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Adobe 62000236 Using Manual

Adobe 62000236 Using Manual

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Table of Contents

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USING ADOBE
®
ACROBAT 9
®
PRO EXTENDED

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Summary of Contents for Adobe 62000236

  • Page 1 USING ADOBE ® ACROBAT 9 ® PRO EXTENDED...
  • Page 2 This user guide is licensed for use under the terms of the Creative Commons Attribution Non-Commercial 3.0 License. This License allows users to copy, distribute, and transmit the user guide for noncommercial purposes only so long as (1) proper attribution to Adobe is given as the owner of the user guide; and (2) any reuse or distribution of the user guide contains a notice that use of the user guide is governed by these terms.

  • Page 3: Table Of Contents

    ....................65 Using the Adobe PDF printer .
  • Page 4 ................236 Securing documents with Adobe LiveCycle Rights Management ES .
  • Page 5 USING ACROBAT 9 PRO EXTENDED Contents Converted web pages ....................321 Articles .
  • Page 6 USING ACROBAT 9 PRO EXTENDED Contents Chapter 17: Preflight Analyzing documents ....................479 Viewing preflight results, objects, and resources .

  • Page 7: Chapter 1: Getting Started

    If you postpone registration, you can register at any time by choosing Help > Registration. Adobe Product Improvement Program (Windows) After you have used your Adobe software a certain number of times, a dialog box will appear, asking you whether you would like to participate in the Adobe Product Improvement Program.

  • Page 8: Help And Support

    The sites searched by the default Community Help search engine are hand-selected and reviewed for quality by Adobe and Adobe Community Experts. Adobe experts also work to ensure that the top search results include a mixture of different kinds of content, including results from online product Help.

  • Page 9: Services, Downloads, And Extras

    The Help menu within the product opens local Help, a subset of the content available in online product Help. Because local Help is not as complete or up-to-date as online product Help, Adobe recommends that you use the PDF version of product Help if you want to stay off-line.

  • Page 10: What's New

    Extras The installation disc contains a variety of extras to help you make the most of your Adobe software. Some extras are installed on your computer during the setup process; others are located on the disc.
  • Page 11 Use Acrobat.com for shared reviews using Acrobat or Adobe Reader. When finished, participants publish comments or submit responses to Acrobat.com. When using Acrobat.com for shared reviews, you can also allow reviewers to open and share the PDF in a live chat session.
  • Page 12 “Creating PDFs from Adobe Presenter slide shows” on page 95. Use the new Adobe 3D Reviewer to combine multiple CAD formats into one assembly, Expanded 3D features compare a revised design to an earlier version, measure and section on precise geometry, and create exploded views, animations, and balloons.

  • Page 13: Getting Started Tutorials

    Create PDF Creating PDFs using Acrobat PDFMaker (Windows) Convert your business documents to Adobe PDF with a single click. Acrobat PDFMaker simplifies the process of converting documents to PDF in several business applications, including Microsoft Office applications and Lotus Notes. When you install Acrobat, it adds PDFMaker controls to compatible applications automatically.
  • Page 14 Create the PDF. Click the Convert To Adobe PDF button on the Acrobat PDFMaker toolbar or, in Microsoft Office 2007, click the Create PDF button on the Acrobat ribbon. You can automatically email the PDF or send it out for a review, using other commands in the Adobe PDF menu.
  • Page 15 You can host a shared review on a network folder, WebDAV folder, SharePoint workspace, or on Acrobat.com, a new secure web-based service. All you need is Acrobat, a PDF, and a free Adobe ID to get started. Prepare the PDF.
  • Page 16 If you’re hosting the PDF on your own server, select the type of server and enter its path. If you’re hosting the PDF on Acrobat.com, enter your Adobe ID. If you don’t have an Adobe ID, click Create Adobe ID to create one within Acrobat.
  • Page 17 Create and save the document you want to discuss in live collaboration. If it’s not already a PDF, convert it to PDF using Adobe PDF printer, Acrobat PDFMaker (Windows), or the Create PDF commands in Acrobat. Open the PDF you want to discuss in Acrobat.
  • Page 18 PDF attachment or clicking the URL in the invitation. After participants log in with their Adobe ID and password or join as a guest, they can double-click the PDF to open it. Watching participants join the session Share pages.

