upload a PDF file for a...
Page 99 Using the pages pane of the Organizer window The pages pane of the Organizer window displays thumbnails for every page of all PDF files that are selected in the files pane. The Zoom slider and buttons at the bottom of the pages pane let you adjust the size of the page thumbnails. If a selected PDF file contains special document properties, such as layers, attachments, or a digital signature, an icon appears for each property in the thumbnail's title bar;...
Page 100 ADOBE PDF CREATION About creating Adobe PDF files Creating Adobe PDF files from other applications Using the Adobe PDF printer Creating a custom page size...
Page 101 Adobe PDF files need to be changed. Other users, because of their heavy use of images, fonts, and color, for example, routinely prefer to customize...
Page 102 Creating Adobe PDF files from other applications You can create Adobe PDF files from applications other than Acrobat using any of three methods. Use the Save As or Export command to create an Adobe PDF file from the current file. ® ®...
Page 103 To create an Adobe PDF file using the Print command (Windows): 1. Open the file that you want to convert to an Adobe PDF file in its authoring application, and choose File > Print. 2. Choose Adobe PDF from the list of printers.
Page 104 Creating custom Adobe PDF settings. 3. To add security to the PDF file, choose one of the following options from the Adobe PDF Security menu: Reconfirm Security For Each Job opens the Adobe PDF - Security dialog box each time you create a PDF file using Adobe PDF printer.
Page 105 To delete a folder and reassign Adobe PDF to the default port: 1. Quit Distiller if it is running, and allow a few minutes for all queued jobs to Adobe PDF to complete.
Page 106 Adobe PDF files using Acrobat Distiller Setting Distiller preferences.) 2. In an authoring application such as Adobe InDesign, choose File > Page Setup, and do the following: Select Adobe PDF 7.0 from the Format For menu. Specify the paper size, orientation, and scale as necessary. To create custom page sizes, Creating a custom page size.
Page 107 Setup in the Print dialog box to access the list of printers, and then click Properties or Preferences to customize the Adobe PDF settings.) 2. In the Adobe PDF Settings tab, click the Add button next to the Adobe PDF Page Size menu.
Page 108 Creating Adobe PDF Files Using PDFMaker About Acrobat PDFMaker Converting web pages in Internet Explorer (Windows) Converting Microsoft Office files (Windows) Converting Microsoft Office files (Mac OS) Adding 3D files to Word, Excel, and PowerPoint Converting Microsoft Outlook email messages (Windows)
Page 109 Files created in a number of applications (including Microsoft Access, Excel, Internet Explorer, Outlook, PowerPoint, Project, Publisher, Visio, Word, and Autodesk AutoCAD) can be converted directly to Adobe PDF files without leaving the authoring application. In all cases, PDFMaker is used for the conversion in each authoring application and the resulting files are Adobe PDF files.
Page 110 Choose Convert Web Page To PDF from the Convert Current Web Page To An Adobe PDF File pop-up menu. 2. In the Convert Web Page To Adobe PDF dialog box, specify a file name and location, and then click Save.
Page 111 (Microsoft Office files).) By default, the Adobe PDF file is saved in the same folder as the source file, using the same file name, but with a .pdf extension. The conversion of files to Adobe PDF uses the printer settings or page setup you have chosen for your Microsoft application.
Page 112 Regardless of whether this option is selected, Acrobat does not start if you convert an email attachment. Prompt For Adobe PDF File Name lets you enter a custom file name for the resulting PDF file. To save the file in the same folder as the source file, using the same name as the source file but with a .pdf extension, leave this option unselected.
Page 113 PDFMaker inserts blank bookmarks for each missing level. To change the Bookmark options: 1. In Word, choose Adobe PDF > Change Conversion Settings, and click the Bookmarks tab. 2. To convert Word headings or styles to PDF bookmarks, select the options you want: Convert Word Headings To Bookmarks and Convert Word Styles To Bookmarks.
Page 114 Word cross-references, tables of contents, footnotes, and endnotes to PDF links. To change the Word Features options: 1. In Word, choose Adobe PDF > Change Conversion Settings, and click the Word tab. 2. Select the options you want to convert in the Word Features section.
Page 115 4. In the Save dialog box, specify a file name and folder in which to save the PDF file, and click Save. By default, the Adobe PDF file is saved in the same folder as the source file, using the same file name but with a .pdf extension.
Page 116 Adding 3D files to Word, Excel, and PowerPoint When you install Acrobat 3D, a fourth icon appears in the PDFMaker toolbar in Microsoft Word, Microsoft Excel, and Microsoft PowerPoint. This icon lets you embed a 3D file in the Microsoft Office application's document, spreadsheet, or slide. In the Microsoft application, a preview of the 3D model appears.
Page 117 Acrobat adds the PDFMaker toolbar to the Microsoft Outlook application, which lets you convert one or more email messages, or a folder of email messages, to an Adobe PDF file or append an email message to an existing PDF file. In addition, the Attach As Adobe PDF toolbar appears in the Outlook email Message window.
Page 118 Converting Microsoft Project files (Windows) You convert Microsoft Project files to Adobe PDF files in the same way as you convert Office files to Adobe PDF files, except in Project, you can convert only the currently selected view. To change the PDF conversion settings, choose Adobe PDF > Change Conversion Settings in Project.
Page 119 Converting Microsoft Access files (Windows) You convert Microsoft Access files to Adobe PDF files in the same way as you convert Office files to Adobe PDF files. (See Converting Microsoft Office files (Windows).) To edit the PDF conversion settings in Access, choose Adobe PDF > Change Conversion Settings.
Page 120 Converting Microsoft Publisher files (Windows) Adobe PDF files converted from Microsoft Publisher support crop marks, bleed marks, links, bookmarks, spot colors, transparency, and CMYK color conversion. To convert a Microsoft Publisher file to an Adobe PDF file: 1. Open the Publisher document.
Page 121 The default Acrobat installation adds the PDFMaker toolbar to Microsoft Visio, which lets you convert one or more pages in a Visio file to an Adobe PDF file quickly and easily from within Visio. Adobe PDF files created from Visio files preserve page sizes and support layers, searchable text, custom properties, links, bookmarks, and comments.
Page 122 Visio layers to convert A. Layers in the Visio file B. Visio layers to convert to PDF layers To select Visio layers to convert to PDF layers: 1. In Visio, start to convert a Visio file to an Adobe PDF file. (See Converting Microsoft Visio files (Windows).) In the last step, select the Retain Some Layers In The Selected Page option.
Page 123 For additional information, see "Editing PDFMaker conversion settings (Windows)" on page 88.) 2. To convert the drawing to an Adobe PDF file, click one of the following buttons on the Adobe PDF toolbar:...
Page 124 The Layers In Drawing list shows all the layers in the AutoCAD file. You transfer layers that you want to be present in the Adobe PDF file from the Layers In Drawing list to the Layers In PDF list. Only layers and objects of layers present in the Layers In PDF list are present in the Adobe PDF file.
Page 125 Any settings you have created previously are available in the PDF Layer Settings menu. You can reuse these settings, or edit and rename them at any time. To name and save a PDF setting: 1. In AutoCAD, start to convert an AutoCAD file to an Adobe PDF file. (See Converting Autodesk AutoCAD files (Windows).) In the last step, select the Retain All Or Some...
Page 126 You can use one of several sets of predefined PDFMaker settings for converting application files to Adobe PDF files, or you can customize the settings in the Acrobat PDFMaker dialog box. To display the PDF conversion settings, choose Adobe PDF >...
Page 127 Creating Adobe PDF Files Using Acrobat Creating Adobe PDF files using Acrobat Distiller Creating PostScript files Creating Adobe PDF files from various file types Creating Adobe PDF files by dragging and dropping Creating Adobe PDF files from multiple files Creating Adobe PDF files from paper documents...
Page 128 Acrobat Distiller main window (Windows) A. Menus B. Adobe PDF settings files C. Files in job queue D. Failed job E. Context menu F. Status window Note: In Mac OS, there is no context menu.
Page 129 Note: Distiller tracks the status of all files during a distilling session. The information that appears in the Distiller window saves to a file called messages.log. The messages.log file is located at \Documents and Settings\[current user]\Application Data\Adobe\Acrobat \Distiller 7 (Windows) or Users/[current user]/Library/Application Support/Adobe/...
Page 130 (Windows) When you create a PostScript file, you have to send the fonts used in the document. To send the fonts, click the Adobe PDF Settings tab in the Adobe PDF Printing Preferences dialog box, and deselect Do Not Send Fonts To "Adobe PDF". (See...
Page 131 Distiller can monitor up to 100 watched folders. When Distiller finds a PostScript file in the In folder of a watched folder, it converts the file to Adobe PDF and moves the PDF document (and usually the PostScript file and any associated log file) to the Out folder.
Page 132 Adobe PDF command from the context menu. In Mac OS, you can Control-click a file and choose an Open command to convert files. The last-used Adobe PDF settings file is used to create the PDF file. The Convert To Adobe PDF command is not available for file types that cannot be converted.
Page 133 Creating Adobe PDF files by dragging and dropping You can convert a variety of image, HTML, and plain-text file types to Adobe PDF files by dragging the files into the document pane of the Acrobat window or onto the Acrobat icon.
Page 134 Creating Adobe PDF files from multiple files You can convert different types of files and combine them into one Adobe PDF file by using the Create PDF From Multiple Files command in Acrobat. You can also use this command to combine PDF files. This command uses the conversion settings specified in the Convert To PDF preferences.
Page 135 Creating Adobe PDF files from paper documents You can create an Adobe PDF file directly from a paper document using a scanner. During scanning, you can specify whether to create a searchable Adobe PDF file by applying optical character recognition (OCR) while scanning, or create an image-only PDF file--that is, a bitmap picture of the pages that can be viewed but not searched.
Page 136 Windows Image Acquisition (WIA) drivers on Windows XP. Note: Adobe PDF documents created from scanned pages are compatible with Acrobat 5.0 and later. For compatibility with Acrobat 4.0, use a compression method other than JBIG2.
Page 137 The Image Settings options control how scanned images are filtered and compressed in the Adobe PDF document. Default settings are suitable for a wide range of document pages, but you may want to change settings for higher quality images, smaller file sizes, or scanning issues.
Page 138 Scanning tips Before you scan paper documents, consider the following tips and techniques: Acrobat scanning accepts images between 10 and 3,000 ppi. However, if you select Searchable Image or Full Text & Graphics for PDF Output Style, input resolution of 144 ppi or higher is required, and input resolution higher than 600 ppi is downsampled to 600 ppi or lower.
Page 139 Recognize Text Using OCR command. OCR software enables you to search, correct, and copy the text in a scanned Adobe PDF file. You can convert the pages in one of three file formats: Formatted Text and Graphics, Searchable Image (Exact), and Searchable Image (Compact).
Page 140 Correcting words on converted pages If you choose the PDF Formatted Text and Graphics format as the PDF Output Style, Acrobat "reads" bitmaps of text and tries to substitute words and characters for the bitmaps. When it isn't certain of a substitution, it marks the word as a suspect. Suspects are shown in the PDF as the original bitmap of the word, but the text is included on an invisible layer behind the bitmap of the word.
Page 141 URL, by opening web pages from a link in an Adobe PDF file, and by dragging and dropping a web link or HTML file onto an Acrobat window icon.The web pages are converted to PDF and opened in the document pane.
Page 142 Converting web pages by specifying a URL You can download and convert web pages from the top level of a URL, with each web page becoming multiple PDF pages if necessary. You determine whether to download pages from the top level of a site, from a specified number of levels below the top level, or from the entire site.
Page 143 Downloading and converting linked web pages If a web page that you converted to an Adobe PDF file contains links, you can download and convert any of these linked web pages. The new pages can be appended to the current PDF file or opened in a new file.
Page 144 Specifying conversion settings for capturing web pages You can specify conversion settings for each type of file to be downloaded. These options apply to web pages to be converted to PDF, not to pages already converted. You can use the Preferences dialog box to restore the original options. To open the Web Page Conversion Settings dialog box: 1.
Page 145 Setting display options for converted HTML pages You can determine the font properties and other display characteristics, such as text and background colors, of HTML pages that you convert to Adobe PDF pages. To set display options for HTML pages: 1.
Page 146 Setting Web Capture preferences You can set several preferences for opening Adobe PDF documents created from web pages and for customizing the process of converting web pages to Adobe PDF documents. To set Web Capture preferences: 1. In the Preferences dialog box, select Web Capture on the left.
Page 147 To convert screen captures to Adobe PDF files: Do one of the following: (Windows) In an authoring application such as Adobe Photoshop, capture the current window to the Clipboard. Then in Acrobat, choose File > Create PDF > From Clipboard Image, or choose From Clipboard Image from the Create PDF menu.
Page 148 Setting conversion options for image files You can set compression and color management options for supported image files. The compression settings are predefined (and unavailable) for JPEG and JPEG2000. Note: JPEG2000 compression is not backward compatible with Acrobat 4.0. Full object stream compression is not backward compatible with Acrobat 4.0 or 5.0.
Page 149 Setting conversion options for nonimage files You can set Adobe PDF settings and Adobe PDF Security settings for supported application files. For Adobe PDF settings, you can select a predefined set of options or you can edit the settings by clicking View. (See...
Page 150 Setting display options for converted text files You can determine the font properties and other display characteristics of text files that you convert to Adobe PDF files. To set display options for plain text files: 1. Do one of the following to open the Web Page Conversion Settings dialog box: Choose File >...
Page 151 Adobe PDF Settings Using default Adobe PDF settings files Creating custom Adobe PDF settings Adobe PDF settings options Making custom Adobe PDF settings available to other users Compressing and downsampling images Accessing and embedding fonts...
Page 152 Note: Check your Adobe PDF settings periodically. The applications and utilities that create Adobe PDF files use the last set of Adobe PDF settings defined or selected. The settings do not automatically revert to the default settings.
Page 153 (Windows) \Documents and Settings\All Users\Shared Documents\Adobe PDF 7.0\Settings (Mac OS) Library/Application Support/Adobe/PDF/Settings Note: By default, the edited settings file uses the name of the Adobe PDF settings on which it is based. For example, if you edit the Press Quality settings, your first custom conversion settings are saved in a file named Press Quality (1).
Page 154 Adobe PDF settings options You can edit the options in a selected settings file. The settings panels appear different in Windows and Mac OS. Related Subtopics: General options Images options Fonts options Color options Advanced options Standards options...
Page 155 Adobe PDF Settings dialog box with the General panel displayed Compatibility Sets the compatibility level of the Adobe PDF file. When you create PDF files, you need to decide which PDF version to use. Generally speaking, you should use the most recent version (in this case version 1.6) unless there's a specific need for backward compatibility,...
Page 156 (See Compressing and downsampling images.) Adobe PDF Settings dialog box with the Images panel displayed Downsample To downsample color, grayscale, or monochrome images, Distiller combines pixels in a sample area to make one larger pixel. You provide the resolution of your output device in dots per inch (dpi) and enter a resolution in pixels per inch (ppi) in the For Images Above box.
Page 157 Fonts options The Fonts options specify which fonts to embed in an Adobe PDF file, and whether to embed a subset of characters used in the PDF file. You can embed OpenType, TrueType, and Type 1 fonts. Fonts that have license restrictions are preceded by the Lock icon .
Page 158 Whether you are using color management information in the PostScript file, using Distiller CSFs, or defining custom settings, you set all color management information for Distiller on the Color panel of the Adobe PDF Settings dialog box. For more information on color management, see Managing color in Acrobat.
Page 159 The Advanced options specify which Document Structuring Conventions (DSC) comments to keep in an Adobe PDF file and how to set other options that affect the conversion from PostScript. In a PostScript file, DSC comments contain information about the file (such as...
Page 160 Computes values for the bleed box based on the offsets for the trim box of respective pages if the bleed box is not specified. The bleed box is always as large or larger than the enclosed trim box. This option uses the units specified on the General panel of the Adobe PDF Settings dialog box.
Page 161 You can reuse and share settings with other users. If you save the custom settings file in the default settings folder, it becomes available to all users, and is included in the Default Settings menu. But you can also add Adobe PDF settings files that were saved in another location to the Default Settings menu.
Page 162 Compressing and downsampling images When converting PostScript files to Adobe PDF, you can compress text and line art (which is also called vector objects), and compress and downsample color, grayscale, and monochrome images. Line art is described with a mathematical equation and is usually created with a drawing program such as Adobe Illustrator.
Page 163 However, using 4-bit ZIP compression with 8-bit data can affect the quality, since data is lost. Note: Adobe implementation of the ZIP filter is derived from the zlib package of Jean- loup Gailly and Mark Adler, whose generous assistance we gratefully acknowledge.
Page 164 Note: To apply the inserted Distiller parameters, select Allow PostScript File to Override Adobe PDF Settings. This option is on the Advanced panel of the Adobe PDF Settings dialog box in Distiller. However, selecting this option overrides the settings you selected...
Page 165 Accessing and embedding fonts When converting a PostScript file to Adobe PDF, Distiller needs access to the file's fonts to be able to insert appropriate information in the PDF file. Distiller can access a file's fonts in several ways: Type 1, TrueType, and OpenType fonts can be included in the PostScript file. For information on including fonts in a PostScript file, see the documentation that came with the application and printer driver you are using to create the PostScript file.
Page 166 Adding and removing fonts Acrobat provides a default font folder for Distiller to monitor. You can also add your own font folders. If a PostScript file that Distiller is converting refers to a font but does not contain the font itself, Distiller looks in these folders for the font information. By default, fonts are searched for in the following Windows folders: \Resource\Font in the Acrobat folder \Windows\Fonts...
Page 167 When Acrobat cannot embed a font due to the font vendor's settings, and someone who opens or prints an Adobe PDF file does not have access to the original font, a Multiple Master typeface is temporarily substituted: AdobeSerifMM for a missing serif font, and AdobeSansMM for a missing sans serif font.
Page 168 Previewing Adobe PDF documents without embedded fonts You may want to see a preview of how substituted fonts will look in your Adobe PDF document to help you decide which fonts to embed. To preview an Adobe PDF document without embedded fonts: In Acrobat, choose Advanced >...
Page 169 Finding PostScript font names If you need to enter a font name manually on the Fonts panel of the Adobe PDF Settings dialog box, you can use an Adobe PDF file to find the exact spelling of the name. To find a PostScript font name: 1.
Page 170 Saving and Converting Adobe PDF Content Saving Adobe PDF files Reducing Adobe PDF file size Converting Adobe PDF documents to other file formats Converting images to an image format...
Page 171 Saving Adobe PDF files If you modify an Adobe PDF document in Adobe Acrobat--for example, by adding comments--you can save your changes by saving the PDF file or saving a copy of the PDF file. You can also save changes to your work incrementally and then recover those changes if a problem occurs.
Page 172 Saving document changes If the document properties allow, you can save your changes to the current Adobe PDF document. Otherwise, you can save your changes to a new PDF file. To save changes to a PDF document: Do one of the following: To save the changes to the current document, choose File >...
Page 173 Preventing and recovering lost changes The Autosave feature guards against losing your work in case of a power failure by incrementally, and at regular intervals, saving file changes to a specified location. The original file is not modified. Instead, Acrobat creates an autosave file of changes, which you can recover in the event of a power failure or other problem.
Page 174 You can sometimes reduce the file size of an Adobe PDF file simply by using the Save As command. This resaves the file and does not require access to the source file used to generate the Adobe PDF file.
Page 175 Converting images to an image format.) 4. Click Save to convert the Adobe PDF document to the selected file type. By default, the source file name is used as the file name, with the new extension, and the converted file is saved in the same folder.
Page 176 Conversion options for PostScript or Encapsulated PostScript (EPS) You can convert an Adobe PDF document to PostScript for use in printing and prepress applications. The PostScript file includes full DSC (Document Structuring Conventions) comments and other advanced information preserved by Distiller. You can also create an EPS file from any Adobe PDF document for placement or opening in other applications.
Page 177 Conversion options for HTML, XML, or plain text format By default, images are converted to JPEG format. Encoding Refers to the binary values, based on international standards, used to represent the text characters. UTF-8 is a Unicode representation of characters using one or more 8-bit bytes per character.
Page 178 By default, files are saved in the same folder as the source file. If you have combined and converted multiple JPEG files into an Adobe PDF file and you want to retrieve one or more of the JPEG images for editing, you can use the Export function of the Picture Task plug-in to export images in JPEG format and open them in an image-editing application.
Page 179 Conversion options for PNG format PNG format is useful for images that will be used on the web. When you save an Adobe PDF document in an image format, each page is saved as a separate file. By default, files are saved in the same directory as the source file.
Page 180 TIFF is a flexible bitmap image format supported by virtually all paint, image-editing, and page-layout applications. When you save an Adobe PDF document in an image format, each page is saved as a separate file. By default, files are saved in the same directory as the source file.
Page 181 Conversion options for Rich Text Format or Microsoft Word format If you have an Adobe PDF version of a document, but you don't have the original application file, you can save the text to Rich Text Format (RTF), a standard for exchanging content between text-editing applications.
Page 182 Conversion options for HTML, XML, or plain text format. To convert an Adobe PDF document to accessible .txt format: In the Save As dialog box, choose Text (Accessible)(*.txt) for Save As Type (Windows) or Format (Mac OS), and click Save.
Page 183 Converting images to an image format In addition to saving every page (text, images, and vector objects) to an image format using the File > Save As command, you can convert each image in an Adobe PDF file to an image format.
Page 184 FORMS About Adobe PDF forms Setting Forms preferences...
Page 185 About Adobe PDF forms An Adobe PDF form is an electronic-based document that can collect data from a user and then send that data via email or the web. A PDF form can contain static or interactive form fields; interactive form fields let the user fill in the form using his or her computer, while static form fields must be printed and filled in by hand.
Page 186 Lets you fill in text such as name, address, and phone number. Adobe Acrobat PDF form A. Combo box B. Digital signature field C. Text boxes D. Forms Document Message Bar E. Check boxes F. Radio buttons G. List box H. Buttons...
Page 187 Lay out the static parts of the form, such as text, rectangles, text labels, and images, in an application such as Adobe Illustrator, Adobe InDesign, or Microsoft Word. (Alternatively, you can create your entire form in Adobe LiveCycle Designer, which lets you lay out static parts in addition to interactive and dynamic form elements. See...
Page 188 Show Text Field Overflow Indicator. To hide the forms document message bar by default whenever a PDF form is opened in Adobe Reader, select that option. To display the appearance of a form field when creating or editing forms, select Show Field Preview When Creating Or Editing Form Fields.
Page 189 Creating Adobe PDF Forms Using Adobe LiveCycle Designer to create forms (Windows) Making a form fillable Creating forms from scratch Creating and editing form fields Setting Acrobat form field properties Positioning form fields Using templates to generate forms dynamically with Acrobat...
Page 190 Users can fill in a PDF form created with Adobe LiveCycle Designer if they have Adobe Acrobat Standard 7.0, Adobe Acrobat Professional 7.0, Adobe Acrobat 3D, or Adobe Reader 7.0.
Page 191 Adobe LiveCycle Designer simplifies the creation of form designs for deployment as Adobe PDF or HTML forms. Using LiveCycle Designer, you can drag images and form objects, such as list boxes, drop-down lists, and buttons, onto a blank form. You can...
Page 192 PDF document copy that is opened in LiveCycle Designer. To start LiveCycle Designer outside Acrobat: Click the Windows Start button, and choose either All Programs > Adobe Designer or Programs > Adobe Designer 7.0. You can also start LiveCycle Designer while initiating a form-related task for a particular PDF document, such as converting a static form to an interactive form.
Page 193 Adobe LiveCycle Designer (Windows) or the basic form tools in Acrobat Professional or Acrobat 3D. If you want the most feature-rich form creation tools, have more advanced form needs, or have forms critical to your business, use Adobe LiveCycle Designer. (See Starting Adobe LiveCycle Designer (Windows).)
Page 194 Creating PDF forms from existing paper forms Creating an Adobe PDF form from an existing form lets you maintain your organization's corporate identity and branding while saving you the effort of re-creating the form. To use an existing paper form, you can scan the paper form directly into Acrobat or you can scan...
Page 195 Adobe LiveCycle Designer is a client-based point-and-click graphical form design tool that simplifies the creation of form designs for deployment as Adobe PDF or HTML forms. LiveCycle Designer lets you create a new blank form or create a new form from a template.
Page 196 The more limited form features in Acrobat let you create a form field by choosing one of the form tools, defining the area of the field on the Adobe PDF document page, and naming the field. For each field type, you can set a variety of options through the form field Properties dialog box.
Page 197 3. Click the General tab, and specify the following properties: Enter a name, tool tip text, and other general properties. (For information on the Tooltip option, see Making Adobe PDF forms accessible.) Select the Read Only option to prevent the field from being modified by the user.
Page 198 Selecting form fields You can select multiple form fields and then modify the appearance, size, and location of all of them at once. When you select multiple form fields, the last one you select is highlighted in red, and is designated as the anchor. The other form fields are highlighted in blue.
Page 199 Duplicating form fields You can duplicate form fields on the same page or across pages. When you duplicate a form field, users can fill in one form field and have that information appear in all the form fields with the same name, no matter what page they are on. The copied form fields can be given different appearances, but they must have the same name and actions.
Page 200 Creating multiple form fields with Acrobat You can quickly create multiple form fields that have the same field types or even different form field types. You set up the first row or column of form fields, which act as the anchor row or column. Then you select the number of rows and columns, the size of the fields, and the overall position of all the fields on the page.
Page 201 Tooltip box in the Text Field Properties window. The Tooltip text is also read by screen readers. (See Making Adobe PDF forms accessible.) To set default properties for a form field type: 1.
Page 202 Ideally, you should use Adobe LiveCycle Designer for its additional options and control for setting the tabbing order. (See...
Page 203 Changing Acrobat check box properties Check boxes are the simplest form fields and they share the same General, Appearance, and Actions tabs as the other form field types. The Options tab contains a few simple properties that you can change to customize your check box form field. Note: The size of the check inside the check box is determined by the size of the font you specify on the Appearance tab.
Page 204 Changing combo box properties The Options tab in the Combo Box Properties dialog box specifies a list of items and export values for a user to select from, and how the items are managed. You can also allow the user to enter a custom value directly into the combo box. To change combo box properties: 1.
Page 205 Changing text field properties Text fields can be set up to accept user input, to display text strings, and to allow multiple lines of text. You can also set a wide variety of text field properties, such as limiting the number of characters a user can type into the field, and displaying lines between each character inside the text field.
Page 206 JavaScripts. For example, you can define a new currency format or limit the entry to specific keystroke characters. To access the Acrobat JavaScript Scripting Reference, go to http://partners.adobe.com/links/acrobat (English only) on the Adobe website. Note: Select None from the menu if you do not want to specify any special form-field...
Page 207 JavaScripts to define other types of validation, such as allowing only alphabetic entries in a form field. To access the Acrobat JavaScript Scripting Reference, go to http:// partners.adobe.com/links/acrobat (English only) on the Adobe website. You can select from the following validation options: To turn off validation, select Field Value Is Not Validated.
Page 208 Calculate Properties dialog box, or you can define more complex operations using a custom JavaScript. To access the Acrobat JavaScript Scripting Reference, go to http:// partners.adobe.com/links/acrobat (English only) on the Adobe website. When you define two or more calculations in a form, the order in which they are carried out is the order in which you defined the calculations.
Page 209 JavaScript to start when the user changes the list selection. Click Edit, and then copy and paste a predefined script or enter the script directly. To access the Acrobat JavaScript Scripting Reference, go to http://partners.adobe.com/links/acrobat (English only) on the Adobe website.
Page 210 Changing radio button properties To create related radio buttons, each radio button field must have the same Name property as the related radio buttons, and each must have a unique export value. The export value is the information that distinguishes and identifies the radio button and can be used by a CGI application on a web server.
Page 211 Changing digital signature field properties When you create a digital signature form field, you can specify an action to be executed when the form field is signed. (See Signing Adobe PDF documents.) To change digital signature field properties: 1. In the Digital Signature Field Properties dialog box, click the Signed tab, and then do one of the following: Select Nothing Happens When Signed.
Page 212 Positioning form fields You can position form fields in a PDF file manually; by aligning, centering, or distributing multiple fields relative to one other; or by using a grid for precise positioning. Related Subtopics: Moving form fields manually Aligning, centering, and distributing form fields Positioning form fields with grids...
Page 213 Moving form fields manually You can manually position one or more form fields in a PDF file by dragging, by using keyboard keys, or with the Cut and Paste commands. To move one or more form fields: 1. Select the form fields. 2.
Page 214 Aligning, centering, and distributing form fields You can quickly position form fields by aligning them relative to one another, centering them relative to the page, or distributing them relative to one another. To align form fields: 1. On the Forms toolbar, select the tool used to create the form field. 2.
Page 215 Positioning form fields with grids You can use grids to help position form fields at precise points on a page. The grid lines do not get printed. You can define the grid spacing, color, and position of a grid. You can also choose whether to have the boundaries of a form field snap to grid lines when you are editing the form field.
Page 216 If you want to create documents that extend features to Adobe Reader users.) Therefore, if you create an Acrobat application that uses template functionality, a user who has access only to Adobe Reader won't be able to use your application. To define a template: 1.
Page 217 Creating buttons Buttons are most commonly associated with forms, but you can add them to any document. Buttons can open a file, play a sound or movie clip, submit data to a web server, and much more. When deciding on how to initiate an action, remember that buttons offer the following capabilities that links and bookmarks do not: A button can activate a series of actions, not just a single action.
Page 218 Creating interactive buttons Buttons are an easy, intuitive way to let users initiate an action in Adobe PDF documents. Buttons can have a combination of labels and icons to lead users through a series of actions or events by changing as the mouse is moved. For example, you can create buttons with "Play,"...
Page 219 Customizing button displays A button can have a label, an icon, or both. You can change how the button appears in each mouse state (Up, Down, and Rollover). For example, you could create a button that has a "Home" label until the pointer is moved over the button, when it might have a "Click to return to Home page"...
Page 220 Showing and hiding image buttons In some cases, you may want the button area to be invisible until the pointer moves over it. By alternately showing and hiding a button, you can create interesting visual effects in a document. For example, when you move a pointer over a city on a map, a detail map of the city could be displayed, and the detail map could disappear when the pointer moves away from the city.
Page 221 Making Adobe PDF forms accessible You can make your form fields accessible to vision- and motion-challenged users by adding tags to the PDF file and by properly structuring it. (See Making existing Adobe PDF documents accessible.) In addition, you can use the Tooltip form field property to provide the user with information about the field or to provide instructions;...
Page 222 You must have a CGI application on the web server to collect and route the data to a database. Any existing CGI application that collects data from forms (in HTML, FDF, or XML format) can be used. (See http://partners.adobe.com/asn/acrobat/ forms.jsp.) Before you make your forms web-ready, make sure that your form-field names match those set in the CGI application.
Page 223 PDF exports the entire PDF file that is your form. Although this creates a larger file than the FDF option, it is useful for preserving digital signatures. Note: If the users that fill in the PDF form are using Adobe Reader, you must choose either FDF or XFDF for the Export Format option.
Page 224 Creating Reset Form buttons Use the Reset A Form action to create a button that allows users to clear any form data already entered. To create a Reset Form button: 1. On the Forms toolbar, select the Button tool, and create a button. (See Creating interactive buttons.) 2.
Page 225 Acrobat or Acrobat Reader folder, the current folder, the System folder, the Windows folder, My Documents/Adobe/Acrobat, and the folders that are in the PATH statement. On Mac OS, the Import Form Data action searches the Acrobat or Acrobat Reader folder and the System Preferences folder.
Page 226 Defining CGI export values An export value is the information sent to a CGI application to identify a user-selected form field. You need to define an export value only if both of the following are true: The data is collected electronically in a database over a company intranet or the web. The data is different from the item designated by the form field, or the form field is a radio button.
Page 227 Scripting Reference, go to http://partners.adobe.com/links/acrobat (English only) on the Adobe website. Note: If you are creating dynamic forms, keep in mind that Adobe Reader does not support some custom JavaScripts, so the form may not function properly when viewed in Adobe Reader unless additional usage rights were added to the PDF document.
Page 228 Filling in Adobe PDF Forms About completing Adobe PDF forms Completing Adobe PDF forms Importing form data Exporting form data Emailing completed forms...
Page 229 About completing Adobe PDF forms Adobe PDF forms can be static or interactive. Static PDF forms must be printed in order to be filled in, while interactive PDF forms contain form fields you can fill in on-screen. A PDF form is made interactive if its creator sets up the document with appropriate form fields and properties in Adobe LiveCycle Designer, Adobe Acrobat Professional, Adobe ®...
Page 230 Completing Adobe PDF forms If a PDF form contains interactive form fields, you can fill in the form with the Basic toolbar's Hand tool. When you place the Hand tool pointer over an interactive form field, the pointer icon changes from the Hand icon...
Page 231 Completing fields automatically You can use the Auto-Complete Forms preferences to save time when filling in forms. If the first few characters you type in a form field match something you've typed in a previous form field, the Auto-Complete feature either displays a list of the most probable matches or automatically enters a very probable match for you.
Page 232 About form fields that span multiple pages Dynamic PDF forms can contain a dynamic text field that grows in size to accommodate the data you've entered into it; if necessary, the field may span onto the next page. A scroll bar appears in dynamic text fields when the data you enter exceeds the current size of the field;...
Page 233 PDF forms can contain barcode form fields that the creator of the PDF document added for various identification purposes, such as for an inventory of products. Barcode fields are either static or interactive. Interactive barcode fields that are created in Adobe LiveCycle Designer automatically encode the data that's entered into the form fields. The process of filling in an interactive PDF form that contains a static or interactive barcode is no different from filling in any other interactive PDF form.
Page 234 You can spell-check the text you typed in note comments and form fields. However, you cannot check the spelling of text in the underlying Adobe PDF document. (To do that, use the source application to spell-check the document before you create the PDF document.) Unrecognized words appear underlined after you type them.
Page 235 PDF form. Some file formats are available only when you're importing the data into particular PDF forms, such as a PDF form created in Adobe LiveCycle Designer. Note: If you're importing file data from a text file, each row in a text file must be tab- delimited to create columns, as in a table.
Page 236 To export form data to a file: 1. Open the Adobe PDF form and fill it out. 2. Choose File > Form Data > Export Data From Form. 3. Choose a format type from the Save As Type menu, specify a location and file name, and...
Page 237 Emailing completed forms PDF forms can contain an email-based submit button that exports the information that you entered into the PDF form, which you must then email with your own email application. You have the option to email the PDF with a desktop or web-based email application, or you can submit the form data at a later time.
Page 238 Submitting PDF forms with a desktop email application When you click an email-based submit button in a PDF form, you have the option to submit the form data with your preferred desktop email application. To submit a PDF form with a desktop email application: 1.
Page 239 Submitting PDF forms with a web-based email service When you click an email-based submit button in a PDF form, you have the option to submit the form data with a web-based email service. To submit a PDF form with a web-based email service: 1.
Page 240 Submitting a PDF form at a different time When you click an email-based submit button in a PDF form, you have the option to not submit the form data and instead to save the form data on your computer to send at a different time.
Page 241 Collecting Data from Submitted Forms Collecting form data by email...
Page 242 Click Close if the Email Submit Button Required dialog box appears. Before you can use the form data collection workflow, you must add an email-based submit button to your PDF form file that was created in Adobe LiveCycle Designer, Acrobat Professional, or Acrobat 3D. (See Creating Acrobat submit buttons.)
Page 243 Creating a spreadsheet from form data Once you've collected PDF form data in FDF or XML format from multiple users, you can organize the form data into a comma-delimited spreadsheet file (CSV). After exporting the form data to a CSV file, you can work with the data in a spreadsheet application, such as Microsoft Excel.
Page 244 REVIEW AND MARKUP Types of review workflows Reviewing documents with additional usage rights Tool operation basics Using email in a review Managing reviews using the Tracker...
Page 245 You can conduct reviews for many types of content by sending out a PDF version of the source document for review. Adobe Acrobat can set up your review, invite participants, and track the responses from reviewers. To initiate a review, all you need is a PDF document to review, an email application, and a mail server connection.
Page 246 Reviewing documents with additional usage rights By including additional usage rights in a PDF document, you can invite Adobe Reader 7.0 users--in addition to Acrobat users--to participate in document reviews. (Adobe Reader 7.0 is a free download, available from the Adobe website.) Additional usage rights, such as commenting rights, are document-specific.
Page 247 (See Managing reviews using the Tracker.) In Acrobat 3D or Acrobat 7.0 Professional, the wizard can enable additional usage rights in PDF documents so that Adobe Reader 7.0 users can participate in the review. (See Reviewing documents with additional usage rights.)
Page 248 You can email a PDF document from your email application or directly from applications such as Microsoft Word. To email from Microsoft Word, choose Adobe PDF > Convert To Adobe PDF And Email. (See Converting Microsoft Office files (Windows) Converting Microsoft Office files (Mac OS).)
Page 249 Managing reviews using the Tracker The Tracker adds a distinct advantage to managed email-based, browser-based, and offline reviews: It monitors all Adobe PDF documents that you send and receive for reviews. PDF documents and related information are stored automatically in three permanent folders and can be moved to folders that you create.
Page 250 Using Commenting Tools About adding comments Selecting tools to add comments Adding note comments Indicating text edits Highlighting, crossing out, and underlining text Adding stamps Marking up documents using drawing tools Adding comments in a text box Using the Callout tool Using the Pencil tool Using the Dimensioning tool Adding attachments as comments...
Page 251 Selecting tools to add comments.) The Note tool lets you add the equivalent of a sticky note to your Adobe PDF document; the pop-up window contains your text message. Other tools let you add stamps, drawing markups, or text-edit comments that indicate where you want text to be added or deleted.
Page 252 Selecting tools to add comments The Commenting and Drawing Markups toolbars don't appear by default unless you select them or open a PDF document in a review workflow. In a review workflow, one or more toolbars appear over the document pane. To use commenting tools outside a review workflow, select and add them to the default toolbar.
Page 253 Adding note comments A note comment is the most frequently used comment. You can use the Note tool to add notes on any page in the document, and you can position them anywhere on the page. When you add a note comment, a note icon and a pop-up window appear. You can add bold, italics, and other attributes to text in a pop-up window, similar to formatting text in a word-processing application.
Page 254 Indicating text edits You can use text edit comments in an Adobe PDF document to indicate where text should be edited in the source file. These text edit comments do not change the actual text in the PDF document. Instead, they indicate which text should be deleted, inserted, or replaced in the source file from which the Adobe PDF document was created.
Page 255 You can use the Highlight Text tool, the Cross-Out Text tool, and the Underline Text tool to add comments to an Adobe PDF document. Select these tools from the Commenting toolbar or from the Highlighting toolbar. You can use these comments by themselves or in conjunction with notes.
Page 256 Adding stamps You can use the Stamp tool to apply a stamp to an Adobe PDF document in much the same way you would use a rubber stamp on a paper document. You can choose from a list of predefined stamps, or you can also create your own stamps. Dynamic stamps obtain information from your system and from the Identity panel of the Preferences dialog box, allowing you to indicate name, date, and time information on the stamp.
Page 257 Creating custom stamps You can create custom stamps from PDF, JPEG, bitmap, Adobe Illustrator (AI), Adobe Photoshop (PSD), and Autodesk AutoCAD (DWT, DWG) files. When you select the file to be used for the stamp, you must create a category to store the stamp. If you want to add an image to a PDF document one time only, simply paste the image into the document.
Page 258 Deleting custom stamps Use the Stamps palette to delete custom stamps and stamp categories. You can delete only the custom stamps that you created, not the predefined stamps. When you delete a stamp, the stamp is removed from the Stamp Tool menu, but the stamp file is not deleted. To delete stamps: 1.
Page 259 Marking up documents using drawing tools You can use the drawing tools to mark up a document with lines, circles, and other shapes, called drawing markups. You can also add a note to the pop-up window of any drawing markup. Drawing tools appear on the Drawing Markups toolbar and its subset, the Drawing toolbar.
Page 260 Marking up AutoCAD drawings (Windows) You can add comments and markups to a PDF document that was created from an Autodesk AutoCAD drawing. The review initiator can import these comments into the original drawing to assist the revision process. (See Exporting markups to an AutoCAD drawing.) Acrobat includes several tools that are suitable for reviewing plans and designs in the Drawing Markups toolbar.
Page 261 Grouping markups You can group two or more markups together so that your comments function as a single comment. You might group your markups temporarily to move them to a new location or to modify their properties rather than editing each one individually. Grouping also helps to distinguish your markups from other reviewers' markups in a document review.
Page 262 Adding comments in a text box You can use the Text Box tool to create a box that contains text in an Adobe PDF document. You can position it anywhere on the page and adjust it to any size. A text box comment remains visible on the document page;...
Page 263 Changing the paragraph direction in a text box Changing text direction is useful when the default writing direction for text in a paragraph is different for the paragraph's default writing direction or when the text direction cannot be automatically determined. For example, you can ensure that phone numbers written with Western digits are displayed correctly in paragraphs of right-to-left Arabic text.
Page 264 Using the Callout tool Use the Callout tool to create text box markups that point to specific areas of a PDF document. Callout markups are especially useful when you want to single out--but not obscure--a particular area of the document. Callout markups have three parts: a text box, knee line, and end point line.
Page 265 Using the Pencil tool The Pencil tool lets you draw free-form lines in Adobe PDF documents. Use the Pencil Eraser tool to erase parts of the pencil markups that you drew. To sketch with the Pencil tool: 1. Select the Pencil tool from the Arrow tool menu on the Drawing toolbar, or choose Tools >...
Page 266 Using the Dimensioning tool Use the Dimensioning tool to add a line markup that spans between two points. You can add lines that include your text comments in technical drawings or blueprints. Dimensioning lines can be drawn from right to left or left to right and then positioned in any direction.
Page 267 Adding attachments as comments Acrobat allows you to add a file or audio attachment as a comment by using the Attach A File As A Comment tool on the Commenting toolbar. To view an attachment, the reader must have an application installed that can open the attachment. Comment attachments are tracked with other comments in a review workflow, unlike file attachments that you add using the Attach A File tool.
Page 268 Using the Record Audio Comment tool You can use the Record Audio Comment tool to add a prerecorded WAV or AIFF file as a comment or to record and place an audio comment in a document. Attached audio files can be played back on any platform. However, the appropriate hardware and software for playing audio files must be installed.
Page 269 Use the Attach File As Comment tool in the Commenting toolbar to embed a file at a selected location in an Adobe PDF document, so that the reader can open it for viewing. By adding attachments as a comment, you can reference longer documents that can't easily be pasted into a pop-up window or text box.
Page 270 You can use the Paste Clipboard Image As Stamp tool to add images to a PDF document. You can copy most image formats from drawing and image-editing applications, such as Adobe Photoshop and Adobe Illustrator. If you want to add the image to PDF documents repeatedly, create a custom stamp of the image. (See Creating custom stamps.)
Page 271 You can spell-check the text you add in note comments and form fields. However, you cannot check the spelling of text in the underlying Adobe PDF document. (To do that, use the source application to spell-check the document before you create the PDF document.) Unrecognized words appear underlined after you type them.
Page 272 Setting Spelling preferences You can specify whether words are spell-checked while you type, which underline color is used for underlined words, and which dictionary language is used as the default. To set spelling preferences: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and choose Spelling from the list on the left.
Page 273 Adding words to a dictionary You can add to the list of words (the dictionary) that are recognized when spell-checking text in note comments and form fields. Adding names and company terminology can reduce the number of words that are flagged during a spell check. You can also exclude words from being considered.
Page 274 Setting Commenting preferences Set Commenting preferences to change the way you view comments in PDF documents. For example, you can make comments easier to read by selecting a larger font size, or make comments easier to create by making sure that the Note tool remains selected after you add a note comment.
Page 275 Changing the appearance of comments You can change a comment's color and appearance in the Properties toolbar or the Properties dialog box. For some comment types, the Properties toolbar contains different options than the Properties dialog box. To change the format of text in pop-up windows, use either the Options menu in the pop-up window or the Properties toolbar.
Page 276 Initiating Document Reviews Setting up an email-based review Setting up a browser-based review Tracking review comments...
Page 277 Setting up an email-based review When an initiator sends an Adobe PDF document in an email-based review, reviewers receive the PDF document as an email attachment. They can add their comments to the PDF document and return the document with their comments by using the Send Comments button in the Commenting toolbar.
Page 278 PDFMaker, such as Microsoft Word. Choose Adobe PDF > Convert To Adobe PDF And Send For Review, or click the Convert To Adobe PDF And Send For Review button 2. Specify a PDF document if the document isn't open, and then click Next.
Page 279 Receiving comments After a reviewer sends comments in an email-based review, the initiator receives the comments in an email attachment. When the attachment is opened, the initiator has the option to merge comments to the master PDF document, open a separate copy of the PDF file, or postpone the process.