  • Page 19: In Acrobat

    You can scan a paper form directly into Acrobat (choose File > Create PDF > From Scanner). You can also convert any electronic document to PDF using Acrobat PDFMaker, the Adobe PDF printer, or the Create PDF commands in Acrobat.
  • Page 20 USING ACROBAT 9 PRO EXTENDED Getting started The Create Or Edit Form wizard creates form fields automatically. Evaluate the form fields Acrobat created. Acrobat lists the form fields it created in the Fields pane. Scroll through the document to see whether Acrobat missed any fields or created any extra fields.
  • Page 21 USING ACROBAT 9 PRO EXTENDED Getting started Click Show All Properties in the field name dialog box if you want to make other changes. You can change the field appearance, set a text field to accept multiple lines of text, create a label for users, or set other properties. To edit a field, make sure you’re in Form mode, and then double-click the field.
  • Page 22 USING ACROBAT 9 PRO EXTENDED Getting started Selecting files for a PDF Portfolio When you add a file to the PDF Portfolio, a copy of the original document is included. If the document isn’t a PDF, anyone who receives the PDF Portfolio may have to install the native application to preview that particular document.
  • Page 23 USING ACROBAT 9 PRO EXTENDED Getting started To add a header, click Add Welcome & Header in the Edit PDF Portfolio pane, click Header, and then select a template. Each template contains an image placeholder, a text placeholder, or both. Click an image placeholder to replace it with a GIF, JPEG, or PNG file.
  • Page 24 USING ACROBAT 9 PRO EXTENDED Getting started To add a welcome page, click Welcome Page in the Edit PDF Portfolio pane. Select a template, and then click a placeholder to replace it with your text, image, or SWF file. Select a color scheme. You can further customize a PDF Portfolio by selecting which colors to use for text, backgrounds, and the cards that display component data.
  • Page 25 USING ACROBAT 9 PRO EXTENDED Getting started Security Signing a document electronically Like a handwritten signature, a digital signature is uniquely yours. Acrobat includes features to keep your digital signature secure. Unlike traditional signatures, digital signatures can contain additional information, such as the date and time of signature and the reason for signing.
  • Page 26 USING ACROBAT 9 PRO EXTENDED Getting started To create an appearance, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). Select Security on the left, and then click New in the Digital Signatures section. Give the signature appearance a short, descriptive title that you’ll recognize when you’re signing a document.
  • Page 27 USING ACROBAT 9 PRO EXTENDED Getting started Choose a signature appearance when signing a document. In the Sign Document dialog box, select an appearance, and then add any information it requires, such as the location or the reason for signing. Enter a password if your digital ID requires it. Click Sign. Give the document a new name so that you can change the original PDF without invalidating the signature, and click Save.

  • Page 28: Chapter 2: Workspace

    Work area basics View the work area Adobe® Acrobat® 9 Pro Extended opens in two different ways: as a stand-alone application, and in a web browser. The associated work areas differ in small but important ways. The work area for the stand-alone application includes a document pane and a navigation pane. The document pane displays Adobe®...
  • Page 29 USING ACROBAT 9 PRO EXTENDED Workspace More Help topics “View the PDF Portfolio work area” on page 116 “Document message bar” on page 24 Opening PDFs You can open a PDF in many ways: from within the Acrobat application, from your email application, from your file system, or on a network from within a web browser.

  • Page 30: Set Preferences

    USING ACROBAT 9 PRO EXTENDED Workspace Document message bar The document message bar appears only in certain types of PDFs. Typically, you see this area when you open a PDF form, a PDF that has been sent to you for review, a PDF with special rights or security restrictions, or a PDF that is compliant with PDF/A, PDF/E, or PDF/X standards.

  • Page 31: Customizing The Work Area

    Drag the following files from the Users/[Username]/Library/Preferences folder to the Desktop: • Acrobat WebCapture Cookies • com.adobe.Acrobat.Pro.plist or com.adobe.Acrobat.Pro_x86_9.0.plist • Acrobat Distiller Prefs and com.adobe.Acrobat.Pro.plist (if you are troubleshooting an issue with Distiller) • The Acrobat folder, which contains preferences for forms (MRUFormsList), collaboration (OfflineDocs), and color settings (AcrobatColor Settings.csf) Restart Acrobat If the problem recurs after you re-create the Acrobat preferences files, then the problem isn’t related to preferences...
  • Page 32 USING ACROBAT 9 PRO EXTENDED Workspace Acrobat also has numerous context-sensitive menus. These menus appear when you right-click an element in the work area or PDF that has such a menu associated with it. A context menu displays commands that relate to the item or area that you clicked.
  • Page 33 USING ACROBAT 9 PRO EXTENDED Workspace Note: If several PDFs are open, you can customize the toolbars for each PDF independently. The different customized states persist as you switch between PDFs. More Help topics “Open or close reading mode” on page 34 Show or hide toolbars •...
  • Page 34 USING ACROBAT 9 PRO EXTENDED Workspace Lock or unlock the toolbar area Locking the toolbars prevents any rearrangement of the toolbar area, so all grabber bars disappear when the toolbar area is locked. Locking does not affect the positions of any floating toolbars. ❖...
  • Page 35 USING ACROBAT 9 PRO EXTENDED Workspace Show or hide the navigation pane The navigation pane is an area of the work space that can display different navigation panels. Typically, these panels act like a table of contents, with items you can click to jump to a specific place in the document. For example, the Pages panel contains thumbnail images of each page;...