Page 280 Inviting additional reviewers If you initiated an email-based or browser-based review, it's easy to invite more reviewers. If you're a reviewer and want other people to participate, ask the review initiator to invite the reviewers. That way, the initiator can automatically track all participants and receive notification of when their comments are received.
Page 281 Important: Reviewers must use Acrobat 6.0 or later to participate in a browser-based review. Adobe Reader 7.0 users can participate only if additional usage rights are added to the PDF document using Acrobat 7.0. (See Reviewing documents with additional usage rights.)
Page 282 Starting a browser-based review Acrobat includes a wizard that helps you initiate a browser-based review. The wizard helps you select the PDF document, choose the server location for the uploaded PDF file, invite reviewers, and send an email invitation with an FDF attachment. When reviewers open this attachment, the review document opens in a web browser, and their review settings are configured automatically.
Page 283 Example of setting up a browser-based review You can set up a browser-based review in many different ways. The following steps provide you with sample workflows for setting up a WebDAV server in Windows XP. To set up a web server review in Windows XP: 1.
Page 284 Reviewing preferences and in the setup wizard. Contact the network administrator for details about the server type and path of shared servers in your organization. For more information about automatic configuration services, see Acrobat Online Collaboration: Setup and Administration on the Adobe website at http://partners.adobe.com/links/acrobat (English only).
Page 285 Tracking review comments The Tracker lists all Adobe PDF documents that you have sent and received for email-based and browser-based reviews, and for offline review documents. PDF documents that you send for review are listed as links in the My Reviews folder in the Tracker; deleting a link in the Tracker window doesn't delete the PDF file.
Page 286 Sending review reminders During the review, you may want to send participants a reminder of their approaching deadline. While you can send an email message to a single participant by clicking an email link in the Tracker, you can notify the entire group by using the reminder feature. To send a review reminder: 1.
Page 287 Participating in Document Reviews About reviewing documents Participating in an email-based review Participating in a browser-based review Displaying the How To window during reviews Viewing and reviewing comments Replying to another reviewer's comments Deleting reply messages...
Page 288 About reviewing documents When you receive an Adobe PDF document to review, the way you review the document depends on how it was sent: If the initiator sent you the document as part of an email-based review, special instructions and toolbar options appear when you open the email attachment. You can add comments to the document and then use the Send Comments button on the Commenting toolbar.
Page 289 When you send your comments to the initiator, the tracked PDF document with your comments is sent. (If you use Acrobat 6.0 or Adobe Reader 6.0, comments are sent in FDF.) If you want to share your comments with people besides the initiator, add their email addresses to the To box in the email when you send your comments.
Page 290 Participating in a browser-based review When you receive an email message that invites you to participate in a browser-based review, opening the FDF attachment opens the online PDF document in your web browser. The FDF file also configures your review settings for the session and connects you to the online comments repository.
Page 291 Sending and receiving comments in a browser-based review When you add comments to a PDF document in a browser-based review, those comments remain on your computer until you send them by clicking the Send And Receive button on the Commenting toolbar. (This button glows when you have unsent comments.) Until you send and receive comments, you may not be able to see other reviewers' most recent comments, and they can't see your comments.
Page 292 Working offline in a browser-based review If you prefer to work in Acrobat, you can review an Adobe PDF document offline. You can make your comments to the saved PDF document in Acrobat, and then go back online and send them to the server.
Page 293 Displaying the How To window during reviews The Reviewing panel in the Preferences dialog box lets you make sure that the How To window displays the appropriate topics during the review cycle. The How To window is closed except when a tracked PDF document is opened in an email-based or browser- based review.
Page 294 Viewing and reviewing comments The most common type of comment is the note comment, which is like a sticky note attached to a document. A note comment appears in a pop-up window. A note comment includes two parts: the note icon, or markup, that appears on the page, and a text message, or comment, that appears in a pop-up window when you place the pointer on or select the note icon.
Page 295 Replying to another reviewer's comments To respond to other reviewers' comments, use the Reply option from the Options menu in the pop-up window or in the Comments List. Replying to other comments is especially useful in a browser-based review, or if the review initiator wants to let participants know how their suggestions were implemented.
Page 296 Deleting reply messages If you delete a comment that has been replied to, only the "parent" comment is deleted. Any replies to the deleted comment remain in the document but are no longer part of a thread. These comments may become difficult to read because they are stacked. You may want to view them in the Comments List.
Page 297 Managing Comments Selecting, moving, and deleting comments Using the Comments List Exporting and importing comments Printing a summary of comments Comparing two Adobe PDF documents Exporting comments to a Word document (Windows) Exporting markups to an AutoCAD drawing...
Page 298 To search for specific comments, filter comments, import and export comments, change comment status, and summarize comments for printing, you can use the Comments List. The Comments List displays the comments in the Adobe PDF document, and provides a toolbar with common options.
Page 299 Using the Comments List The Comments List lists the comments in an Adobe PDF document. You can use the Comments List to delete comments, change their status, or reply to them. You can sort comments in many ways, including by date, author, or page number. Each comment displays its associated text next to the comment icon.
Page 300 Changing the review status of comments You can change the review status of comments to Accepted, Rejected, Cancelled, or Completed. Changing the review status is useful when you want to show or hide only a certain set of comments, and when you want to let review participants know how you are going to handle the comment.
Page 301 Marking comments with checkmarks Checkmarks can be used to indicate whatever you like. For example, you can use them to keep track of which comments you have read or which ones you want to remember. Checkmarks are for your personal use and do not appear when others view the PDF document unless you change the status of comments.
Page 302 Sorting comments You can sort comments in the Comments List by author, page, type, date, color, checked state, or status by person. In a thread of replies, only the first message is sorted, and the reply messages are sorted in the same category as the first message in the thread. To sort comments in the Comments List: 1.
Page 303 Showing and hiding comments You can hide or show comments based on type, reviewer (author), status, or checked state. Hiding comments is also called filtering. Filtering affects the appearance of comments in both the document window and the Comments List. When you print or summarize comments, you can specify whether hidden comments are printed or summarized.
Page 304 Finding comments You can use a special comment search feature to find specific comments based on their text. To find a comment: 1. Click the Comments tab to display the Comments List. 2. Click the Search Comments button on the Comments List toolbar. 3.
Page 305 2. From the Objects Of Type menu (Windows) or the Show menu (Mac OS), choose Acrobat FDF Files (*.fdf), Adobe PDF Files (*.pdf), Acrobat XFDF Files (*.xfdf), or All Files (*. 3. Double-click the name of the document with the comments.
Page 306 Printing a summary of comments Summarizing comments is a convenient way to get a synopsis of all the comments associated with an Adobe PDF document. When you summarize comments, you can either create a new PDF document with comments that you can print, or you can print the summary directly. The summary is neither associated with nor linked to the PDF document that the comments are derived from.
Page 307 Comparing two Adobe PDF documents As you revise an Adobe PDF document and save it to a different name or location, you can be sure that you have the latest version by comparing it against an older version. If you're revising a document using comments you received during a review, you may need to view a previous version to make sure that you included all the revisions.
Page 308 Exporting comments to a Word document (Windows) In some instances, reviewers make comments in an Adobe PDF document that was created from a Microsoft Word document. If you need to make changes to the original Word document based on these comments, it may be easier for you to import the comments directly into the Word document, rather than switch back and forth between Word and Acrobat.
Page 309 Comments From Acrobat. 3. Read the instructions, and then click Yes. 4. In the Import Comments From Adobe Acrobat dialog box, make sure that the appropriate PDF and Word files are selected, select the comments you want to import, and then click Select All Comments to import all comments into Word.
Page 310 Tips for exporting comments to a Word document When exporting PDF comments to a Word document, note the following: Ideally, a copy of the Word document should have comments imported into it only once. If you want to import comments more than once, you may want to make a copy of the Word document before you import the comments.
Page 311 Note: Untagged PDF documents lack the internal structure necessary to correctly place imported comments in a revised document, so results may be less reliable than in tagged documents. (See Tagging Adobe PDF documents accessibility.) Text comments that reference particular words, such as highlights, squiggly underlines, cross-outs, and insertion carets, appear within the word grouping where they were originally placed.
Page 312 Exporting markups to an AutoCAD drawing You may have reviewers add comments to an Adobe PDF document that was created from an Autodesk AutoCAD drawing in Windows XP and 2000. If you need to change the AutoCAD drawing based on these comments, you can import the comments directly into the AutoCAD drawing, rather than switch between AutoCAD and Acrobat.
Page 313 AutoCAD source file. You can select options to import all comments in a PDF file, or filter comments by reviewer, type, status, or checked state. All imported comments appear in the Adobe Acrobat Markups layer as custom objects. After they're imported, you can edit, filter, or delete them.
Page 314 View Complete Content shows all content in the comment pop-up window. Hide Selected hides the selected comment. 2. To view the properties of imported comments, select a comment on the page, and open the AutoCAD Properties window. Export comments from an Adobe PDF document to an AutoCAD drawing (English version).
Page 315 Tips for exporting markups to an AutoCAD drawing Before you export comments from a PDF document, consider the following: Make sure that the PDF document was created with Acrobat PDFMaker for AutoCAD and includes layout information. For example, the Include Layout Information option in the Conversion Settings dialog box must be selected when creating the PDF file.
Page 316 SECURITY About security Viewing the security settings of an open Adobe PDF document...
Page 317 For an overview of the different types of security, see Viewing the security settings of an open Adobe PDF document. Acrobat takes advantage of the security features of Windows XP and a number of other...
Page 318 Viewing the security settings of an open Adobe PDF document When you receive a restricted PDF document, you may need to enter a password to open it. If a document is encrypted, you may not be able to open it without permission from the person who created it.
Page 319 Digitally Signing Adobe PDF Documents About digital signatures Signing Adobe PDF documents Certifying documents Using the Signatures tab Validating signatures Setting Digital Signature preferences...
Page 320 Using digital IDs and certification methods.) Note: For the latest information about digital signatures, choose Help > Online Support to open the Adobe Acrobat support page on the Adobe website, and then search for "digital signatures." Valid digital signature in a PDF form...
Page 321 Related Subtopics: Signing Adobe PDF documents in Acrobat Signing Adobe PDF documents in a web browser Changing signature appearance Setting up Palm OS appearance files Clearing or removing digital signatures...
Page 322 Signing Adobe PDF documents in Acrobat A digital signature can be either visible or invisible. A visible signature appears in both the document and the Signatures tab. An invisible signature appears only in the Signatures tab. Adding a signature does not affect the validity of existing signatures in the document.
Page 323 When you click a signature field, a Sign button appears rather than the Sign And Save and Sign And Save As buttons, which appear when you sign a document directly in Adobe Acrobat. When you sign a document in a browser, only the incremental portion of the file is saved to your hard drive.
Page 324 Note: To use a signature appearance that you've created, you choose it during the last step of signing the document. (See Signing Adobe PDF documents in Acrobat.) To create a new signature appearance: 1. If you want to include an image (such as a scanned signature or logo) in your signature, create or import an image from any authoring application, place the image on a page by itself, and convert the file to PDF.
Page 325 In Mac OS, the AcroSign.prc is inside the Acrobat application. Control-click the Acrobat 7.0 icon, and choose Show Package Contents. Browse to the Palm Pilot folder in the Mac OS folder. For more information on importing graphics created on Palm OS devices, see the Adobe website and your Palm OS documentation.
Page 326 Clearing or removing digital signatures When you clear all signature fields, the signatures are deleted, but the empty signature fields remain. You can also remove the signature fields if the author of the PDF document allowed editing. To clear all signature fields in a document: In the Signatures tab, choose Clear All Signature Fields from the Options menu.
Page 327 Certifying documents When you save an Adobe PDF document as certified, you attest to its contents and specify the types of changes that are permitted for the document to remain certified. For example, suppose that a government agency creates a form with signature fields. When the form is complete, the agency certifies the document, allowing users to change only form fields and sign the document.
Page 328 Using the Signatures tab The Signatures tab lists all the signature fields in the current document. Each signature in the palette has an icon identifying its current verification status. The blue ribbon icon indicates that the certification is valid. The Digital Signature icon along with the name of the field in the Signatures tab indicates the presence of the empty signature field.
Page 329 Validating signatures When you validate a signature, you verify the signer's identity and assess any changes made after the document was signed. For an identity to be valid, the signer's certificate, or one of its parent certificates that was used to issue the signer's certificate, must be in your list of trusted identities, and it must not have expired or been revoked.
Page 330 If a document is signed more than once, all the signed versions are maintained in a single Adobe PDF file. Each version is saved as append-only so that it cannot be modified. All signatures and their corresponding versions appear in the Signatures tab.
Page 331 Comparing versions of a signed document After a document is signed, you can display a list of the changes made to the document after the last version. To compare two versions of a signed document: Select the signature in the Signatures tab, and choose Compare Signed Version To Current Version from the Option menu.
Page 332 Setting Digital Signature preferences You can use the Security panel of the Preferences dialog box to change your signature appearances, specify a default security method, change validation settings, and specify other advanced preferences. (See also Changing signature appearance.) To set advanced digital signature preferences: 1.
Page 333 Adding Security to Adobe PDF Documents About document security Adding passwords and setting security options Encrypting Adobe PDF files using certificates Encrypting Adobe PDF files using security policies Using eEnvelopes to send secure files...
Page 334 About document security When creating Adobe PDF documents, authors can use the following methods to enhance document security: Password security. You can add passwords and set security options to restrict opening, editing, and printing PDF documents. (See Adding passwords and setting security options Certification security.
Page 335 Opening Adobe PDF documents with security restrictions When you receive a PDF document that is protected by security restrictions, you may need to authenticate your identity or type a password before you can open the document. In addition, some protected documents may prevent you from printing, editing, or copying content in the document.
Page 336 Adding passwords and setting security options You can limit access to an Adobe PDF document by setting passwords and by restricting certain features, such as printing and editing.You can also use other methods to create secure documents, such as encrypting or certifying a document. (See About document security.)
Page 337 Password security options The following security options are located in the Password Security dialog box. These options also appear if you change security options while using Acrobat Distiller to create a PDF document. Many of these options are available when you create security policies. Compatibility Set the type of encryption for opening a password-protected document.
Page 338 From the Encryption Algorithm menu, choose 128-bit AES or 128-bit RC4. If you select 128-bit AES, Acrobat 7.0 or Adobe Reader 7.0 is required to open the document. 5. Click OK to implement your settings, and then click OK again. Save and close the document.
Page 339 An organizational policy is created by an Adobe Policy Server administrator and is stored on a policy server to be shared by a group of users. Adobe Policy Server controls access to PDF documents and auditing events as defined by the security policy. You can use Adobe Policy Server if your company has purchased rights and made it available to you.
Page 340 Adobe website. Publishing a document with a security policy An author creates a PDF document and applies a policy stored on Adobe Policy Server to the document. The policy server generates a license and unique encryption key for the document.
Page 341 PDF documents. Adobe Policy Server can be configured to run with LDAP, ADS, and other enterprise systems. Policies provided by Adobe Policy Server are stored on the server and can be refreshed from the server. You must log into Adobe Policy Server to use these server policies.
Page 342 Managing security policies Use the Managing Security Policies dialog box to create, copy, edit, and delete security policies. You can also indicate Favorite policies that appear on the Secure menu. To manage security policies: 1. From the Secure menu on the Tasks toolbar, choose Manage Security Policies. 2.
Page 343 The policies for password and certificate security are stored on the local computer. When you create a user security policy using Adobe Policy Server, the policy is stored on a server, letting you audit actions and change security settings dynamically. You can use Adobe Policy Server if your company has purchased rights and made it available to you.
Page 344 You can apply either an existing organization policy or a user policy to a PDF document. You must be online with a connection to your Adobe Policy Server host in order to apply an Adobe Policy Server policy to a document. Adobe Policy Server security policies must be stored on a policy server, but the PDF document to which the policies are applied need not be.
Page 345 Removing user security policies applied to a document Use the Remove Security Settings For This Document command from the Secure menu in the Tasks toolbar to remove a user security policy from an open PDF document. If you made a PDF document available to a group of users and if you want to revoke permission to open it, you can change the policy.
Page 346 Using eEnvelopes to send secure files When adding security to a document, you can choose to encrypt only the attachments. The PDF document in which documents are embedded is called an eEnvelope. Encrypting only the document attachments is especially useful for sending secure file attachments without modifying the file attachments themselves.
Page 347 4. Select the eEnvelope template you want to use, and then click Next. 5. Select the security policy you want to use, or create a new policy, and then click Next. (See Encrypting Adobe PDF files using security policies.) 6. Select the delivery method, and then click Next.
Page 348 Digital IDs and Certification Methods Using digital IDs and certification methods Managing digital ID certificates Setting Trust Manager preferences...
Page 349 The recipient needs the signer's certificate to validate that the digital signature and certificate match the signer's digital ID. Adobe Acrobat 7.0 includes one handler that has access to trusted certificates in a number of different locations. The...
Page 350 Third-party providers verify your identity, issue the private key, protect the public key, and maintain system integrity. You may want to obtain more than one digital ID if you sign documents in different roles or with different certification methods. See the Adobe website for information on using providers with advanced security features.
Page 351 8. From the Use Digital ID menu, choose whether you want to use the digital ID for digital signature, data encryption, or both. (See Encrypting Adobe PDF files using certificates.) 9. Click Next, and specify a file name and location for the digital ID file.
Page 352 Finding and adding existing digital IDs If you created a digital ID file that does not appear in your list of digital IDs, you can search for the missing digital ID file and add it to your list. One of the common encryption methods that Acrobat uses, PKCS#12, has the .pfx file name extension in Windows and .
Page 353 Selecting digital IDs Before you certify, sign, or encrypt a PDF document, you may be prompted to select a digital ID file. To avoid being prompted repeatedly, you can select a digital ID to use all the time or until you quit Acrobat. You can determine whether these digital ID files are used for signing or encrypting PDF documents, or both.
Page 354 Using third-party digital IDs When you certify, sign, or encrypt a document, you can use a third-party security method. When you install a third-party signature provider, new menu commands may appear. Use these commands instead of, or in addition to, the Manage Digital IDs commands. In addition, a Third-Party Preferences submenu may appear on the Edit menu (Windows) or on the Acrobat menu (Mac OS) so that you can change the provider's preference settings.
Page 355 Tips on protecting digital IDs Because of the security and legal implications associated with unauthorized use of private keys for signing or decrypting documents containing confidential information, you should take active steps to protect your digital IDs and have a procedure in place for dealing with lost or stolen IDs.
Page 356 Managing digital ID certificates A digital ID certificate contains a public key that is used to validate digital signatures and to encrypt documents. Validating signatures. Before other users can validate your signature on documents they receive, they must have access to your certificate, which you can share with them. Likewise, other users can share their certificates with you so that you can build a list of trusted user certificates, called trusted identities, for validating signatures.
Page 357 Sharing your digital ID certificate You can share your self-signed digital ID certificate with others by exporting your certificate as an FDF file, or you can email your certificate directly. If you use a third- party security method, you usually don't need to share your certificate with others. See the documentation for the third-party provider.
Page 358 Your list of trusted identities is like an address book that stores digital ID certificates. The list lets you validate the signatures of these users on any documents you receive. You can also use the list of trusted identities to encrypt files. (See Encrypting Adobe PDF files using certificates.) The preferred method of adding another user's certificate to your list of trusted identities is by importing the certificate from an FDF file that the user sends to you.
Page 359 Checking information on certificates The Certificate Viewer dialog box provides user attributes and other information on a certificate. When other users import your certificate, they may ask you to check your fingerprint information against the information they receive with the certificate. You can check certificate information for your own digital ID files or for ID files that you import.
Page 360 Determining the trust level of a certificate You can change the trust settings of a certificate. For example, if you have confidence in a certificate that you received from someone else, you can change the settings so that you explicitly trust digital signatures and certified documents created with this certificate, and you can even trust a certified document's dynamic content and embedded JavaScript.
Page 361 Configuring identity search directories Identity search directories help you locate specific digital ID certificates from network servers, including LDAP (Lightweight Directory Access Protocol) servers. By developing a trusted digital ID certificate storage area, you or a member of your workgroup can facilitate the use of encryption in your workgroup.
Page 362 Setting Trust Manager preferences Use the Trust Manager panel of the Preferences dialog box to change multimedia security settings for trusted and nontrusted documents. For example, you can allow multimedia files to be played in trusted documents but not in nontrusted documents. A document is trusted if it's added to the list of trusted documents and authors.
Page 363 ACCESSIBILITY AND REFLOW About accessibility and Adobe PDF documents Understanding and optimizing Reflow Reflowing the contents of tagged Adobe PDF documents Checking the accessibility of Adobe PDF documents...
Page 364 Navigation through documents using automatic scrolling, to reduce keyboard actions. (See Scrolling automatically.) For more information about creating accessible PDF documents and for using accessibility features in Adobe Acrobat to read PDF documents, visit the Adobe website at http:// access.adobe.com. Related Subtopics:...
Page 365 To convert the text in a scanned PDF document to searchable text, see Converting image- only scanned pages to searchable text, or learn more about Adobe Paper Capture on the Adobe website at www.adobe.com. Navigation Navigational aids in PDF documents, such as links, bookmarks, headings, and a table of contents, provide an easy way for users to go directly to the section they want.
Page 366 Understanding how tags affect accessibility To make sure that your Adobe PDF documents can be accessed reliably, you must add tags to them. Tagging adds an underlying organizational structure, or logical structure tree, to the document. The logical structure tree refers to the organization of the document's content, such as title page, chapters, sections, and subsections.
Page 367 When you reflow an Adobe PDF document, some content carries into the reflowed document and some doesn't. In most cases, only readable text reflows into the reflowed document. Readable text includes articles, paragraphs, tables, images, and formatted lists.
Page 368 Reflowing the contents of tagged Adobe PDF documents The tagged Adobe PDF document reflows one page at a time in the document window. You can't save or print documents when they're in a reflowed state. Note: Downloading a PDF file to a handheld device requires Adobe Reader for Palm OS.
Page 369 Checking the accessibility of Adobe PDF documents It's always a good idea to check your Adobe PDF documents for accessibility before distributing them to users. The Quick Check feature quickly examines your Adobe PDF document for structure and tags to see if it has the information necessary to make it accessible.
Page 370 Creating Accessible Adobe PDF Documents Making existing Adobe PDF documents accessible Creating tagged Adobe PDF from web pages Creating tagged Adobe PDF from authoring applications...
Page 371 Making existing Adobe PDF documents accessible You can improve the accessibility of Adobe PDF documents by adding tags in Adobe Acrobat. If your PDF documents don't contain tags, Adobe Reader or Acrobat may attempt to automatically tag the document when the user reads or reflows it, but the results may be disappointing.
Page 372 Creating a tagged document directly from an authoring application is the best way to make PDF documents accessible to screen readers and reflow correctly on handheld devices. If your PDF document was created without tags, Adobe Acrobat can add them. The tagging feature identifies most elements of a PDF document, including irregularly shaped columns, bulleted lists, captions that span columns, images that overlap text, and colored backgrounds.
Page 373 The confidence log report is a temporary file and can't be saved. To generate a report for accessibility, use the Full Check feature. (See Checking the accessibility of Adobe PDF documents.) Use the links in the report to find potential problems encountered in the tagging process.
Page 374 Creating tagged Adobe PDF from web pages You can create tagged Adobe PDF files from within Acrobat when you convert web pages to Adobe PDF. (See Converting web pages in Internet Explorer (Windows).) To create a tagged Adobe PDF file from a web page: 1.
Page 375 Creating tagged Adobe PDF from authoring applications In most cases, you create tagged Adobe PDF files from within an appropriate authoring application, such as Adobe® FrameMaker®, Adobe InDesign, or Microsoft Word. Creating tags in the authoring application generally provides better results than adding tags in Adobe Acrobat.
Page 376 Editing the Structure of Tagged Adobe PDF Documents Checking a document's reading order Correcting tags Checking and adding alternate text to figures Creating new highlighted regions for page content Working with tables...
Page 377 Checking a document's reading order When you use the Add Tags To Document command on a PDF document, Adobe Acrobat analyzes the page structure to determine the role and order of page content. Once the page has been analyzed, a logical structure tree is added that determines the order in which page content is reflowed and read by screen readers or the Read Out Loud feature.
Page 378 Using the TouchUp Reading Order tool You can view and adjust the reading order of a tagged PDF document by using the TouchUp Reading Order tool. When selected, the TouchUp Reading Order tool opens a dialog box that lets you display overlay highlights that show the order of page content. Each highlighted region is numbered and highlighted with opaque gray or colored blocks;...
Page 379 Form Field Tags the current selection as a form field. (To make form fields accessible, see Making Adobe PDF forms accessible.) Figure/Caption Tags a selected figure and caption as a single tag. Any text contained in the tag is defined as a caption.
Page 380 Note: If highlighted regions don't appear on the PDF document, the document doesn't contain tags. To add tags, see Tagging Adobe PDF documents for accessibility. 2. Check the reading order of text within each highlighted region. Use the Zoom In button to magnify the page, if necessary.
Page 381 Correcting tags The TouchUp Reading Order tool lets you fix any tagging problems that might prevent assistive technologies from reading the content smoothly. You can identify content that is tagged incorrectly and redefine it with the correct tag, such as a line of text that's tagged with an adjacent image.
Page 382 Changing the tag for a highlighted region If Acrobat tags a page element incorrectly, you can change the tag type for the highlighted region. Note: Save your work frequently, as the TouchUp Reader Order tool includes no Undo command. To restore the PDF document to the last saved state, choose File > Revert. To change the tag type for a highlighted region: 1.
Page 383 Adding or removing content from a highlighted region The TouchUp Reading Order tool always displays as few highlighted regions as possible. If content within a highlighted region doesn't follow properly, you may need to split a region to reorder it. Highlighted regions may also contain adjacent page content that is unrelated or that requires a different tag type.
Page 384 Checking highlighted regions of figures and tables You can use the TouchUp Reading Order tool to identify and correct tagging results for figures and tables. Determine whether figures include or require alternate text in order to be read correctly with assistive technologies. Ideally, figure tags should identify image content that is meaningful to the document as a whole, such as graphs or illustrative photographs.
Page 385 Removing page artifacts and elements When tagging a PDF document, Acrobat can't always distinguish between instructive figures and decorative page elements. Items that visually enhance page layout, such as decorative borders, lines, or background elements, can add clutter to the structure layout and should be removed.
Page 386 Use the Tags tab to add alternate text that summarizes the contents of the tables. (See Adding supplementary information to tags.) To add instructions to form fields, see Making Adobe PDF forms accessible, or use the Edit Form Field Text option. (See TouchUp Reading Order options.)
Page 387 Before you clear the existing structure, make sure that manual tagging is your only recourse. (See Tagging Adobe PDF documents for accessibility.) To create a new tagged region of page content: 1.
Page 388 Creating headings To help readers navigate through the document and find the information they need, make sure that headings are tagged with the appropriate level to indicate their hierarchy in the content. Then, convert heading tags to bookmarks. (See Creating bookmarks.) To create a heading tag: 1.
Page 389 Creating figures You can select an element and define it as a figure by using the TouchUp Reading Order tool. Once you define it as a figure, you can add alternate text to describe the figure. If a tagged image in the document doesn't contain useful or illustrative information for the user, you can remove the element from the tagging structure so that it isn't read out loud or reflowed.
Page 390 Starting over on a page If adding tags to a PDF document in Adobe Acrobat results in a tagging structure that is overly complicated or too problematic to fix, you can use the TouchUp Reading Order tool to remove or replace the current structure. If the document contains mostly text, you can select a page and then remove headings, tables, and other elements to create a cleaner, simpler tagging structure.
Page 391 For best results when tagging tables, use the application that you created the document with to add tags when you create the PDF document. (See Creating tagged Adobe PDF from authoring applications.) If your PDF document isn't tagged, you can add tags by using the Add Tags To Document command.
Page 392 Advanced Tools for Correcting Tagging Errors Using the Tags tab Editing, moving, and redefining tags Using the Content tab...
Page 393 Structural elements are typically listed as container, or parent, tags and include several smaller elements, or child tags, within them. (For a list of encoded tag types, visit the Adobe website at http://access. adobe.com.) Note: For more information on logical structures, expert users can refer to the PDF Reference, Fifth Edition, on the Adobe website at http://partners.adobe.com/links/acrobat...
Page 394 Editing, moving, and redefining tags You can edit the tag's title, change the tag's location, or change the tag type for an element. All page content must be tagged, marked as an artifact, or removed from the logical structure tree. (See Tags tab options.) Logical structure tree in the Tags tab A.
Page 395 Tags tab options In the Tags tab, use either the Options menu or the context menu that appears by right- clicking (Windows) or Control-clicking (Mac OS) a tag in the logical structure tree to choose the following options: New Tag Creates a new tag in the logical structure tree after the currently selected item.
Page 396 Adding supplementary information to tags Some tagged Adobe PDF documents may not contain all the information necessary to make the document contents fully flexible. For example, if you want to make the document available to a screen reader, the PDF document should contain alternate text for figures, language properties for portions of the text that use a different language than the default language for the document, and an expansion text for abbreviations.
Page 397 When you tag a PDF document that includes comments, the comments are tagged as well. (See Tagging Adobe PDF documents for accessibility.) However, if you add comments to a PDF document that's already tagged, your comments are untagged unless you enable comment tagging before you add your comments.
Page 398 RowSpan attributes for these rows in the tag structure. Re-create the table in the authoring application, and then convert it to a tagged PDF document. (See Creating tagged Adobe PDF from authoring applications.) To set ColSpan and RowSpan attributes: 1. In the Tags tab, select a <TD> or <TH> element.
Page 399 PDF structure before you make any changes. For comprehensive information about PDF structure, download the PDF Reference, Fifth Edition, from the Adobe partner website at http://partners.adobe. com/links/acrobat (English only). The Content tab provides a hierarchical view of the objects that make up a PDF document, including the PDF document object itself.
Page 400 Content tab options The Content tab includes several options that you can choose either from the Options menu or by right-clicking (Windows) or Control-clicking (Mac OS) an object in the tab. You can choose the following options: New Container Adds a new container object at the end of the selected page or container. Edit Container Dictionary Specifies the dictionary for the container.
Page 401 Customizing Adobe Acrobat for Accessibility About accessibility preferences Setting accessibility preferences Using keyboard shortcuts for menu commands and navigation Scrolling automatically Using a screen reader Using the Read Out Loud feature...
Page 402 About accessibility preferences Adobe Acrobat provides several settings that help make PDF files more accessible for visually impaired and motion-impaired users. These settings change how PDF documents appear on-screen and are read by a screen reader. They also allow users to navigate documents using only keyboard shortcuts.
Page 403 Setting accessibility preferences If you start Adobe Acrobat for the first time in Windows while a screen reader or screen magnifier is running, the Accessibility Setup Assistant, a wizard, starts to help you set Acrobat preferences for better accessibility. Indicate the type of assistive device that you use to present the best options for your system.
Page 404 Accessibility options The Accessibility Setup Assistant helps you select several options that improve accessibility in Acrobat, particularly if you use assistive technologies. You can manually select additional options in various panels of the Preferences dialog box. The Accessibility Assistant includes the following options: Note: Some options may not be available, depending on the type of assistive device you specify;...
Page 405 Using high-contrast colors Acrobat provides various options for making text in Adobe PDF documents easier to see and read on-screen. You can enlarge small type, and adjust the colors and contrast of text and background. Magnify the displayed document by using the Viewing toolbar, the Zoom options on the status bar, or the commands on the View menu.
Page 406 Setting Reading preferences You can use the Reading preferences to determine how documents are read by screen readers or the Read Out Loud feature, and in what order. Set the volume and speed, and choose between voices that come with the system or that are installed with speech engines (such as SAPI 4 and SAPI 5 on Windows).
Page 407 Choosing a reading order can improve how untagged Adobe PDF documents are read, by both screen readers and the Read Out Loud feature. The reading order also affects the order of text when you choose File > Save As and select the Text (Accessible) *.txt option.
Page 408 Enabling single key accelerators You can improve the functionality of your keyboard by using single key accelerators. Most keyboard shortcuts in Acrobat don't require that you enable this option. (See Keys for selecting tools.) To enable single key accelerators: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). 2.
Page 409 Using keyboard shortcuts for menu commands and navigation You can navigate by using the keyboard instead of the mouse. See About keyboard shortcuts. In Mac OS, several keyboard access features are available. In Windows, some of the keyboard shortcuts used to navigate in Acrobat may differ from those used in other Windows applications.
Page 410 Setting up full keyboard access (Mac OS only) In Mac OS, you can navigate and interact within the Acrobat work area and Adobe PDF documents by setting up the appropriate system-level preferences. To set up full keyboard access: 1. On the Apple menu, choose System Preferences, and select Keyboard & Mouse (Mac OS 10.3) or Keyboard (Mac OS 10.2).
Page 411 Using shortcuts within web browsers (Windows only) You can use the keyboard to control Acrobat within Internet Explorer in Windows. At first, the focus is on the PDF document and the Acrobat application, so navigation and command keystrokes function normally. Pressing Ctrl+Tab shifts the focus to the web browser.
Page 412 Scrolling automatically The automatic scrolling feature makes it easier to scan through long PDF documents, especially reflowed documents. You can scroll through pages without using keystrokes or mouse actions. To scroll automatically through a document: 1. Choose View > Automatically Scroll. 2.
Page 413 Outputting accessible text for a braille printer You can save the text in a PDF document to print on a braille printer. Accessible text can be imported and printed out as formatted, grade 1 or 2 braille documents by using a braille translation application.
Page 414 Using a screen reader Adobe Acrobat supports assistive technologies that enable visually impaired users to interact with computer applications, such as screen readers and screen magnifiers. When assistive technologies are in use, Acrobat may add temporary tags to open PDF documents to improve their readability.
Page 415 Using the Read Out Loud feature You can use the Read Out Loud feature to read aloud as many pages of an Adobe PDF document as you want. Read Out Loud reads the text in comment pop-ups and alternate text descriptions for images and fillable fields. In tagged PDF documents, content is read in the order it appears within the logical structure.
Page 416 EDITING About editing Adobe PDF documents About electronic publication of Adobe PDF documents Improving electronic output...
Page 417 Consider an Adobe PDF file as a snapshot of your original document--whether it's an Adobe InDesign file or Microsoft Office file: Reserve the more substantial changes for the authoring application, and use Adobe Acrobat to enhance the "snapshot"...
Page 418 About electronic publication of Adobe PDF documents When you publish your Adobe PDF documents electronically using Acrobat, you want to make it as easy as possible for your readers to open and read them so that they find the information they need quickly. If you distribute PDF files to a large and varied audience, it's to your advantage to do everything you can to accommodate the diverse needs of that audience.
Page 419 Improving electronic output When you distribute Adobe PDF files electronically, there are a number of steps you can take to ensure that the user's reading experience is as smooth as possible, such as streamlining downloading, using recommended naming conventions for files, and providing keywords for searching.
Page 420 PDF documents and keep path names--or URLs--to the files at less than 256 characters. You can also quickly enable Fast Web View in entire folders of Adobe PDF files by using a batch sequence. (See Running batch sequences.)
Page 421 Adding a Welcome page When a user first visits a website or opens a CD, it can be difficult to know where to begin or to determine what's in the document collection. To point your users in the right direction, consider including a Welcome page. Such a page typically gives an overview of the included documents and provides links to specific places in them.
Page 422 Naming Adobe PDF documents When naming an Adobe PDF document that is going to be distributed electronically, it's a good idea to follow standard naming conventions: Use ISO 9660 file names, because some network and email programs truncate long file names.
Page 424 Adding searchable information and setting the binding You can provide a title, a subject, an author, and one or more keywords for an Adobe PDF document in Acrobat or in a browser. These entries are also reflected in the document metadata.
Page 425 Adding Navigability to Adobe PDF Documents Using page thumbnails Defining the tabbing order Using bookmarks Using links Using actions for special effects Navigating Adobe PDF documents converted from web pages Working with articles...
Page 426 Using page thumbnails Page thumbnails are miniature previews of the pages in a document. You can use page thumbnails in Adobe Acrobat to jump quickly to a selected page or to adjust the view of the page. When you move, copy, or delete a page thumbnail, you actually move, copy, or delete the corresponding page.
Page 427 Creating page thumbnails Because page thumbnails make a file larger, they are not automatically created with a document unless specified. Instead, you create page thumbnails dynamically by clicking the Pages tab in the navigation pane. The process of drawing page thumbnails may require several seconds, particularly in larger documents.
Page 428 Adding page actions with page thumbnails To enhance the interactive quality of a document, you can specify actions, such as changing the zoom value, to occur when a page is opened or closed. To set an action associated with a page opening or closing: 1.
Page 429 Defining the tabbing order In the Pages tab, you can set the order in which a user tabs through form fields, links, and comments for each page. To set the tabbing order for form fields, links, and comments: 1. Click the Pages tab in the navigation pane. 2.
Page 430 You can use bookmarks to jump to a destination within an Adobe PDF document, to another document (PDF or other), or to a web page. Bookmarks can also perform actions, such as executing a menu item or submitting a form.
Page 431 Creating bookmarks Bookmarks generated from a table of contents are usually adequate to navigate through a document. However, you can set bookmarks to point to specific sections to draw the reader's attention to them. You can also set the appearance of bookmarks and add actions to them.
Page 432 Managing bookmarks Initially, a bookmark displays the page that was in view when you created the bookmark, which is the bookmark's destination. Although you can set bookmark destinations as you create each bookmark, it is sometimes easier to create a group of bookmarks, and then set the destinations later.
Page 433 Creating a bookmark hierarchy You can nest a list of bookmarks to show a relationship between topics. Nesting creates a parent/child relationship. You can expand and collapse this hierarchical list as desired. To expand or collapse a bookmark: Do one of the following: Click the plus sign or horizontal triangle next to the bookmark icon to show any children.
Page 434 You can identify these bookmarks by the Tagged Bookmark icon Several word-processing applications, including Adobe InDesign and Microsoft Word, support tagged bookmarks. If your PDF file contains structural information, you can add tagged bookmarks to the file for paragraphs and other items that have HTML elements.
Page 435 Using links Links, or hyperlinks, let you jump to other locations in the same document, to other electronic documents including attachments, or to websites. You can use links when you want to ensure that your reader has immediate access to related information. You can also use links to initiate actions. You can also add actions to play a sound or movie file.
Page 436 Select Open A File, click Browse to select the destination file, and click Select. If the file is an Adobe PDF document, specify how the document should open. Click OK. Note: If the file name is too long to fit in the text box, the middle of the name is truncated.
Page 437 3. Select Invisible Rectangle for Link Type if you don't want users to see the link in the Adobe PDF document. An invisible link is useful if the link is over an image. 4. Select the Locked option if you want to prevent users from accidentally changing your settings.
Page 438 Adding actions to a link To enhance the interactive quality of a document, you can specify an action, such as changing the zoom value, to occur when a link is clicked. (See Using actions for special effects.)
Page 439 Editing links You can edit a link at any time. You can change its hotspot area or associated link action; delete or resize the link rectangle; or change the destination of the link. Changing the properties of an existing link affects only the currently selected link. You can change the properties of several links at once if you select the links using the Link tool or the Select tool.
Page 440 You can automatically create links from all URLs in a document or from URLs on selected pages. To create links from URLs in an Adobe PDF document: 1. Choose Advanced > Links > Create From URLs In Document. 2. In the Create Web Links dialog box, select All to create links from all URLs in the...
Page 441 Removing all web links You can remove all web links from an Adobe PDF document. To remove all web links from an Adobe PDF document: 1. Choose Advanced > Links > Remove All Links From Document.
Page 442 To create a link to a file attachment: 1. Open a PDF document that contains a file attachment. (See Adding attachments to Adobe documents.) 2. Go to where you want to create a link. If that location is in the file attachment, click the Attachments tab, select the file attachment, and click Open.
Page 443 To give the destination a different name, choose Rename. To create and link a destination in the same or another Adobe PDF document: 1. In the target document (to which you want to link a destination), navigate to the location where you want to create a destination, and set the desired view.
Page 444 Using actions for special effects You can cause an action to occur when a bookmark or link is clicked, or when a page is viewed. For example, you can use links and bookmarks to jump to different locations in a document, execute commands from a menu, and perform other actions.
Page 445 Adding actions For bookmarks or links, you specify an action that occurs when the bookmark or link is clicked. For other items, such as pages, media clips and form fields, you define a trigger that causes the action to occur and then define the action itself. You can add multiple actions to one trigger.
Page 446 Action types You can assign the following actions to links, bookmarks, pages, media clips, and form fields: Execute A Menu Item Executes a specified menu command as the action. Go To A Page View Jumps to the specified destination in the current document or in another document. Import Form Data Brings in form data from another file, and places it in the active form.
Page 447 Types of triggers Triggers determine how actions are activated in media clips, pages, and form fields. For example, you can specify a movie or sound clip to play when a page is opened or closed, or when the mouse pointer enters a field. The most commonly used trigger is Mouse Up. You can use the following triggers for media clips and form fields (not links or bookmarks): Mouse Up...
Page 448 Navigating Adobe PDF documents converted from web pages You can work with an Adobe PDF document created from web pages as with any other PDF document. Depending on how you configured Acrobat, clicking a link on a converted web page adds the pages for that link to the end of the PDF document if they aren't already included.
Page 449 Using tagged bookmarks to organize converted web pages When you first create an Adobe PDF document from web pages, tagged bookmarks are generated if Create Bookmarks is selected in the Web Page Conversion Settings dialog box. A standard (untagged) bookmark representing the web server appears at the top of the Bookmarks tab.
Page 450 PDF document. You can use this information to add tagged bookmarks to the file for paragraphs and other items that have HTML elements. To add tagged bookmarks to an Adobe PDF document: 1. Choose New Bookmarks From Structure from the Options menu.
Page 451 Getting information on converted web pages You can display a dialog box with the current page's URL, the page's title (from the HTML <TITLE> tag or URL of the page), the date and time downloaded, the content type (such as HTML text or JPEG image), and the preferred zoom setting (based on the scaling and image size).
Page 452 Refreshing converted web pages You can refresh web pages in an Adobe PDF document to retrieve the most up-to-date version from the website. When you refresh, you download the entire website or link again and build a new PDF document. The resulting new PDF document lists any pages where components have changed, including text, web links, embedded file names, and formatting.
Page 453 You can start a web browser and display a web page corresponding to the page you've already converted to an Adobe PDF page. This can be useful if you want to compare any differences between the downloaded Adobe PDF version and the current web page at the site.
Page 454 Adobe PDF file. Most, but not all, desktop publishing programs allow you to generate article threads for files automatically. If the file you're viewing has articles, you can show the names of the articles in a tab and navigate easily through them.
Page 455 Each article box you create has a label. The label consists of the article number in the Adobe PDF document and its sequence within the article. For example, the first box for the first article you define in a document would be labeled 1-1, the second box 1-2, and so on.
Page 456 Editing and deleting articles You can edit an existing article thread with the Article tool. You can delete, insert, combine, move, or resize an article box and edit article properties. To delete an article or article box: 1. Select the Article tool to display the articles in the document.
Page 457 Cropping pages Rotating pages Extracting, moving, and copying pages Deleting and replacing pages Setting up a presentation Combining Adobe PDF documents Numbering pages Adding headers and footers Adding watermarks and backgrounds Incorporating Adobe PDF documents into documents with OLE support...
Page 458 Copying and pasting text, tables, and images In Acrobat, you can select text, a table, or an image in an Adobe PDF document, copy it to the Clipboard, or paste it into a document in another application. The Select tool lets you select any page item.
Page 459 Copying text The Select tool lets you select text or columns of text in an Adobe PDF document. You can use the Copy and Paste commands to copy the selected text into another application. Or you can use the context menu to add comments and create links from the text. Note the...
Page 460 Copying tables You can select and copy a table to the Clipboard. You can also save it to a file that can then be loaded or imported to another application. If you have a CSV-compliant application on your system, such as Microsoft Excel, you can open the selected table directly in the application.
Page 461 Copying images You can copy and paste individual images from an Adobe PDF document to the Clipboard, to another application, or to a file using the Select tool. If you want to copy all the images from a PDF document, see...
Page 462 Copying a combination of text and image as an image You can use the Snapshot tool to copy the contents of the selection marquee (either text, an image, or both) to the Clipboard or to another application. Both text and images are copied as an image.
Page 463 Editing text You can perform minor corrections to a PDF document using the TouchUp Text tool. You can edit text, and you can edit a variety of properties, including font, font size and horizontal scale, word and character spacing, baseline offset or shift, fill and stroke characteristics, and font embedding and subsetting.
Page 464 Editing text with the TouchUp Text tool In general, you should use the TouchUp Text tool for minor text edits in an Adobe PDF document. For extensive revisions, you should edit the document in its original application and then regenerate the PDF file. You can also regenerate only pages needing revision and insert them into the PDF document.
Page 465 4. In the TouchUp Properties dialog box, click the Text tab. You can change any of the following text attributes: Font. You can select any font installed on your system or fully embedded in the Adobe PDF document. Document fonts are listed at the top; system fonts are listed below. (For...