  • Page 36: Viewing Pdf Pages

    USING ACROBAT 9 PRO EXTENDED Workspace • Choose View > Navigation Panels > [panel name]. Dock or float navigation panels • To float a panel that is docked in the navigation pane, drag the panel button into the document pane. •...

  • Page 37: About

    USING ACROBAT 9 PRO EXTENDED Workspace Open a PDF from the desktop or within another application ❖ Do one of the following: • To open a PDF attached to an email message, open the message and double-click the PDF icon. •...
  • Page 38 USING ACROBAT 9 PRO EXTENDED Workspace • Choose View > Go To > [location]. • Choose View > Go To > Page, type the page number in the Go To Page dialog box and then click OK. • Press the Page Up and Page Down keys on the keyboard. Jump to a specific page ❖...
  • Page 39 USING ACROBAT 9 PRO EXTENDED Workspace Use page thumbnails to jump to specific pages Page thumbnails provide miniature previews of document pages. You can use thumbnails in the Pages panel 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 appears.
  • Page 40 USING ACROBAT 9 PRO EXTENDED Workspace Note: Unless a link was created in Acrobat using the Link tool, you must have the Create Links From URLs option selected in the General preferences for a link to work correctly. Choose the Select tool Position the pointer over the linked area on the page until the pointer changes to the hand with a pointing finger.
  • Page 41 Note: Having multiple versions of Acrobat or Adobe Reader installed on the same computer can prevent you from viewing PDFs in a web browser. Examples include Acrobat 8 with Adobe Reader 9, or Acrobat 7 with Reader 8, and so on. Try deselecting the Display PDF In Browser option in Internet Preferences in one program, and selecting the option in the other program.
  • Page 42 USING ACROBAT 9 PRO EXTENDED Workspace Choose a connection speed from the menu. This setting is also used by the multimedia plug-in. Connection Speed Click to open the Internet or network connection dialog box or panel for your Internet Settings [or Network Settings] computer.
  • Page 43 USING ACROBAT 9 PRO EXTENDED Workspace Select the Document Description that best describes the documents you are comparing, and click OK. Once the two documents are analyzed, a results document appears with the Compare panel open. The new document is shown with annotations indicating the changes. The first page shows a summary of the comparison results. From the Compare pane, do any of the following, as needed: •...
  • Page 44 Shows a minimal navigation toolbar regardless of the document settings. Show Navigation Bar Lets you page through an Adobe PDF document Left Click To Go Forward One Page; Right Click To Go Back One Page by clicking the mouse. You can also page through a document by pressing Return, Shift-Return (to go backward), or the arrow keys.
  • Page 45 Controls the print preview display in the Print dialog box. Deselecting this Show Page Thumbnails In Print Dialog option speeds up the preview. Enables Adobe® PostScript® XObjects in the PDF file to be emitted when Emit Passthrough PostScript When Printing that PDF file is printed to a PostScript printer.
  • Page 46 Determines whether the application startup screen appears each time the application starts. Show Splash Screen Ensures that only Adobe-certified third-party plug-ins are loaded. The notation Currently Use Only Certified Plug-Ins in Certified Mode indicates either Yes or No depending on its status.

  • Page 47: Playing Multimedia

    Each multimedia file includes a play area from which the media can be activated. The play area typically appears on the PDF page as an image or a rectangle, but can also be invisible. Any computer that has Adobe Reader® can play these files. • Media files created in Flash (FLV format) •...
  • Page 48 USING ACROBAT 9 PRO EXTENDED Workspace Multimedia preferences Two types of PDF files require you to set multimedia preferences: • PDF files created in Acrobat 8 and earlier • PDF files created in Acrobat 9 and later in which the multimedia files were added by using the legacy placement method These files require you to identify an additional media player with which to run the multimedia.