Page 466 Adding new text to a document Use the TouchUp Text tool to add text to a document. You can also use the Typewriter tool. (See Using the Typewriter tool.) To add new text to a document: 1. Choose Tools > Advanced Editing > TouchUp Text Tool, or select the TouchUp Text tool on the Advanced Editing toolbar.
Page 467 To edit the text again, select the Typewriter tool, and then double-click in the Typewriter text. Note: To allow Adobe Reader users to use the Typewriter tool in Adobe Reader to type text in a PDF document, commenting must be enabled for that document. Open the document in Acrobat, choose Tools >...
Page 468 Inserting special characters You can insert certain special characters (line breaks, soft hyphens, nonbreaking spaces, and em dashes) in a tagged Adobe PDF document to improve the way it reflows. (See Reflowing the contents of tagged Adobe PDF documents.) You can also insert these special characters in any Adobe PDF document to improve the way it's read by a screen reader or simply to edit it for general readability purposes.
Page 469 Embedding or unembedding fonts using the TouchUp Text tool You must have a font installed on your system in order to edit text attributes. If an embedded or subsetted font is not installed on your system, you can make changes only to color, word spacing, character spacing, baseline offset, or margins.
Page 470 TouchUp Object tool features, or take it into Adobe Photoshop, Adobe Illustrator, or another application directly from the PDF document, and edit it. Once you complete the edit, you can place the image or object directly back in the PDF document if you are using an external application, and view the newly edited image or object in its original context.
Page 471 Editing images using the TouchUp Object tool You use the TouchUp Object tool to make last-minute corrections to images and objects in an Adobe PDF document. For major revisions, use your original authoring application, and then regenerate the PDF document.
Page 472 Edit Object, Edit Objects, or Edit Page. (The available command depends on what is selected.) Note: If the image can't open in Adobe Photoshop, verify that Photoshop is configured correctly. If a message asks whether to convert to ICC profiles, choose Don't Convert. If the image window displays a checkerboard pattern when it opens, the image data could not be read.
Page 473 Setting TouchUp preference options The TouchUp preferences define the default editing applications used when art and images are selected using the TouchUp Object tool. To set the TouchUp preferences: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). (You can also choose Preferences in the document pane menu.) 2.
Page 474 You can use many of the editing tools to select and edit objects, such as links, fields, and multimedia objects, in an Adobe PDF document. A selected object usually shows a bounding box; selection handles show when the pointer moves over the object. When the pointer moves over a locked object, no selection handles show.
Page 475 Cropping pages The Crop Pages dialog box lets you adjust the visible page area for specified pages of your document. You can adjust page margins by setting specific parameters. The resulting cropped area shows the content that appears when the page is displayed or printed. To undo a crop operation, reset the margins in the Crop Pages dialog box.
Page 476 Setting art, trim, and bleed box preferences You can set the Page Display preferences to show any art, trim, and bleed boxes that are defined in the Adobe PDF document. To set the art, trim, and bleed box preferences: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and select Page Display on the left side of the Preferences dialog box.
Page 477 Rotating pages You can rotate all pages in a document or only selected pages. Rotation is based on 90° increments. To rotate a page, a range of pages, or all pages: 1. Do one of the following: Choose Document > Rotate Pages. From the Options menu on the Pages tab, choose Rotate Pages.
Page 478 To move or copy a page between documents using a page thumbnail: 1. Open both Adobe PDF documents, and display them side by side with their Pages tabs open. 2. Select one or more page thumbnails in the file you want to copy or move pages from.
Page 479 Deleting and replacing pages You can delete pages from an Adobe PDF document with the Delete command or by deleting the page's page thumbnail or tagged bookmarks. You can minimize the size of the document file by using the Reduce File Size command to save the restructured document under a new name.
Page 480 Setting up a presentation Full Screen mode is often used for presentations. In Full Screen mode, Adobe PDF pages fill the entire screen, and the Acrobat menu bar, toolbar, and window controls are hidden. You can also set other opening views, so that your documents or collections of documents open to a consistent view.
Page 481 Defining the initial view as Full Screen mode To use the Full Screen mode, you need to define how the document opens. These settings are made in the Document Properties dialog box and are specific to the document. The settings that control how the user navigates through the document or whether the view moves from page to page automatically are set in the Full Screen preferences.
Page 482 Defining an initial view You can define an initial view, including magnification level and page layout, that appears when a user opens your document or document collection. A common initial view appearance is to open the document in Full Screen Mode. See Defining the initial view as Full Screen mode.
Page 483 Initial View options for document properties The Initial View options in the Document Properties are organized into three areas: Document Options, Window Options, and User Interface Options. Document Options Determine the appearance of the document within the document window, the page layout and magnification, which panes open, how it scrolls, and the page number at which the document opens.
Page 484 Adding page transitions You can create an interesting effect that occurs each time a page advances by using page transitions. Use the Set Page Transitions feature to add transitions to one or more pages in a document. You can also set page transitions for a group of documents using the Batch Processing command.
Page 485 Combining Adobe PDF documents You can use the Insert command to append or insert an Adobe PDF document into another PDF document.You can also insert one or more documents into a PDF document using drag and drop. To combine files using the Create PDF From Multiple Files command, see...
Page 486 Pages are numbered with integers, starting with page 1 for the first page of the document. Because some Adobe PDF documents may contain front matter, such as a copyright page and table of contents, their body pages may not follow the numbering shown in the status bar.
Page 487 Adding headers and footers Headers and footers are used to present information, such as date, page numbers, or the title of the document, in the top or bottom margins of a document. You can replace existing headers or footers in the document, and you can adjust the margins to make sure that the headers and footers don't overlap existing page items.
Page 488 Adding watermarks and backgrounds A watermark is text or an image that appears on top of existing document content when a document is viewed and printed. For example, in a list of tasks to complete, you could use a watermark to place "Complete" over the task list when the tasks are complete. A background is an image that is placed behind text or images on the page.
Page 489 Incorporating Adobe PDF documents into documents with OLE support You can incorporate Adobe PDF documents into any container document that supports Object Linking and Embedding (OLE) and later edit the PDF documents in Acrobat. To incorporate PDF documents into an application with OLE support:...
Page 490 Working with Adobe PDF Layers About Adobe PDF layers Navigating with layers Editing the properties of Adobe PDF layers Adding navigability to layers Merging layers Flattening Adobe PDF layers Editing layered content...
Page 491 About Adobe PDF layers Acrobat supports the display, navigation, and printing of layered Adobe PDF content output by applications such as Adobe InDesign, AutoCAD, and Visio. You can rename and merge layers, change the properties of layers, and add actions to layers.
Page 492 Navigating with layers Information can be stored on different layers of a PDF document. The layers that appear in the PDF document are based on the layers created in the original application. You cannot create layers in Acrobat; however, you can examine layers and show or hide the content associated with each layer using the Layers tab in the navigation pane.
Page 493 Editing the properties of Adobe PDF layers You can rename or lock Adobe PDF layers, set the default state, and set the initial visibility, print, and export states in the Layer Properties dialog box. You can combine the default state setting, the visibility setting, and the print setting to control when a layer is visible and when it prints.
Page 494 Adding navigability to layers You can add links and destinations to layers, allowing you to change the view of a document when the user clicks a bookmark or link. Note: In general, changes to layer visibility made using the eye icon in the Layers tab are not recorded in the Navigation toolbar.
Page 495 Merging layers You can merge one or more layers in an Adobe PDF document. Merged layers acquire the properties of the layer into which they are merged (the target layer). The merging of layers cannot be undone. To merge layers in a PDF document: 1.
Page 496 Flattening Adobe PDF layers Flattening Adobe PDF layers hides any content that is not visible when the flattening operation is executed. Layers are consolidated, and the flattening action cannot be undone. To flatten layers: Click the Layers tab, and select Flatten Layers from the Options menu.
Page 497 Editing layered content You can select or copy content in a layered Adobe PDF document using the Select tool or the Snapshot tool. You can edit content using a touch-up tool. These tools recognize and select any content that is visible, regardless of whether the content is on a selected layer.
Page 498 Working with File Attachments About file attachments Opening and saving attachments Adding attachments to Adobe PDF documents Searching in attachments Deleting attachments...
Page 499 About file attachments Acrobat lets you attach PDF and other files to an Adobe PDF document so that the reader can open them for viewing. If you move the PDF document to a new location, the attachments automatically go with it. You can add two types of file attachments to PDF documents from the File toolbar: document-level attachments and page-level attachments.
Page 500 To save a single attachment, name the file, specify a location, and then click Save. To save multiple attachments, specify a location, and then click Save. Related Subtopics: Saving modified files into the primary Adobe PDF document Working with attachments created in Acrobat 6.0 or earlier...
Page 501 Saving modified files into the primary Adobe PDF document If you make changes to a non-PDF attachment, you must delete the existing file attachment in the primary PDF document and then create a new file attachment with the modified document.
Page 502 To create attachments that can be viewed in Acrobat 5.0 or 6.0: 1. Add a PDF attachment to the document. (See Adding attachments to Adobe PDF documents.) 2. Do one of the following: Click the Attachments tab, and select Show Attachments By Default from the Options menu (selected by default).
Page 503 Adding attachments to Adobe PDF documents Sometimes you want to attach a separate file to your PDF document that contains related information. In Acrobat 7.0, you can attach a PDF file or a file from other applications to your PDF document. To attach a file as a comment, see Adding attachments as comments.)
Page 504 Personalizing attachments with a description Adding a description to an attachment helps you differentiate between similar files in the Attachments tab. To add a description to an attachment: 1. Select the attached file, and choose Options > Edit Description. 2. Edit the text of the description. 3.
Page 505 Linking between files In Acrobat 7.0, you can link from a PDF document to a file attachment and vice versa, or link between file attachments. See Creating links Linking to file attachments.
Page 506 Searching in attachments When searching for specific words or phrases, you can include PDF attachments in the search. To do this, use either the Search Documents & Attachments button in the Attachments tab or the advanced search options in the Search PDF window. Search results from attachments appear in the Results list beneath the attachment file name, which includes the attachment icon.
Page 507 Deleting attachments Use the Attachments tab to delete one or more attachments. To delete one or more attachments: 1. Click the Attachments tab, and select one or more attachments. 2. Click the Delete button, or choose Delete Attachment from the Options menu.
Page 508 Optimizing Adobe PDF Documents Using PDF Optimizer...
Page 509 Using PDF Optimizer PDF Optimizer provides many settings for reducing the size of Adobe PDF files. Whether you use all of these settings or only a few depends on how you intend to use the files and on the essential properties a file must have. In most cases, the default settings are appropriate for maximum efficiency--saving space by removing some embedded fonts, compressing images, and removing items from the file that are no longer needed.
Page 510 Using Images settings The Images panel of the PDF Optimizer lets you set options for color, grayscale, and monochrome image compression. Images panel of PDF Optimizer. You can change the PDF compatibility in this dialog box. In the Image Settings area, you can select the following options: Downsample reduces file size by lowering the resolution of images, which involves merging the colors of original pixels into larger pixels.
Page 511 Using Scanned Pages settings The Scanned Pages panel of the PDF Optimizer lets you optimize compression of page regions based on color content, balancing file size with image quality, and apply filters. If the Optimize Compression Of Page Regions Based On Color Content option is selected, options in the Images panel are not available; however, a variety of filters can be applied.
Page 512 Using Fonts settings One of the primary benefits of an Adobe PDF file is that the pages appear exactly as they are in the authoring application on the creator's computer, regardless of whether the person viewing the file has the same application and fonts as the author. To ensure an exact match to the original, you should embed all fonts used in the document.
Page 513 Using Transparency settings If your Adobe PDF document includes artwork that contains transparency, you can use the settings in the Transparency panel of PDF Optimizer to flatten transparency and reduce file size. (Flattening incorporates transparency into corresponding artwork in Acrobat 5.0 and later files by sectioning it into vector-based areas and rasterized areas.) PDF...
Page 514 The Discard Objects panel of the PDF Optimizer lets you specify objects to remove from the Adobe PDF document and lets you convert smooth lines to curves. The level of compatibility that you choose from the Make Compatible With menu determines the objects that you discard.
Page 515 PDF document. Because this option does not check for links from other PDF files or websites, it may not fit in some workflows. Optimize The PDF For Fast Web View restructures an Adobe PDF document for page-at-a-time downloading (byte-serving) from web servers. With page-at-a-time downloading, the web server sends only the requested page of information to the user, rather than the entire PDF document.
Page 516 Processing Adobe PDF Documents in Batches About batch sequences Running batch sequences Using predefined batch sequences Reorganizing the commands in a batch sequence Making batch sequences interactive Editing the options in a command Selecting source files and output options for batch processing...
Page 517 Developers can further enhance batch processing and other robust capabilities in Acrobat by using the Acrobat Software Developers Kit (SDK) to create scripts and plug-ins for their particular needs. Visit the Adobe website at http://partners.adobe.com/links/acrobat (English only) for more information about the Adobe Solutions Network (ASN) and the Acrobat SDK.
Page 518 Running batch sequences Acrobat includes a number of simple, predefined batch sequences that you can use to streamline your work. You do not have to open any of the Adobe PDF files before you begin to run these batch sequences.
Page 519 Print 1st Page Of All Prints only the first page of each of those Adobe PDF files in the batch sequence. The pages print on your default printer, using your current default print settings. (See About printing.)
Page 520 Reorganizing the commands in a batch sequence You can alter batch sequences, whether they are batch sequences you created yourself or predefined. You can add, rearrange, and delete commands in the batch sequence definitions to suit your work requirements. To change the commands in a batch sequence: 1.
Page 521 Making batch sequences interactive If your work requires that different documents use slightly different settings of the same commands, you can still use batch processing to automate the work. You can set up your batch- processing definitions to have pauses between specific commands so that you can modify command options before they execute.
Page 522 Editing the options in a command You can edit a batch sequence by rearranging the commands included in the batch sequence (see Reorganizing the commands in a batch sequence), but you can also edit the options within the individual commands. To edit the options for a batch-processing command: 1.
Page 523 4. For Output Format, do any of the following, and then click OK: Select Save File(s) As to specify the file format for the output files. (See Converting Adobe PDF documents to other file formats.) Specify whether you want Fast Web View enabled for new PDF files. (See...
Page 524 Creating batch sequences You can create custom batch sequences to suit your specific work requirements. To create a new batch sequence: 1. Choose Advanced > Batch Processing. 2. Click New Sequence. 3. Type a descriptive name for your sequence in the Name Sequence dialog box and click 4.
Page 525 Setting the batch-processing preferences Several preferences apply globally to batch processing. You can set these preferences at any time, regardless of whether or not a document is open. To set the batch-processing preferences: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). 2.
Page 526 Working with Digital Media in Adobe PDF Documents Integrating media into documents Setting Multimedia preferences Specifying Acrobat 5.0-compatible media properties Specifying Acrobat 6.0-compatible media properties Using Picture Tasks features Using Photoshop Album Starter Edition to create slideshows...
Page 527 Integrating media into documents When adding media clips to an Adobe PDF document, consider the following: When you add a movie or sound clip to a PDF document, you choose whether the clip is available in Acrobat 6.0 or later, or in Acrobat 5.0 or earlier. If you select Acrobat 6 Compatible Media, your audience can take advantage of new features, such as embedding movie clips in the PDF document.
Page 528 Adding movie clips When the Acrobat 6 Compatible Media option is selected, you can embed media files in a PDF document, or you can create a link to them. You can also allow for different renditions of a movie to be played, depending on the user's settings. For example, you may want to allow a low-resolution movie to be shown if the user has a slow Internet connection, or you may want to allow a different player to be used if the default player isn't available to the user.
Page 529 Adding sound clips You can add sound clips using the Sound tool. You can also use page actions to play sound clips from links, bookmarks, and form fields. (See Using actions for special effects.) The steps for adding a sound clip are nearly identical to adding a movie clip. To add a sound clip: 1.
Page 530 Adding and editing renditions By default, the media clip you specify in the Add Movie or Add Sound dialog box is the first and only rendition listed in the Multimedia Properties dialog box. This rendition is assigned to the Mouse Up action, which means that when the mouse button is clicked and released, the rendition is played.
Page 531 Rendition settings The Rendition Settings dialog box appears when you click Edit Rendition on the Settings tab of the Multimedia Properties dialog box. These options are available only for Acrobat 6-compatible media clips. Rendition Settings dialog box Note: Media players have different capabilities. Some rendition settings, such as player controls, are not available for some players.
Page 532 For example, some movie clips include subtitles, dubbed audio, or supplemental text captions. You can determine whether these items are displayed when the movie is played in your Adobe PDF document. You can also add sound and movie clips to your document. (See Integrating media into documents.)
Page 533 Specifying Acrobat 5.0-compatible media properties If you want your media clip to be Acrobat 5.0-compatible, you cannot select a number of options that are available only in Acrobat 6.0 or later. Acrobat 5.0-compatible media clips can be played in Acrobat 5.0 and earlier. To specify Acrobat 5.0-compatible media properties: 1.
Page 534 Specifying Acrobat 6.0-compatible media properties You can change the appearance of the play area, specify whether the media clip is played back once or continuously, and set a number of other properties. One advantage to using Acrobat 6.0-compatible media clips is that you can set up a list of alternate renditions. That way, if a high-resolution movie can't be played on the user's system, or if the assigned player isn't available, the next available rendition of the movie can be played instead.
Page 535 The Picture Tasks plug-in is specifically designed to allow you to extract JPEG formatted ® pictures sent to you in an Adobe PDF file that was created with Adobe Photoshop Album, Adobe Photoshop® Elements 2.0, or Adobe Acrobat using JPEG source files.
Page 536 Opening the Picture Tasks page Picture Tasks features are activated in the toolbar every time you open a Picture Tasks- enabled Adobe PDF file. You can open the Picture Tasks page in the How To window for links to key features.
Page 537 Exporting pictures Use the export function of the Picture Tasks plug-in to save any number of pictures contained within an Adobe PDF file to your local machine. You can also export pictures to a slideshow. To export pictures: 1. On the toolbar, choose Export Pictures from the Picture Tasks pop-up menu 2.
Page 538 If you use the Export And Edit Pictures command, the pictures are exported, saved, and automatically opened in an image-editing application. Note: When you export pictures from an Adobe PDF file and then edit pictures in an image-editing application, the changes you make are not reflected in the PDF file that contains the original pictures.
Page 539 You can share, or order prints from, Adobe PDF files or Adobe PDF project files. (A PDF project file is an Adobe PDF file that was created using a specific template in Photoshop Elements 2.0 or Photoshop Album 1.0, such as a calendar or photo album.) The template you used to...
Page 540 Printing pictures and projects on a local printer You can print pictures to a local printer from an Adobe PDF file in just a few steps. Print any number of pictures by choosing standard photo-print sizes in the Print dialog box.
Page 541 Using Photoshop Album Starter Edition to create slideshows With Adobe Photoshop Album 2.0 Starter Edition software, you can freely explore the basic features of Photoshop Album 2.0. Photoshop Album 2.0 Starter Edition makes it easy to find, fix, and share your digital photos. Organize your digital photos in a snap.
Page 542 Working with 3D Models About 3D models in Adobe Acrobat 3D Creating PDF documents with 3D models Converting 3D CAD files to PDF documents Capturing 3D models from 3D CAD applications Interacting with 3D models Using the Model Tree Commenting on 3D designs...
Page 543 About 3D models in Adobe Acrobat 3D With Acrobat 3D, you can create PDF documents directly from 3D CAD (Computer Aided Design) files. You can then interact with the 3D model in a number of ways. You can rotate or move it, slice it in half and look inside, hide or isolate parts or make parts transparent.
Page 544 About Adobe Acrobat 3D Toolkit To create or edit 3D files, you use Adobe Acrobat 3D Toolkit. Using Acrobat 3D Toolkit, you can convert a wide number of file formats, add animation, change lighting and other effects, and manipulate the 3D model in other ways. For more information, see Acrobat 3D Toolkit Help (start Acrobat 3D Toolkit, and choose Help >...
Page 545 The capture utility for UNIX lets you capture 3D models on a UNIX system. The capture utility includes a subset of the 3D viewing capabilities that are available in Acrobat 3D for Windows. For information on capturing 3D models, see the Acrobat 3D UNIX readme file...
Page 546 Creating PDF documents with 3D models You can add a 3D model to an Adobe PDF document by importing it from a 3D CAD file or by capturing it from a 3D CAD application. One advantage to creating a PDF document from a 3D file is that the 3D model's file structure, including part names and hierarchy, is preserved.
Page 547 For some 3D CAD formats, the authoring application must be installed for the 3D file to be converted. 2. In the Acrobat 3D Conversion dialog box, do one of the following, and then click OK: Under 3D Conversion Settings, specify a preset: High Quality to import the 3D file with more detail and a greater file size, Small File to import the 3D file with less detail and a smaller file size, or a custom preset you created.
Page 548 Choose Edit > Preferences, and then choose Convert To PDF. Select the 3D file format for which you want to create the preset, and then click Edit Settings. 2. In the Acrobat 3D Conversion dialog box, specify the settings you want to include in the preset. (See 3D conversion settings.)
Page 549 The Import panel includes 3D CAD import-specific settings that are available for the formats supported by Acrobat 3D. The Import panel is blank for many file types, including 3DS files. When conversion of the 3D model occurs, a representation of the model is generated, often causing deviation from the original file.
Page 550 OK. In addition to the options found on the General panel of the Acrobat 3D Conversion dialog box, you can also open the Model Tree tab when the 3D model is activated. For more information on these settings, see 3D conversion settings.
Page 551 Editing 3D properties The 3D model appears inside a bounding box (also called an annotation). You can change the properties of this area in the PDF document. To edit properties for the 3D area: 1. Using the Select Object Tool, right-click the 3D model, and choose Properties. 2.
Page 552 Using Acrobat 3D to capture a 3D model is similar to capturing a screen image. Being able to capture a 3D model is especially useful if Acrobat 3D does not support a certain 3D format, if a 3D model appears in a database but you don't have access to the actual 3D file, or if you want to capture a specific appearance of the 3D model.
Page 553 Tips for best capture results When using Acrobat 3D to capture 3D models from CAD applications, do the following: Make sure that the 3D CAD application is set to use OpenGL. Note that some 3D applications do not support OpenGL. For example, if you want to capture a 3D model from Acrobat 3D Toolkit, choose Display >...
Page 554 Changing 3D Capture preferences After you capture a 3D model, the default settings for the captured application appear in the 3D Capture section of the Preferences dialog box. You can then edit these settings for future captures of this file type. To change 3D preferences: 1.
Page 555 3D capture settings You can change capture settings when capturing a 3D model from a CAD application or when editing application capture settings in the Preferences dialog box. General setting The General panel lets you adjust the geometry settings of captured 3D models. Discard Stray Points And Lines Captured shapes may have orphaned lines and vertices that could not be meaningfully incorporated into the 3D model.
Page 556 Interacting with 3D models In Adobe Acrobat, you can view and interact with high-quality, 3D content created in professional 3D CAD or 3D modeling programs. For instance, you can selectively hide and show parts of a 3D model, "remove" a cover to look inside, and turn parts around as if holding them in your hands.
Page 557 3D navigation tools When you navigate in 3D, it helps to think that you are viewing the stationary 3D model from a camera's perspective. You can rotate, pan (move up, down, or side-to-side), and zoom in or out. Note: If the 3D toolbar doesn't appear, you may need to enable the 3D content by clicking in the 3D model area with the Hand tool.
Page 558 Changing the rendering mode, lighting, projection, or background The model rendering mode determines the surface appearance of the 3D model. The default rendering mode is usually solid, but you can also choose Wireframe, Points, Illustration, or a number of other rendering modes. You can also change the lighting and background of the 3D model, and you can use either orthographic or projection perspective.
Page 559 The bottom section includes metadata information, if any, about the part. You cannot edit this information in Acrobat 3D. Model Tree A. 3D object's hierarchy B. Saved views C. Part information To view or hide the Model Tree: 1.
Page 560 Hiding, isolating, and changing the appearance of parts Some 3D models are subdivided into parts. You can use the Model Tree to hide or isolate parts, zoom in to parts, or make parts transparent. Manipulating parts A. Selected part B. Hidden part C. Isolated part D. Transparent part To manipulate a part: 1.
Page 561 1. Select a tool from the Commenting or Drawing Markups toolbar. (The Text Edit tools have no effect on 3D objects.) 2. Add a comment to the 3D object area. When you add a comment, Acrobat 3D automatically creates a new view. If your comment disappears, click this view to see the comment again. To display comments: Do any of the following: Click the view in the Model Tree that contains the comment.
Page 562 3. In the Model Tree, click the Create View icon In Acrobat 3D, you can add views when converting a 3D CAD file to a PDF document. Select Add Default Views, and then select the type of views you want to add.
Page 563 Displaying cross sections Displaying a cross section of a 3D model is like cutting it in half and looking inside. Use the Cross Section Controls dialog box to adjust the alignment, offset, and tilt of the cutting plane. Before and after cross section To apply a cross section: 1.
Page 564 Cross section settings The following options appear when you choose Cross Section Properties from the Cross Section pop-up menu on the 3D toolbar: Alignment To change the alignment, select whether the cross section applies to the x, y, or z axis. Click Align To Face to align the camera to the face of the selected part.
Page 565 4. Measure the 3D model: As you drag the pointer over other points and edges, Acrobat 3D displays the measurement between the initial selection and the current position. If Measurement Markup is turned on, the first two clicks determine the measurement, and the third click determines the location of the markup.
Page 566 3D measuring types In the 3D Measurement Tool palette, you can choose any of the following options from the 3D Measure Type menu. Auto In Auto mode, the system tries to display the measurement that makes most sense given the initial selection and the current pointer position. If you select a straight edge and then move the pointer back over the same edge, then the length of that edge is shown.
Page 567 3D Measuring preferences Change the Measuring preferences to determine how 3D data is measured. These options appear in the Measurement panel of the Preferences dialog box. Use Scales And Units From Model Measurements are displayed based on the model units, if present, generated from the original 3D model.
Page 568 Changing 3D preferences In the 3D panel of the Preferences dialog box, you can determine whether the 3D toolbar and Model Tree are displayed by default. You can also specify a default renderer and determine whether animations are allowed. Preferred Renderer The rendering engine affects both performance and quality, so it's important to select the appropriate renderer.
Page 569 You can set a JavaScript to start based on any action. For example, you might choose to have it automatically start when a user opens the PDF document, to start when a user clicks a button or link in the Adobe PDF document, or even to start based on another JavaScript file's instructions.
Page 570 Adding JavaScript files to Adobe PDF documents You can include a JavaScript (JS) file with an Adobe PDF document that has 3D content by doing one of the following: Send it as a separate file that users can load and run manually. Recipients must typically save the JavaScript file to their hard drive.
Page 571 SEARCH AND INDEX About searching Adobe PDF documents...
Page 572 (See Searching for words in an Adobe PDF document.) Quickly find and organize PDF files, and start common tasks with the Organizer window.
Page 573 Searching for Text in Adobe PDF Documents About searching text Searching for words in an Adobe PDF document Searching across multiple Adobe PDF documents Setting Search preferences...
Page 574 About searching text You can search for specific words in the text of an open Adobe PDF document, a set of PDF documents in a specified location, PDF files on the Internet, or a catalog of indexed PDF documents. You can search PDF documents for words in the text, layers, form fields,...
Page 575 You can use either the Find toolbar or the Search PDF window to locate a word, series of words, or partial word in the active Adobe PDF document. The Find toolbar provides a basic set of options for searching for text in only the current PDF document; the Search...
Page 576 Comments tab, see Finding comments. Note: The Search PDF window searches all of the areas that the Find toolbar searches and also searches additional areas by default. (See Searching for words in an Adobe PDF document.)
Page 577 Match Exact Word Or Phrase searches for the entire string of characters, including spaces, in the order in which they appear in the text box. For example, if you type Adobe Acrobat, the results list only instances of Adobe Acrobat (both words, next to each other, and in that order).
Page 578 Closing the Search PDF window There are several methods of closing the Search PDF window: (Windows only) Click Hide at the top of the Search PDF window. The document pane returns to its larger size. If you accidentally close the Search PDF window, simply reopen it to view your most recent search results.
Page 579 Searching across multiple Adobe PDF documents You can use the Search PDF window to find words in Adobe PDF files stored in a specific location on your hard disk or network, in prepared Adobe PDF index files, and in Adobe PDF files on the Internet.
Page 580 Searching all Adobe PDF files in a specific location You can search multiple Adobe PDF files that are in a specific location, such as a folder on your hard disk or local network. You do not need to open the files.
Page 581 You can search using just document characteristics, without entering a search word. For example, you can search your local disk for all Adobe PDF documents that you created after a certain date. Searching multiple PDF documents provides additional search criteria.
Page 582 Refining results of multiple-document searches After you search more than one document, you can use the Refine Results pane to reduce the number of search results by adding additional criteria. This can save time, because only the existing results are searched. For example, you can first search for all documents by a specific author and then define a search query for that subset of documents.
Page 583 An Adobe PDF index is a specially prepared file that catalogs multiple Adobe PDF files and is available through Search. If a full-text index is available for a set of Adobe PDF documents, you can search the index for a word rather than searching each individual document.
Page 584 Using Boolean queries in multiple-document searches A Boolean search offers more options for searching for exact phrasing, alternate words, and excluded words. To use a Boolean query in a multiple-document search: 1. Choose Edit > Search or click the Search button , and click Use Advanced Search Options.
Page 585 Searching Adobe PDF documents on the Internet If you have an active Internet connection, you can search for Adobe PDF documents meeting your search criteria. To search Adobe PDF documents on the Internet: 1. Choose Edit > Search, or click the Search button 2.
Page 586 10,000. Enable Fast Find Automatically generates a cache of information from any Adobe PDF file that you search with either the Find toolbar or the Search PDF window. The cache then speeds the search process the next time you search the same file by using the Search PDF window. To avoid excessively large caches, which can slow overall performance, don't set the value of the Maximum Cache Size option too high.
Page 587 Indexing Multiple Adobe PDF Documents About using Catalog to index Adobe PDF documents Preparing documents for indexing Guidelines for cross-platform indexing compatibility Adding searchable information to document properties Guidelines for document properties information Guidelines for catalog Readme files Creating a search index...
Page 588 The Catalog feature creates indexes that can be used to search a specific collection of Adobe PDF files. You can distribute or publish the index with your set of Adobe PDF files to make it easier for users to find the information they need. For example, you can burn an index of PDF files to a CD or publish an index of PDF files to a website to let users conveniently search for a particular PDF file or word.
Page 589 Preparing documents for indexing Begin by creating a folder to contain the Adobe PDF files you want to index. When you run the Catalog feature, it generates the index definition file (which has a .pdx extension) and a support folder that is nested in the folder with the documents. The support folder contains files that are generated automatically during the indexing process.
Page 590 (HPFS volumes may contain long unretrievable file names.) Single platform If you index Adobe PDF documents with long file names that will be truncated for Windows use, work exclusively in either Windows or Mac OS when you build or update the index.
Page 591 To make files easier to search, you can add information (called metadata) to your document properties. Be sure to refer to the guidelines before entering metadata to any Adobe PDF file but especially to files that you will index with the Catalog feature. (See Guidelines for document properties information.)
Page 592 For example, you might use status report as a Subject entry and monthly or weekly as a Keywords entry for a single document. If you already have specialized training in Adobe PDF, you can define custom data fields, such as Document Type, Document Number, and Document Identifier, when you create the index.
Page 593 Guidelines for catalog Readme files Another recommended practice is to place a separate Readme file in the folder with the index. Use this Readme file to describe the index, such as the following information: The kind of documents indexed. The search options supported. The person to contact or a phone number to call with questions.
Page 594 Creating a search index When you are ready to build an index for Adobe PDF files, be sure that you have prepared the files and collections properly. The Catalog feature indexes all PDF documents in the folders you select. (See Preparing documents for indexing.)
Page 595 Excluding numbers can significantly reduce the size of an index, making searches faster. Add IDs To Adobe PDF v1.0 Files Select this option if your collection includes Adobe PDF files created before Adobe v2.0 of the application, which did not automatically add identification numbers. ID numbers are needed when long Mac OS file names are shortened as they are translated into DOS file names.
Page 596 Adding custom properties Use the Custom Properties option to allow index users to search within the custom properties of PDF documents. For example, when you create an index, you can add the custom property Document_Name and assign a property type of string. A user searching the index can then select the index and search within the custom property by selecting Document_Name from the Use These Additional Criteria menu.
Page 597 Excluding specific words from the index You can exclude--or stop--up to 500 specific words from appearing in an index. For example, you might want to exclude words such as the, a, but, or, for, and by. Excluding words from an index can make the index 10% to 15% smaller. Individual stop words can contain up to 128 characters and are case sensitive.
Page 598 Updating, rebuilding, and purging existing indexes When you build a new index, the results are a new .pdx file and a new folder that contains one or more .idx files. The .pdx file, which is small, makes the information in the .idx files available to the search function.
Page 599 You use a scheduling application, such as Windows Scheduler or Scheduler for Mac OS, to display the .bpdx file in Acrobat. Acrobat then re-creates the index according to the flags in the .bpdx file. For more detailed information on scheduling indexing, search from the Support page on the Adobe website at www.adobe.com/support/main.html.
Page 600 Moving document collections and their indexes You can develop and test an indexed document collection on a local hard drive and then move the finished document collection to a network server or disk. An index definition contains relative paths between the index definition file (PDX) and the folders containing the indexed documents.
Page 601 ISO 9660 compatibility. Forcing ISO 9660 compatibility is useful when you don't want to change long Adobe PDF file names to MS-DOS file names as you prepare documents for indexing. However, you must still use MS-DOS file-naming conventions for the folder names (8 digits or fewer) even though this isn't necessary for the file names.
Page 602 PRINT PRODUCTION About print production in Acrobat...
Page 603 Acrobat provides creative professionals and prepress service providers with production and output capabilities for handling the most sophisticated layouts created in professional products such as Adobe Photoshop CS, Adobe Illustrator CS, and Adobe InDesign CS. These features are located primarily in the Color Settings dialog box, the Print Production toolbar, and the Advanced Print Setup dialog box.
Page 604 Using Print Production Tools About print production tools About trapping Specifying Adobe In-RIP Trapping options Previewing output Converting colors Using the Ink Manager Embedding printer marks Adjusting page margins and page sizes Fixing hairlines Previewing and applying transparency flattening...
Page 605 Transparency Flattening tool J. PDF Optimizer tool K. JDF Job Definitions tool Trap Presets Allows you to create and apply trap settings for later execution by an Adobe PostScript 3 RIP that licenses Adobe In-RIP Trapping. (See Specifying Adobe In-RIP Trapping options.)
Page 606 About trapping When a commercially printed document uses more than one ink on the same page, each ink must be printed in register (perfectly aligned) with any other inks that it abuts, so that there is no gap where the different inks meet. However, it's impossible to ensure exact registration for every object on every sheet of paper running through a printing press, so misregistration of inks can occur.
Page 607 Trapping. You must select this PPD by using the operating system driver. An Adobe PostScript Level 2 or later output device that uses a RIP that supports Adobe In- RIP Trapping. To find out if a PostScript output device supports Adobe In-RIP Trapping, contact the manufacturer or your prepress service provider.
Page 608 A trap preset is a collection of trap settings you can apply to a page or range of pages in an Adobe PDF document. The Trap Presets dialog box provides a simple interface for entering trap settings and saving a collection of settings as a trap preset. You can apply trap presets to any or all pages in the current document.
Page 609 Assigning a trap preset to pages You can assign a trap preset to a document or to a range of pages in a document. Pages with no abutting colors will print faster if you disable trapping on those pages. Trapping doesn't actually occur until you print the document.
Page 610 Setting trap widths Differences in paper characteristics, screen rulings, and printing press conditions require different amounts of trap. Each Trap Width control allows a maximum value of 8 points. To determine the appropriate trap widths for each job, consult with your prepress service provider.
Page 611 Miter also matches earlier trapping results to retain compatibility with previous versions of the Adobe Trapping Engine. Overlap affects the shape of the trap generated by the lightest neutral density object that intersects with two or more darker objects.
Page 612 Setting trap thresholds You can adjust trap thresholds, as recommended by your prepress service provider, to correspond to your printing conditions. Trap thresholds are available for the following color conditions: Step indicates the degree to which components (such as CMYK values) of abutting colors must vary before Acrobat creates a trap.
Page 613 Adjusting trapping tolerance Some jobs need only the most extreme color changes trapped, while others require traps for more subtle color changes. The Step value specifies the threshold at which the trapping engine decides to create a trap. To change how much the component inks in abutting colors can vary before causing those colors to trap, increase or decrease the value for Step in the New Trap Preset dialog box.
Page 614 Using sliding traps You can use a sliding trap to prevent abrupt shifts in trap placement along a gradient edge. During trapping, the trapping engine adjusts (slides) the trap position--from spreading the lighter color into the darker one, to straddling the centerline between them. In the New Trap Preset dialog box, the Sliding Trap value determines when the trapping engine starts to straddle the centerline of the color boundary.
Page 615 Trapping imported images You can create a trap preset to control traps within images, and to control traps between bitmap images (such as photographs and those saved in raster PDF files) and vector objects (such as those from a drawing program and vector PDF files). The New Trap Preset dialog box includes the following options: Trap Placement provides options for determining where the trap falls when trapping vector objects to bitmap images.
Page 616 Trapping with black and rich black The value you type for Black Color in the New Trap Preset dialog box determines what Acrobat considers to be a solid black and a rich black. A rich black is any black color that uses a support screen--adding percentages of one or more process inks to strengthen the black.
Page 617 Adjusting ink neutral density values You can adjust the ink neutral density (ND) values that the selected trapping engine uses to determine the precise placement of traps. The default ND values for process inks are based on the neutral density readings of process ink swatches that conform to industry standards in different parts of the world.
Page 618 Working with specialty inks or varnishes Using certain inks involves special trapping considerations. For example, if you are using a varnish on your document, you don't want the varnish to affect trapping. However, if you're overprinting certain areas with a completely opaque ink, there is no need to create traps for items underneath.
Page 619 Specifying trapping sequence You can adjust the trapping sequence (also called the trapping order). The trapping sequence matches the order in which inks are printed at the press, but it does not match the order in which separations are produced at the output device. The trapping sequence is particularly important when you're printing with multiple opaque colors, such as metallic inks.
Page 620 Previewing output The Output Preview dialog box provides a convenient way to use the open Adobe PDF document to preview separations, proof colors, view colors by source in addition to ink plates, and highlight warning areas for out-of-gamut areas, ink coverage limits, and overprinting.
Page 621 Previewing color separations You can preview separation plates and ink coverage to ensure that the printed piece meets your requirements. Total Area Coverage specifies the total percentage of all inks used. For example, 280 means 280% ink coverage, which could be accomplished with 60C, 60M, 60Y, and 100K.
Page 622 To diagnose such color problems before handing off an Adobe PDF document for high-end output, you can use the various color warnings in the Output Preview dialog box. Pixels in areas that trigger the warning are displayed in the warning color, which is identified by the swatch color next to the warning type.
Page 623 Soft-proofing colors In a traditional publishing workflow, you print a hard proof of your document to preview how the document's colors look. In a color-managed workflow, you can use the precision of color profiles to soft-proof your document directly on the monitor--to display an on- screen preview of how your document's colors will look when reproduced on a particular output device.
Page 624 Converting colors If your Adobe PDF document will be output to a high-end output device or incorporated in a prepress workflow, you can convert color objects in the document to CMYK or another color space. Acrobat uses the source color spaces of objects in an Adobe PDF document to determine what (if any) color conversion is required, for example, from RGB to CMYK.
Page 625 Acrobat attaches the appropriate profile, as specified in the Destination Space area of the Convert Colors dialog box, to the selected color space in the Adobe PDF document. For example, a document might contain five objects: one in Grayscale and two each in the RGB and CMYK color spaces.
Page 626 About embedding color profiles as output intents An output intent provides a way to match the color characteristics of an Adobe PDF document with those of a target output device or production environment in which the document will be produced as a printed product. An output intent describes the color reproduction characteristics of a possible output device or condition of production.
Page 627 About removing embedded color profiles You can remove embedded profiles altogether or remove them and attach new profiles that meet your specifications. Unembedding is useful if the Adobe PDF file contains embedded colors profiles and you want to preserve those CMYK and grayscale color...
Page 628 Converting colors to a destination color space Depending on the color spaces you select, the Convert Colors command will preserve, convert, or map color values from the source color space to the specified destination space as follows: Objects with untagged RGB data (DeviceRGB) convert from the working space RGB profile to the CMYK gamut of the destination space.
Page 629 Using the Ink Manager The Ink Manager modifies the way inks are treated while the current PDF document is open. Ink Manager settings affect how inks are viewed using Output Preview, and how inks print when separations are generated. Ink Manager options are especially useful for prepress service providers: If a process job includes a spot color, a service provider can open the document and remap the spot-color ink to equivalent CMYK process colors.
Page 630 Printer marks indicate the boundaries of document boxes supported by Adobe PDF, such as trim boxes and bleed boxes.
Page 631 Adjusting page margins and page sizes Use the Crop Pages tool to adjust the margins of document boxes supported by Adobe PDF, including media, trim, bleed, and art boxes. This is useful if the printer marks you add using the Add Printer Marks tool (not the Marks And Bleeds panel of the Advanced Print Setup dialog box) would be clipped because the crop box is too small to accommodate the marks.
Page 632 PDF document created in another application that uses PDF 1.3 technology, such as Adobe InDesign. You can view these document boxes on the page in the Acrobat document pane or on the page preview on the right side of the Crop Pages dialog box.
Page 633 Creating and modifying document boxes If the original PDF document was created without trim, bleed, or art boxes, you can define them in the PDF document using the Crop Pages dialog box. To display the Crop Pages dialog box: Do one of the following: Choose Tools >...
Page 634 Very thin lines, called hairlines, are problematic in commercial printing. If left as is in Adobe PDF documents, they might not appear in the final printed piece. The Fix Hairlines tool can find most hairlines and replace them with a heavier weight line.
Page 635 7. At any time, click Refresh to display a fresh preview version based on your settings. To apply the flattener settings to the Adobe PDF document: 1. In the Flattener Preview dialog box, specify flattener settings. 2. Choose one of the following to select affected pages: All applies the settings to all pages in the document.
Page 636 Transparency flattener options You can set the following options in the Flattener Preview window, PDF Optimizer, or the Advanced Print Setup dialog box. Raster/Vector Balance Use the slider to set the percentage of vector information that will be preserved. Higher settings preserve more vector objects, while lower settings rasterize more vector objects;...
Page 637 Inspecting a document Working with Preflight results Understanding preflight profiles Editing an existing preflight profile Advanced tools for creating and modifying multiple preflight profiles Importing or exporting preflight profiles Creating and verifying PDF/X-compatible files Automatically inspecting Adobe PDF files Setting Preflight preferences...
Page 638 PDF version compatibility. Before you use Preflight or output an Adobe PDF document, make sure that your PDF document meets the following generally recognized output criteria:...
Page 639 Inspecting a document The Acrobat Preflight feature analyzes the contents of the document and compares the results with a set of acceptable user-defined values, called preflight profiles. If Preflight finds a conflict between a document property and the parameters in the selected profile, the results are listed in the Preflight dialog box and the optional report.
Page 640 Working with Preflight results You can view the results of a Preflight inspection as a list, as comments, or individually in the Preflight dialog box. In the Results list, mismatches appear according to the severity of the mismatch, with all Errors first, followed by Warnings, and so on. An alert icon appears next to each rule that was violated according to the selected Preflight profile.
Page 641 Viewing content problems in lists The Preflight dialog box lists the problems that have been flagged by a rule in the selected profile. A PDF document can contain many different types of objects, including file size, last modification date of the document, page number or size, comments, form fields, printer marks, text, images, and so on.
Page 642 Viewing content problems in a separate window Use Snap View to isolate an item when you're working with pages containing complex, overlapping areas. Some items, such as document information fields or page labels, cannot be displayed. To view problem objects in a separate window: 1.
Page 643 Viewing resources and general information The Overview section of the Preflight dialog box lists the characteristics of the Adobe PDF document, including the color spaces, fonts, patterns, halftone settings, graphic states, and images used. (See About property groups.) It also lists general information about the analyzed document, such as the application used to create it, the date it was created, and the date it was last modified.
Page 644 Viewing results as comments You can embed content problems as comments in the PDF document, and then view them as you would any PDF comments. For example, you can click the Comments tab in the navigation pane to list each comment (or filtered comment) in a list. For information on commands available in the Comments tab, see Using the Comments List.
Page 645 You can capture the results of a Preflight inspection in various types of reports. You can specify the results as a text file, an XML file, or as single Adobe PDF file. A PDF report can include just an overview, or detailed information presented in different ways.
Page 646 Understanding preflight profiles A successful preflight inspection depends on how well you define the criteria for the inspection. The inspection criteria are packaged in a file called a preflight profile. You can specify values and how you want Preflight to handle mismatches using the Edit Profile dialog box.
Page 647 About preflight profiles Acrobat includes several predefined preflight profiles, which you can use as is or modify to create custom profiles. The rules that make up the profiles are organized by categories. Each rule in a category governs a particular document property. To help you determine what document properties the preflight profile analyzes--and thus how to set parameters--you can review information about each selected rule in the Edit Profile dialog box.
Page 648 About preflight alerts For each component of a profile, you specify how you want Preflight to handle mismatches during the inspection. You can select from the pop-up menu in the Edit Preflight dialog box, or cycle through the check box to set the type of alert. The icon for the alert appears next to the inspected object in the Preflight dialog box when the Results button is clicked.
Page 649 Editing an existing preflight profile You can easily modify an existing profile or create a new preflight profile by editing an existing profile and saving the edited profile under a new name. Once you become familiar with profiles and their components, you can use the advanced method to quickly modify multiple profiles.
Page 650 Specifying preflight profile settings Before you can edit a preflight profile, the profile must be unlocked. (See Adding security to preflight profiles.) To view all available preflight profiles: Click the Profiles button at the top of the Preflight dialog box, or choose Show Preflight Profiles from the Options menu.
Page 651 Adding security to preflight profiles You can prevent unauthorized changes to preflight profiles by locking profiles and giving them passwords. This may be useful if preflight profiles are shared among several users. You can lock preflight profiles when you first create them or any time you save the preflight profiles.
Page 652 Advanced tools for creating and modifying multiple preflight profiles For a comprehensive examination of all available preflight profiles, you can use the Edit Profiles dialog box--an advanced version of the Edit Profile dialog box used for modifying profiles one at a time. (See Editing an existing preflight profile.) A preflight profile includes one or more rules;...
Page 653 Using the Edit Profiles dialog box The Profiles list in the Edit Profiles dialog box contains predefined profiles included with Acrobat, and any custom profiles you've created. The arrow keys between columns move rules and conditions to and from the columns. Generally you work from right to left, specifying and adding conditions to rules, and then specifying and adding rules to profiles.
Page 654 Viewing the settings of a preflight profile To determine which document properties the profile analyzes, you view a description of each rule and the criteria that the rule uses to analyze a document property in the Edit Profiles dialog box. The Edit Profiles dialog box shows all the current profiles, rules, and conditions in three separate columns.
Page 655 Modifying preflight profiles Acrobat includes several predefined preflight profiles, which you can use as is or modify to create custom profiles. You can modify a profile that nearly meets your needs by adding one or more rules that analyze the document using different criteria. For example, an existing rule might detect all text that is not plain black--that is, text that uses black plus some amount of cyan, magenta, and yellow.
Page 656 If possible, duplicate an existing profile and modify only the portions you need to. A preflight profile must contain at least one rule and one condition that validate the Adobe PDF content. When you build a rule from scratch, you can use existing conditions or create new conditions as you go.
Page 657 Importing or exporting preflight profiles Preflight profiles can be shared with other users. For example, prepress service providers can provide them to their customers to ensure that jobs pass an inspection defined by those profiles before the jobs are handed off. Users in a workgroup can create their own profiles as a way to check a document before uploading to the web or printing to a special printer, or to check in-house production.
Page 658 About property groups.) A condition is a simple statement that is either true or false for a given object in an Adobe PDF file, for example, "Font is not embedded" or "Color managed color used." Conditions column in the Edit Profiles dialog box...
Page 659 (DeviceN). For example, to reproduce the color orange on a monitor or printer, the Adobe PDF document requires both the color space for the spot color as well as an alternate color space (made up of RGB or CMYK colors) that defines what the spot color looks like.
Page 660 PDF document to PDF/X. PDF/X alerts A. Convert to PDF/X B. Verify PDF/X C. Remove PDF/X Related Subtopics: Converting PDF files to PDF/X Verifying an Adobe PDF file against PDF/X criteria Removing PDF/X information...
Page 661 Converting PDF files to PDF/X You can validate PDF content against PDF/X-1a or PDF/X-3 criteria and save a copy of the PDF document as PDF/X, provided it complies with the specified requirements. For example, an ICC profile that describes the destination device is required for both PDF/X- 1a and PDF/X-3 compliance.
Page 662 Verifying an Adobe PDF file against PDF/X criteria PDF/X files can be created in a variety of ways, such as by using Acrobat Distiller. If you open a PDF/X file created by Distiller or another application and start Preflight, the Verify...
Page 663 Removing PDF/X information You can remove all PDF/X-specific information, such as the output condition or the GTS_PDFX version key. This is useful if a PDF/X-compliant file has been modified, if you want to start over, or if an ICC profile increases the file size too much. To remove PDF/X information: 1.
Page 664 Automatically inspecting Adobe PDF files If you routinely use the same preflight profile to inspect documents, you can use a droplet or a batch-processing command to process files. Related Subtopics: Using droplets Using Batch Processing commands...
Page 665 Using droplets A droplet in Preflight is a small application that runs a Preflight inspection on one or more PDF files that you drag onto the Droplet icon . You can save a droplet on the desktop or to another location on disk. When you inspect files using a droplet, you can separate successful files from problem files.
Page 666 In addition, hot folders can convert multiple file types (JPEG, HTML, RTF, and so on) to Adobe PDF or to PDF/X using conversion settings you specify; preflight the files using specified profiles; and output them in any format Acrobat supports, including Adobe PDF and PostScript.
Page 667 Use the Preflight Preferences dialog box to control how results are reported and to specify output intents when creating PDF/X files. You can copy an ICC profile that is embedded in the Adobe PDF file to your local machine. The profile can be used in the same manner as any other ICC profile.
Page 668 Output intent options You can set the following options in the Output Intents tab of the Preflight Preferences dialog box: Name The name of the output intent profile. Select an option from the list on the left. Output Intent Profile (ICC Profile) The characterized printing condition for which the document has been prepared and is required for PDF/X-compliance.
Page 669 Printing About printing Printing Adobe PDF documents Printing documents with layers Setting advanced print options Specifying output settings Specifying marks and bleeds Controlling transparency flattening Setting PostScript options Printing a composite Preparing color separations Printing color separations About downloading language-specific fonts...
Page 670 If the Adobe PDF file contains objects with transparency features that were added in Adobe InDesign 2.0 or later, Adobe Illustrator 9.0 or later, or Adobe Photoshop 7.0 or later, the transparent artwork is flattened according to settings you specify in the Advanced Print Setup dialog box.
Page 671 Printing Adobe PDF documents Most of the options in the Adobe Acrobat Print dialog box are the same as for other applications. For basic office printing, you start by selecting the printer, page size, page orientation, and other general printing options in the Print Setup (Windows) or Page Setup (Mac OS) dialog box.
Page 672 Printing documents with layers Normally, when you print an Adobe PDF document that contains layers, just the content that is visible on-screen is printed. However, the creator of a layered PDF document can specify that some layered content, such as watermarks or confidential information, must (or must not) print, regardless of its visibility on-screen.
Page 673 Setting advanced print options The Advanced Print Setup dialog box is available for PostScript and non-PostScript printers. To set options in the Advanced Print Setup dialog box: 1. In the Print dialog box, click Advanced. 2. If a custom printer settings file exists with the settings you want, choose it from the Settings menu at the top of the Advanced Print Setup dialog box.
Page 674 Saving advanced print settings Print settings are preserved only as long as the Adobe PDF document is open. To use the settings again, you can save them in a file. To save a print settings file: 1. In the Advanced Print Setup dialog box, click Save As.
Page 675 1. Select the Output panel on the left side of the Advanced Printing Setup dialog box. 2. Choose a composite or separations option from the Color menu. 3. For Trapping, choose Adobe In-RIP or Off. The Trapping options are available only if you are configured for Adobe In-RIP Trapping and choose In-RIP Separations from the Color pop-up menu.
Page 676 Specifying halftone screen frequency In commercial printing, continuous tone is simulated by dots (called halftone dots) printed in rows (called lines or line screens). Lines are printed at different angles to make the rows less noticeable. The Screening menu in the Output panel of the Advanced Print Setup dialog box displays the recommended sets of line screens in lines per inch (lpi), and resolutions in dots per inch (dpi), based on the PPD file.
Page 677 Specifying the emulsion and image exposure Depending on the type of printing press used and how information is transferred from the film to the printing plates, you may need to give your service provider film negatives or positives, with emulsion side up or down. Emulsion refers to the photosensitive layer on a piece of film or paper.
Page 678 Adobe PDF, such as trim boxes and bleed boxes. These marks are not actually added to the Adobe PDF file; however, they are included in the PostScript output.
Page 679 Note: The amount of rasterization that occurs depends on the amount of RAM available for Adobe Acrobat, the complexity of the page, and the types of overlapping objects. 3. Select other options in the Transparency Flattening panel as desired. (See...
Page 680 PostScript printer, such as how to handle nonresident printer fonts and how to download Asian fonts. In addition, if an Adobe PDF file contains device-dependent settings, such as halftones and transfer functions, these settings can be sent in the PostScript output to override the default settings in the printer.
Page 681 Printing a composite When you print a composite, all of the colors used in the file print on one plate. The options available in the Advanced Print Setup dialog box depend on whether you're printing to a PostScript or non-PostScript printer. If you're creating color separations, you can print a color or grayscale composite proof to check your work.
Page 682 Before you create separations, do the following: Calibrate your monitor. (See Creating an ICC monitor profile.) Open the Adobe PDF document and specify whether the document contains trapping information, if known. (See Declaring the presence of trapping information.) Preview the separations and transparency flattening results. (See...
Page 683 About PPD files A PostScript Printer Description (PPD) file customizes the behavior of the printer driver for your specific printer. A PPD file contains information about the output device, including printer-resident fonts, available media sizes and orientation, optimized screen frequencies, resolution, and color output capabilities. Selecting the PPD file that corresponds to your PostScript printer or imagesetter provides the Advanced Print Setup dialog box with the available settings for the output device, and determines which PostScript information to send to the printer when printing a document.
Page 684 Declaring the presence of trapping information If you are sending your Adobe PDF files to a prepress service provider, you can use the Document Properties dialog box to specify whether a PDF file contains trapping information. This can help prevent the service provider from adding potentially conflicting trapping commands to the file.
Page 685 10. Click OK to close the Advanced Print Setup dialog box, and then click OK again to close the Print dialog box. Once you create separations of the Adobe PDF document, the settings you chose in the Advanced Print Setup dialog box are saved with the separated file. If you open a file that has never been separated in Acrobat, the program returns to the default settings.
Page 686 This includes spot colors defined and used in imported PDF files or EPS files, and colors in a DeviceN color space. DeviceN is the Adobe PostScript 3 color space for representing common elements such as duotones, tritones, and quadtones.
Page 687 About separating spot colors as process You can separate spot colors or named colors as equivalent CMYK process colors. Converting a spot color to process is useful if the document contains more spot colors than are practical to print, for example. This conversion does not affect how the colors are defined in the document.
Page 688 Saving separations as PostScript Depending on the prepress software available, a service provider may be able to perform such prepress activities as trapping, imposition, separating, and OPI replacement at the output device's RIP. Therefore, your service provider may prefer to receive a composite PostScript file of the document optimized for in-RIP separations rather than a preseparated PostScript file.
Page 689 Select the Download Asian Fonts option in the Advanced Print Setup dialog box if you want to print an Adobe PDF document with Asian fonts that are not installed on the printer or embedded in the document. (Embedded fonts are downloaded whether or not this option is selected.) You can use this option with a PostScript Level 2 or higher...
Page 690 Previewing how colors overprint Overprint Preview mode provides an on-screen simulation that approximates how blending and overprinting will appear in color-separated output. Overprinting effects can also be simulated when you output to a composite printing device. Both of these methods are useful for proofing documents that will be color separated.
Page 691 Printing over the Internet You can send open Adobe PDF documents to printers and fax machines in the PrintMe network or securely store PDF files online for on-demand printing. To print over the Internet: 1. Save the document, and then choose File > PrintMe Internet Printing.
Page 692 Handing Off Adobe PDF Files with JDF Instructions About JDF files Viewing JDF job definitions Creating JDF job definitions Editing JDF job definitions Adding and removing JDF job definitions Specifying frequently used information Preparing files for submission...
Page 693 Basic JDF workflow A. Adobe PDF file B. New or edited JDF job definitions C. PDF file associated with job definitions, ready to be submitted to a JDF device...
Page 694 Viewing JDF job definitions A JDF job definition in Acrobat contains references to the files to be printed as well as instructions and information for prepress service providers at the production site. The components of a print job and the order in which they will be printed are listed in a document hierarchy, which appears on the left side of the Edit JDF Job Definition dialog box.
Page 695 Creating JDF job definitions You can create new JDF job definitions in a variety of ways using the JDF Job Definitions dialog box. Each resulting JDF file can be edited and used in a production environment. Commercial printers who routinely print certain types of jobs may find it useful to create several JDF files that match these job types, and use them as templates.
Page 696 Job definitions can come from a number of sources, including creative applications, Acrobat Distiller 6.0 and later, Acrobat 3D and later, and Acrobat 7.0 Professional and later. You can edit these JDF job definitions using the JDF Job Definitions dialog box.
Page 697 Job identification or reference code used by people involved with the job. Embedded Preflight Profile Uses the criteria in the selected preflight profile to validate the Adobe PDF files in the print job. For more information about preflight profiles, see About preflight profiles.
Page 698 Customer Info options Use the Customer Info options to identify the customer and others critical to the project. Billing Code A code to bill charges incurred during production. Customer ID Customer identification used to match this job definition to a billing or higher-level MIS system.
Page 699 Adding and removing JDF job definitions You can reuse and share JDF job definitions with other users. For example, prepress service providers can provide them to their customers to ensure that print jobs are specified correctly before the jobs are handed off to production. To add job definitions to the job list: 1.
Page 700 Specifying frequently used information The Contacts Manager and Media Manager both open dialog boxes for specifying information you can apply to each component in the print job. Related Subtopics: Specifying contact information Defining media specifications Media options...
Page 701 Specifying contact information You specify the contact information for your print job using the Contacts Manager. To create a contact or update contact information: 1. In the JDF Job Definitions dialog box, click Contacts Manager. 2. Do one of the following: Click Add to specify a new contact.
Page 702 Defining media specifications You specify the media for each component of your print job using the Media Manager. If you know the stock brand, you can specify it. Otherwise, you describe the characteristics of the medium, and a particular stock is matched to those characteristics at the production site.
Page 703 Media options Use Media options to specify paper requirements. Description Unique identifier for the media. Media Type Whether the media is paper or a transparency. User Media Type A human-readable description of the type of media. Grade The grade of the paper material. The offset printing grades are based on a scale of 1 through 5, where Gloss-Coated is "1"...
Page 704 Preparing files for submission At any time, you can prepare your JDF package (the JDF file and PDF file) for submission using previously created submission site instructions. Any preflight profile or PDF conversion settings file embedded in the job definition is used in the submission process. Related Subtopics: Creating submission site instructions Submission site options...
Page 705 Creating submission site instructions The options you set are automatically invoked when you submit the job to a JDF-enabled production system. To create submission site instructions: 1. In the JDF Job Definitions dialog box, select the JDF job definition, and click Submission Manager.
Page 706 Messaging Format (JMF), at the URL you specify. JMF enables electronic devices to communicate over a network. Submit To Folder Submits the JDF file and associated Adobe PDF files to the folder you specify in the Path text box. Submit As MIME Package...
Page 707 Submitting files to a production system When you are ready to hand off the print job to submission, submit the JDF job definition and associated Adobe PDF files to a preconfigured JDF-enabled production system. Depending on your selections in the Submission Setup dialog box, inconsistencies between the job definition and the PDF file are listed, followed by the results of a Preflight inspection.
Page 708 Producing Consistent Color About color management About color models Do you need color management? Creating a viewing environment Managing color in Acrobat Creating an ICC monitor profile...
Page 709 In Adobe Acrobat, you specify rendering intents when you create the PDF file, using Adobe PDF settings.
Page 710 About color models No device in a publishing system is capable of reproducing the full range of colors viewable by the human eye. Each device operates within a specific color space, which can produce a certain range, or gamut, of colors. The RGB (red, green, blue) and CMYK (cyan, magenta, yellow, and black) color models represent two main categories of color spaces.
Page 711 RGB model A large percentage of the visible spectrum can be represented by mixing red, green, and blue (RGB) colored light in various proportions and intensities. Where the colors overlap, they create cyan, magenta, and yellow. RGB colors are called additive colors because you create white by adding R, G, and B together--that is, all light is reflected back to the eye.
Page 712 CMYK model Whereas the RGB model depends on a light source to create color, the CMYK model is based on the light-absorbing quality of ink printed on paper. As white light strikes translucent inks, a portion of the spectrum is absorbed. Color that is not absorbed is reflected back to your eye.
Page 713 Grayscale model Grayscale uses tints of black to represent an object. Every grayscale object has a brightness value ranging from 0% (white) to 100% (black). Images produced using black- and-white or grayscale scanners are typically displayed in grayscale. Grayscale also lets you convert color artwork to high-quality black-and-white artwork. All color information in the original artwork is discarded;...
Page 714 Do you need color management? Use the following guidelines to determine whether you need color management: Color accuracy in your working environment isn't required if you rely completely on prepress service providers and commercial printers for all your color work. Color management is recommended for maintaining color accuracy in monitor display, the ability to soft-proof colors, and color consistency in large workgroups.
Page 715 Creating a viewing environment Your work environment influences how you see color on your monitor and in printed output. For best results, control the colors and the light in your work environment by doing the following: View your documents in an environment that provides a consistent light level and color temperature.
Page 716 You can also select specific profiles based on local press conditions. The soft-proofing feature allows you to use your monitor to accurately see how colors in an Adobe PDF document will look when rendered on a particular output device. (See Soft- proofing colors.)
Page 717 Note: Acrobat CSFs are a subset of those used in Adobe InDesign, Adobe Illustrator, and Adobe Photoshop. In Acrobat, you cannot save customized CSF files. To share a customized CSF file, you must create the file in InDesign, Illustrator, or Photoshop.
Page 718 In a color-managed workflow, each color mode must have a working space profile associated with it. Acrobat includes a standard set of profiles that have been recommended and tested by Adobe Systems for most color management workflows. By default, only these profiles appear in the working space menus.
Page 719 Reflects the characteristics of the Apple Standard 13-inch monitor and is used by a variety of desktop publishing applications, including Adobe Photoshop 4.0 and earlier. Use this space for files that you plan to display on Mac OS monitors, or for working with legacy (older) desktop publishing files.
Page 720 CMYK working space options Euroscale Coated v2 Produces high-quality separations using Euroscale inks under the following printing conditions: 350% total area of ink coverage, positive plate, bright white coated stock. Euroscale Uncoated v2 Produces high-quality separations using Euroscale inks under the following printing conditions: 260% total area of ink coverage, positive plate, uncoated white offset stock.
Page 721 Grayscale working space options You can specify a Grayscale working space profile that is based on the characteristics of a particular dot gain. Dot gain occurs when a printer's halftone dots change as the ink spreads and is absorbed by paper. Dot gain is the amount by which the expected dot increases or decreases.
Page 722 2. For Engine, choose one of the following standard engine options. If you have installed additional color management engines, they may also appear as options. Adobe (ACE) Uses the Adobe color management system and color engine. This is the default setting for most preset color configurations. Microsoft ICM (Windows only) Uses the color management system provided by Microsoft Corporation for Windows XP, Windows 2000, and Windows NT computers.
Page 723 Output intents override working spaces when viewing and printing, but they do not convert the colors in the Adobe PDF document.
Page 724 Using black-point compensation The Use Black Point Compensation option controls whether to adjust for differences in black points when converting colors between color spaces. If this option is selected, the full dynamic range of the source space is mapped into the full dynamic range of the destination space.
Page 725 Adding device profiles to the color management system If you need a profile for your device, you can either create one, or contact the device manufacturer to obtain one. To minimize the potential for confusion when you're working with profiles, delete any profiles for devices you or your workgroup aren't using. In Mac OS, you can organize the ColorSync Profiles folder by creating additional folders within it or by adding aliases to other folders.
Page 726 Creating an ICC monitor profile Your monitor will display color more reliably if you use color management and maintain accurate ICC monitor profiles. A monitor calibration utility lets you calibrate and characterize your monitor to a standard and then save the settings as an ICC-compliant profile available to any program that uses your color management system.
Page 727 About monitor calibration settings Profiling software can both characterize and calibrate your monitor. When you characterize your monitor, you create a profile that describes how the monitor is currently reproducing color. When you calibrate your monitor, you bring it into compliance with a predefined standard.
Page 728 Guidelines for creating an ICC monitor profile The following guidelines can help you create an accurate monitor profile. Keep your monitor's user guide handy while using a monitor calibration utility. Calibrate your monitor regularly, using an ICC-compliant calibration utility; your monitor's colors will shift over time.
Page 729 SPECIAL FEATURES About document metadata About JavaScript in Acrobat About Digital Editions...
Page 730 About document metadata Document metadata includes information about a document and its contents. Some document metadata is created automatically when a PDF file is created: the application used to create the PDF document, the PDF version, the file size, page size, and whether the file is optimized for fast web view.
Page 731 About JavaScript in Acrobat In Acrobat, you can use the Adobe-enhanced JavaScript in your PDF documents to perform calculations, respond to user actions, validate user data, process multiple PDF documents in batch sequences, and control the behavior of the document. You can add life to your PDF documents by invoking JavaScript when a user opens or closes a page or a file, clicks a bookmark or link, or enters data in a form field.
Page 732 PDF versions of magazines and periodicals by subscribing to a Digital Editions service. As with any Adobe PDF file, Digital Editions can be moved, copied to a folder or a CD, posted on the web, or sent as an email attachment. To read a Digital Edition, you must have a license to open and read the Digital Edition (generally provided by the seller or lender) and activate the Acrobat application.
Page 733 Document Properties and Metadata Viewing document properties Editing document metadata Creating document properties Viewing object metadata and object data...
Page 734 Microsoft Word or Adobe InDesign, or by the person who created the PDF document. You can add to or edit this information if the security options allow such changes.
Page 735 Editing document metadata Adobe PDF documents created in Acrobat 5.0 or later contain document metadata in XML format. Metadata includes information about the document and its contents, such as the author's name, keywords and copyright information, that can be used by search utilities.
Page 736 Creating document properties You can add custom document properties to store specific types of metadata, such as the version number or company name, in a PDF document. Properties you create appear in the Document Properties dialog box. Properties you create must have unique names that do not appear on the other tabs in the Document Properties dialog box.
Page 737 7. To search for objects that contain particular data, choose Search from the Options menu, and search by using the Search PDF window. (See Searching for words in an Adobe PDF document.) 8. To copy the Object Data information, choose Copy Data To Clipboard from the Options...
Page 738 Working with JavaScript Working with JavaScript in Acrobat...
Page 739 Working with JavaScript in Acrobat The JavaScript language was developed by Netscape Communications so you can more easily create interactive web pages. Adobe has enhanced JavaScript so that you can easily integrate this level of interactivity into your PDF documents. JavaScript can perform calculations, respond to user actions, validate user data, process multiple PDF documents in batch sequences, and control the behavior of the document.
Page 740 Buying and Viewing Digital Editions About Digital Editions Activating Acrobat Upgrading Digital Editions Obtaining Digital Editions Reading Digital Editions Using My Digital Editions...
Page 741 About Digital Editions Adobe Digital Editions (eBooks) are PDF files that have been packaged by the Adobe Content Server to protect the copyright of the author or publisher. Digital Editions are typically bought from online bookstores, borrowed from online lenders, or exchanged among users.
Page 742 In Acrobat, choose Advanced > Digital Editions > Authorize Devices. On the Adobe DRM Activator website, sign in using your Adobe ID or .NET Passport ID and follow the on-screen instructions to activate Acrobat.
Page 743 Upgrading Digital Editions If you owned and read Digital Editions using an earlier version of Acrobat, you need to migrate these files to Acrobat 7.0. The first time you open My Digital Editions bookshelf or try to read a Digital Edition using Acrobat 7.0, you are prompted to migrate files to Acrobat 7.0.
Page 744 Obtaining Digital Editions Adobe Digital Editions can be purchased from retailers, borrowed from libraries, or exchanged among users. You can download free Digital Editions from the Adobe Digital Media Store at http://digitalmediastore.adobe.com. You can also subscribe to periodicals in digital edition format.
Page 745 1. Connect to the Internet. 2. In Acrobat, choose Advanced > Digital Editions > Adobe Digital Media Store. 3. On the Adobe Digital Media Store website, follow the on-screen links and prompts to buy or borrow Digital Editions. If a download fails, the dialog box times out and you can retry the download later. If a...
Page 746 Subscribing to a Digital Editions service Websites may offer Digital Edition subscriptions, which allow you to download Digital Editions as periodicals--that is, as a set of documents or issues, each of which has an issue date. A Digital Edition subscription has a start date and an end date, and you may download any issue after the start date if the current date is earlier than the end date.
Page 747 Sharing Digital Edition subscriptions Your Digital Edition issues appear in the My Digital Editions bookshelf with your other Digital Editions.You can forward a copy of the PDF file to a friend or you can email a copy directly from the My Digital Editions bookshelf. When the recipient tries to open the issue, they are directed to the publisher's website to obtain ownership of the document or register for a personal subscription.
Page 748 Borrowing Digital Editions from an online library You can borrow or "check out" Digital Editions from a Digital Editions library in the same way that you borrow printed books. Borrowed Digital Editions expire at the end of the loan period and are returned or "checked in" automatically, so you never have to worry about overdue fees.
Page 749 You can send Digital Editions to any computer or mobile device that has Acrobat or Adobe Reader installed and activated. If the devices are activated with the same login, no further action is required. If the devices are not activated with the same login or with Easy Activation, follow the on-screen instructions to establish ownership of the transferred Digital Edition.
Page 750 Sharing Digital Editions with others You can email a Digital Edition to someone else if it contains a URL for the Digital Edition retailer. If the recipient tries to open a Digital Edition for which they don't have a license or permission, a dialog box prompts them to obtain the license from the retailer. To email a Digital Edition: 1.
Page 751 Annotate the Digital Edition by highlighting text, adding notes, and copying text and objects. (See Adding note comments.) Search the Digital Edition to find a word or phrase. (See Searching for words in an Adobe document.) Related Subtopics: Opening Digital Editions Opening Digital Editions that you don't own...
Page 752 Opening Digital Editions You can open a Digital Edition directly from your Digital Editions folder or from the My Digital Editions bookshelf. If you close a Digital Edition and reopen later, it opens at the last page you viewed. To open a Digital Edition: Do one of the following: Choose File >...
Page 753 Click I Own It And I Copied It To This Computer Or Restored It From A Backup, and then click the Obtain Ownership button. The Adobe DRM Activator website displays instructions on how to reactivate Acrobat to allow sharing or restoring of documents.
Page 754 2. Select whether to smooth text, line art, or images. The default is to smooth both text and images. 3. Select Use CoolType if you want to adjust Adobe PDF text display to work optimally with your monitor. This option is recommended for laptops and mobile devices.
Page 755 Checking the meaning of words in a Digital Edition You can check the meaning of words on the Internet. To check the meaning of words: 1. Use the Select tool to select the word or phrase you want to check. 2.
Page 756 Using My Digital Editions You access and manage your Digital Editions, as well as other Adobe PDF files, using the My Digital Editions bookshelf. My Digital Editions bookshelf To open the My Digital Editions bookshelf: Choose Advanced > Digital Editions > My Digital Editions.
Page 757 Viewing the contents of My Digital Editions The contents of your library appear in the My Digital Editions bookshelf as a series of thumbnails or as a list of book titles with author, access, and category information. When you select a Digital Edition, information such as the author, title, publisher, and number of pages appear at the bottom of the My Digital Editions bookshelf.
Page 758 2. Choose File > Document Properties, and then click the Security tab. 3. In the Document Security section of the Document Properties dialog box, click Show Details. Note: You cannot change the Security Method or Security Settings for Adobe DRM documents.
Page 759 You can also add PDF documents to the My Digital Editions bookshelf. For example, you might want to include technical papers in Adobe PDF in your library. You can open and manage these PDF documents in the same way as you open and manage Digital Editions.
Page 760 Organizing Digital Editions You can organize your Digital Editions into categories to make them easier to manage. You can use the predefined categories or define your own. Digital Editions can be assigned one or two categories. For example, a Digital Edition on resolving conflict might be stored under "Business"...
Page 761 Backing up Digital Editions on your computer It is a good idea to create backup copies of Digital Editions and other Adobe PDF files to protect against accidental deletion, hardware failures, and other losses. You can back up any of the Digital Editions you have stored in the My Digital Editions bookshelf.
Page 762 ADOBE VERSION CUE About Adobe Version Cue Getting help Key features of Adobe Version Cue...
Page 763 Adobe InDesign CS, or Adobe Photoshop CS separately, and don't own Adobe Creative Suite, you can use the Version Cue feature in your Adobe application only if an owner of Adobe Creative Suite gives you network access to their Version Cue workspace.
Page 764 Getting help There are a number of ways to get the help you need to work with the Adobe Version Cue feature. The following tables can help you find specific resources, based on the type of information you are looking for.
Page 765 Search file information to quickly locate files Using Version Cue, you never have to leave the familiar Adobe design environment, and yet the most up-to-date file is always at your fingertips. Whether you're looking for the most recent iteration of a logo for a brochure or searching an archive so that you can update a client's presentation, Version Cue saves you hours hunting for files and lets you spend your energy being creative.
Page 766 Working with Version Cue About Version Cue projects and project management Turning on or restarting Version Cue Setting Version Cue workspace preferences Browsing Version Cue workspaces and projects Creating and sharing Version Cue projects Working with files and assets in a Version Cue project Working offline in a Version Cue project...
Page 767 XMP metadata or file information. Using this metadata and also file information that users add to files in Adobe applications, designers can quickly locate a file with Version Cue by searching keywords, copyright information, author, and titles. Or, to find the right version, designers can just visually browse graphic thumbnails of all versions.
Page 768 Adobe Acrobat 3D, Adobe GoLive, Adobe Illustrator, Adobe InCopy, Adobe InDesign, or Adobe Photoshop separately, and don't own Adobe Creative Suite, you can use the Version Cue feature in your Adobe application only if an owner of Adobe Creative Suite gives you network access to their Version Cue workspace.
Page 769 When you first use Adobe Acrobat, Adobe Illustrator, Adobe InCopy, Adobe InDesign, or Adobe Photoshop to open a Version Cue project in the Version Cue workspace, a folder named Version Cue is created on your computer in your My Documents (Windows) or Documents (Mac OS) folder, and a folder is added inside the Version Cue folder for each project you open.
Page 770 Before you begin using Version Cue in the Creative Suite, you need to turn on the Version Cue workspace(s) and then all users need to enable Version Cue in Adobe Acrobat, Adobe Illustrator, Adobe InCopy, Adobe InDesign, and Adobe Photoshop. (GoLive CS supports Version Cue by default.)
Page 771 Setting Version Cue workspace preferences The Version Cue preferences let you optimize the Version Cue workspace, display the Version Cue Workspace Administration utility, and change the workspace's data and backup folder locations. (To turn on the Version Cue workspace and make it available to other computers, see Turning on or restarting Version Cue.)
Page 772 Preferences (Mac OS) of the computer on which Version Cue is installed. 2. In the Settings tab of the Adobe Version Cue dialog box, do any of the following: From the Workgroup Size menu, choose the typical number of people who will be accessing the Version Cue workspace.
Page 773 Version Cue file versions, metadata, and project information. To move the Data or Backups folder: 1. Open the Adobe Version Cue preferences in the Control Panel (Windows) or System Preferences (Mac OS) of the computer on which Version Cue is installed.
Page 774 Note: The Version Cue button appears in the Open, Save As, Save A Copy and Place dialog boxes only after you've enabled the Version Cue preference and, in some cases, restarted the Adobe application. (Version Cue isn't available in the Photoshop Place dialog box.)
Page 775 Turning on or restarting Version Cue.) If you are using an Adobe Creative Suite application with the Version Cue workspace, make sure that the Version Cue preference is enabled in the Creative Suite application preferences. Note that GoLive doesn't require this step. (See...
Page 776 Accessing Version Cue workspaces on remote computers or from WebDAV applications When you need to work on Version Cue projects that are hosted by a Version Cue workspace located on another computer that's on a different subnetwork than your computer, you can use the Version Cue Client URL to access that workspace. Users using an application that supports WebDAV can use the Version Cue WebDAV Client URL to access a project on the workspace.
Page 777 File Info command. For more information on using the File Info command, see the Adobe application's Help. Reviewing Version Cue and other file information while browsing Files that are managed by Version Cue will always be in one of six different Version Cue file states.
Page 778 Creating and sharing Version Cue projects Before you can begin using Version Cue, you need to create a Version Cue project to group related files. You can use Version Cue projects to separate private files from files you want to collaborate on with other users. Related Subtopics: Creating and editing Version Cue projects Making Version Cue projects shared or private...
Page 779 Creating and editing Version Cue projects When you create a Version Cue project in Adobe Creative Suite, you specify a project name, the Version Cue workspace to host the project, a project description, and whether to keep the project private or share it with others. To specify more advanced project properties or to create new Version Cue projects by importing a group of files, you need to use the Version Cue Workspace Administration utility.
Page 780 Version Cue workspace is located. You can subsequently change this setting at any time through Adobe Acrobat, Adobe GoLive, Adobe InCopy, Adobe InDesign, and Adobe Photoshop. (You can also change this setting and a project's advanced properties using the Version Cue Workspace Administration utility. See Creating and editing projects with the Version Cue Workspace Administration utility.)
Page 781 Working with files and assets in a Version Cue project After adding a file to a Version Cue project on a Version Cue workspace, you can create and manage versions of that file; maintain a history of version comments; quickly locate that file later on by searching version information or other metadata that was added to the file with the File Info command in Creative Suite;...
Page 782 Understanding file versioning with Version Cue Version Cue projects and files are kept in the Version Cue workspace on the computer where the workspace is located. The workspace maintains the master copies of files added to the project, including file versions and other file data, such as comments, version dates, and user IDs. When a user begins editing a file from a Version Cue project, the user is editing a working copy of the master file, which remains protected on the workspace.
Page 783 Editing and synchronizing working copies with a Version Cue project.) To add a copy of a file to a Version Cue project in Creative Suite or Adobe Acrobat: 1. Open the file in Acrobat, Illustrator, InCopy, InDesign, or Photoshop. 2. Choose File > Save As.
Page 784 Opening, editing, and saving files and file versions with Version Cue After a file has been saved to a Version Cue project, the file is automatically managed by Version Cue. When you begin to edit a file opened from the Version Cue workspace, Version Cue automatically ensures that no one overwrites your changes and that you don't overwrite changes made by someone else.
Page 785 Viewing and managing file versions After opening a file from a Version Cue workspace, you can quickly access the file's previous version thumbnails, version comments, and version dates using the Versions dialog box. You can work with an earlier version by making a copy of it to become your current version.
Page 786 Searching for files in Version Cue projects Metadata, or file information, is automatically added to files in a Version Cue project as you work with the files, including version dates, version authors, and version comments. In addition, other information can be manually added to files in Creative Suite through the File Info command or Story Info (InCopy only).
Page 787 Deleting and restoring files from Version Cue projects You can use the Project Tools menu in Adobe Creative Suite to delete one or more selected files from a Version Cue project when the files are in Available status. Deleted files can be viewed and sorted, and are automatically included in a search when you search a project with the Version Cue search feature.
Page 788 Working offline in a Version Cue project If a user opens or edits a file from a Version Cue project, and the Version Cue workspace is subsequently turned off or the user is disconnected from the network that is used to access the Version Cue workspace, the user can continue to work with the working copy offline and then synchronize the files later.
Page 789 Editing and synchronizing working copies with a Version Cue project When you need to work on files from a Version Cue project while the Version Cue workspace is turned off or you can't access the workspace on a network, you can edit working copies located on your computer in the My Documents\Version Cue (Windows) or Documents/Version Cue (Mac OS) folder.
Page 790 Using the Version Cue Workspace Administration Utility Understanding when to use the Version Cue Workspace Administration utility Performing tasks with the Version Cue Workspace Administration utility Working with projects and user IDs in the Version Cue Workspace Administration utility Advanced Version Cue Workspace Administration tasks...
Page 791 You can perform many Version Cue tasks, such as creating and sharing projects, adding comments to a file, and creating file versions, within any of the following: Adobe Creative Suite, Adobe Acrobat, Adobe GoLive, Adobe Illustrator, Adobe InCopy, Adobe InDesign, and Adobe Photoshop.
Page 792 Performing tasks with the Version Cue Workspace Administration utility All users with a login ID and password (except those with privileges set to None) can log into the browser-based Version Cue Workspace Administration utility. The tasks they can perform in the workspace are limited by the privileges assigned to their Version Cue login ID.
Page 793 The default port number is 3703. For example: http://153.32.235.230:3703 (IP) or http://myserver.mycompany.com:3703 (DNS). A browser window displays the Adobe Version Cue Workspace Administration login page. A Change System Account dialog box may also appear and prompt you to change the default system password.
Page 794 Using Help and navigating in the Version Cue Workspace Administration utility The Version Cue Workspace Administration utility contains links to Version Cue Help at the top of each page, and a navigation list on the left side of the page. The navigation list provides quick access to administration options.
Page 795 Working with projects and user IDs in the Version Cue Workspace Administration utility In Acrobat, GoLive, InCopy, Illustrator, InDesign, and Photoshop, you can create, edit, and delete Version Cue projects. In the Version Cue Workspace Administration utility, you can do all these things and you can also duplicate, export, and back up projects; specify login requirements;...
Page 796 2. Do one of the following: Click Projects in the navigation list, and then click New. Click Adobe Version Cue Workspace Administration at the top of the page, and then click Create a Project. 3. In the New Project content frame, select one of the following: Blank Project to create an empty Version Cue project.
Page 797 Backing up and restoring projects with the Version Cue Workspace Administration utility You can use the Version Cue Workspace Administration utility to create backups of all the information in a Version Cue project. Project backups are stored on the Version Cue workspace file system.
Page 798 Exporting Version Cue projects with the Version Cue Workspace Administration utility You can export a Version Cue project from a Version Cue workspace to copy the project to another Version Cue workspace or to create a copy of the project to archive. Note: Only the most recent version of each file is exported.
Page 799 2. Do one of the following: Click Users in the navigation list, and then click New in the content frame. Click Adobe Version Cue Workspace Administration at the top of the page, and then click Add A User. 3. In the New User content frame, choose the level of access to give the user from the Privileges menu.
Page 800 Choosing user privileges in the Version Cue Workspace Administration utility Version Cue user login IDs are set with one of four different levels of privilege to use the Version Cue workspace: None, User, Project Creator, or System Administrator. Users with privileges set to None can't access the Version Cue Workspace Administration utility but can access Version Cue projects while working within a Creative Suite application or an application that supports WebDAV.
Page 801 Working with user lists with the Version Cue Workspace Administration utility You can export a list of users from one Version Cue workspace to use on a different Version Cue workspace located on another computer. After you export a user list, copy it to the UsersExport folder in the Version Cue application folder of the other computer with a Version Cue workspace.
Page 802 Advanced Version Cue Workspace Administration tasks Use the advanced Version Cue Workspace Administration tasks to set advanced workspace preferences, import Adobe Web Workgroup Server project backups, export projects, perform maintenance, and view logs and reports. Related Subtopics: Setting Version Cue workspace preferences...
Page 803 2. Do one of the following: Click Advanced in the navigation list, and then click Preferences. Click Adobe Version Cue Workspace Administration at the top of the page, click Perform Advanced Tasks, and then click Preferences. 3. To change the Version Cue workspace name, type a name in the Workspace Name text box.
Page 804 Importing Web Workgroup Server project backups and user IDs into the Version Cue workspace You can import user IDs and project backups from an Adobe Web Workgroup Server into a Version Cue project if the Web Workgroup Server and Version Cue project and workspace are on the same machine.
Page 805 Removing file locks with the Version Cue Workspace Administration utility A user with system administrator privileges or with project-specific Administer privileges can remove file locks to make locked files available for editing by other Version Cue users. You can delete all file locks from a specified project, all file locks created by a specified user on all projects in the workspace, or all locks by a specified user in a specified project.
Page 806 Removing file versions from projects with the Version Cue Workspace Administration utility Each time you save a file version, the version is stored on the Version Cue workspace database. This database creates a file version history that lets you quickly return to any former state of the file.
Page 807 Backing up and restoring Version Cue workspace data You can use the Version Cue Workspace Administration utility to create, restore, or delete backup copies of all Version Cue data and projects on the Version Cue workspace. If you restore a backup copy of the Version Cue workspace, all current data on the workspace including Version Cue projects, files, and versions are replaced by the backup.
Page 808 1. Log into the Version Cue workspace Administration page. 2. Do any of the following: Click Adobe Version Cue Workspace Administration at the top of the page or Home in the navigation list. The About This Workspace heading in the content frame lists information about the Version Cue workspace.
Page 809 Tutorial: Version Cue Getting started with Version Cue...
Page 810 Share Project from the Project Tools menu. 9. Locate files by searching embedded metadata. Adobe Creative Suite lets users enter a wide variety of information in the File Info dialog box. This information gets embedded into a document as XMP metadata. For example, the metadata might contain a document's title, copyright, keywords, description, properties, author, and origin.
Page 811 KEYBOARD SHORTCUTS About keyboard shortcuts Keys for selecting tools Keys for editing Keys for working with comments Keys for moving through a document Keys for general navigating Keys for working with navigation tabs Keys for navigating the Help window Keys for navigating the How To window...
Page 812 About keyboard shortcuts Many keyboard shortcuts appear next to the command names in menus. If you can't find the shortcut you're looking for in this section, look in the menus. Note: To use these shortcuts, you must select the Use Single-Key Accelerators To Access Tools option in the General panel of the Preferences dialog box.
Page 813 Keys for selecting tools Tool Windows Action Mac OS Action Hand tool Temporarily select Hand tool Spacebar Spacebar Current selection tool Cycle through selection tools: Select, Shift+V Shift+V Object Metadata tool Snapshot tool Cycle through zoom tools: Zoom In, Shift+Z Shift+Z Zoom Out, Dynamic Zoom, Loupe Current zoom tool...
Page 814 Keys for editing Result Windows Action Mac OS Action Select all content Ctrl+A Command+A Deselect all content Ctrl+Shift+A Command+Shift+A Browse for a folder Ctrl+9 Command+9 Fit page Ctrl+0 Command+0 Move focus to status tray Shift+F5 Shift+F5...
Page 815: Move Focus To Next Comment
Keys for working with comments Result Windows Action Mac OS Action Note tool Text Edits tool Stamp tool Current highlighting tool Cycle through highlighting tools: Highlighter, Cross- Shift+U Shift+U Out Text, Underline Text Rectangle tool Cycle through drawing markup tools: Rectangle, Shift+D Shift+D Oval, Arrow, Line, Polygon, Polygon Line...
Page 816 Keys for moving through a document Result Windows Action Mac OS Action Previous screen Page Up Page Up Next screen Page Down Page Down First page Home or Shift+Ctrl+Page Home or Shift+Command Up or Shift+Ctrl+Up Arrow +Page Up or Command+Shift +Up Arrow Last page End or Shift+Ctrl+Page...
Page 817: Table Of Contents
Keys for general navigating Result Windows Action Mac OS Action Show/hide menu bar Shift+Command+M Move focus to menus Move focus to toolbar in Shift+F8 Shift+F8 browser Open Properties toolbar Ctrl+E Command+E Open Properties dialog box Ctrl+I Command+I Move to next open document Ctrl+F6 Command+ ~ (tilde) (when focus is on document...
Page 818: Shift+F8
Keys for working with navigation tabs Result Windows Action Mac OS Action Open/close navigation pane Open and move focus to Ctrl+Shift+F5 Command+Shift+F5 navigation pane Move focus among the areas of the document: document, yellow Document Message bar, navigation panes, and How To window Move focus to next element of the active navigation tab:...
Page 819 Keys for navigating the Help window Result Windows Action Mac OS Action Open Help window Command+? Close Help window Ctrl+W or Alt+F4 Command+W Move focus among tabs: Right Arrow or Left Arrow Right Arrow or Left Arrow Contents, Search, Index. If necessary, press Ctrl+Tab or Command+Tab to move the focus to the navigation pane.
Page 820: Shift+Tab
Keys for navigating the How To window Result Windows Action Mac OS Action Open or close How To Shift+F4 Shift+F4 window Open and move focus to Shift+F1 Shift+F1 How To window Go to How To home page Home Home Move focus between the Ctrl+Tab or Ctrl+Shift+Tab Command+Tab or Command elements of the How To +Shift+Tab...
Page 821 Legal Notices Copyright...
Page 822 TWAIN Toolkit. Portions of Adobe Acrobat include technology used under license of Verity, Inc. and are copyrighted.