  • Page 49: Adjusting Pdf Views

    USING ACROBAT 9 PRO EXTENDED Workspace • Prevents the player from being used. Never • Asks the user whether the player can be used. If you select this option and allow the player to play the Prompt media in a particular document, that document becomes trusted. Three playback options enable you to control how the video is displayed.
  • Page 50 USING ACROBAT 9 PRO EXTENDED Workspace • The Pan & Zoom Window tool adjusts the magnification and position of the view area to match the area in an adjustable rectangle in the Pan & Zoom window’s thumbnail view of the page. •...
  • Page 51 USING ACROBAT 9 PRO EXTENDED Workspace Change the magnification with the Loupe tool Choose Tools > Select & Zoom> Loupe, or select the Loupe tool on the Select & Zoom toolbar, if it is displayed. Click the area of the document you want to view in closer detail. A rectangle appears in the document, corresponding to the area shown in the Loupe Tool window.
  • Page 52 USING ACROBAT 9 PRO EXTENDED Workspace Change the default magnification In the Preferences dialog box under Categories, select Page Display. Open the Zoom pop-up menu and choose a default magnification level. Display off-screen areas of a magnified page When you zoom in to a high magnification, you may be able to see only part of a page. You can shift the view to show other areas of the page without changing the magnification level.
  • Page 53 USING ACROBAT 9 PRO EXTENDED Workspace You can also display buttons for each of these options in the Display Pages toolbar by choosing View > Toolbars > More Tools, and selecting them in the More Tools dialog box. Note: In Single Page layout, choosing Edit > Select All selects all text on the current page. In other layouts, Select All selects all text in the PDF.

  • Page 54: Grids, Guides, And Measurements

    USING ACROBAT 9 PRO EXTENDED Workspace • In Spreadsheet Split view, adjust the zoom level to change the displays in all four panes. Scroll, as needed: • In Split view, click a pane to make it active, and scroll to change that pane only. •...
  • Page 55 USING ACROBAT 9 PRO EXTENDED Workspace Turn the Snap To Grid option on or off ❖ Choose View > Snap To Grid. A check mark appears next to the command name when the option is turned on. Change the grid appearance In the Preferences dialog box under Categories, select Units &...
  • Page 56 USING ACROBAT 9 PRO EXTENDED Workspace When you use a measuring tool, the Measurement Info panel shows information about the measurement, such as current measurement, delta values, and scale ratio. Measuring tools A. Measuring toolbar B. Object being measured C. Measurement Info panel Choose Tools >...
  • Page 57 USING ACROBAT 9 PRO EXTENDED Workspace When enabled, the measurement lines you draw are added to the PDF. When Disable/Enable Measurement Markup disabled, the measurement lines disappear when you measure another object or select another tool. When enabled, measurement lines are orthographic only. Turn Ortho On/Off Show or hide vertical and horizontal rulers on the page.

  • Page 58: Organizer

    USING ACROBAT 9 PRO EXTENDED Workspace Change the Cursor Coordinates measurement units In the Preferences dialog box under Categories, select Units & Guides. Choose a different unit of measurement from the Page & Ruler Units menu. Organizer Organizer window overview Organizer helps you find PDFs that you’ve previously opened and PDFs that you’ve organized into collections and favorites.
  • Page 59 USING ACROBAT 9 PRO EXTENDED Workspace Lists the hard drives and folders in their current hierarchy. This category is especially useful if you know My Computer where a particular PDF resides. Lists any folders, network locations, and web directories that you’ve specified as favorite destinations. Favorite Places This category functions like bookmarks or favorite destinations used for quick access in a web browser.
  • Page 60 USING ACROBAT 9 PRO EXTENDED Workspace More Help topics “Other options for combining files” on page 122 “Starting a review” on page 154 Display the Organizer window ❖ Choose File > Organizer > Open Organizer. It isn’t necessary to open the Organizer window if you want to open a PDF in a collection, create a new collection, add an open PDF to a collection, or open a PDF from your history of opened PDFs.
  • Page 61 USING ACROBAT 9 PRO EXTENDED Workspace • To delete a collection, right-click the collection name, choose Delete Collection, and then click Yes in the confirmation dialog box. The PDF files within the collection aren’t deleted from their original locations. • To create a new collection, click the Create A New Collection button in the Organizer window.

  • Page 62: Maintaining The Software

    Select Ask Before Installing to receive notification before the server is checked for policy updates. Adobe Digital Editions Use the free Adobe® Digital Editions software to read and organize eBooks and other publications. Digital Editions is a separate web-based rich internet application (RIA) that replaces the eBooks features in previous versions of Acrobat.

  • Page 63: Non-English Languages

    Asian Language Support options under Create Adobe PDF and View Adobe PDF. PDFMaker and the Adobe PDF printer automatically embed most Asian fonts in your file when creating PDF files. You can control whether Asian fonts are embedded.

  • Page 64: Acrobat In Mac Os

    PDFMaker PDFMaker is not available for Mac OS. However, you can still create PDFs from many business applications using the File > Print command. In the Print dialog box, choose Adobe PDF from the Printer menu. More Help topics “Keyboard shortcuts”...

  • Page 65: Chapter 3: Creating Pdfs

    If a file is open in its authoring application (such as a spreadsheet that is open in Microsoft Excel), you can usually convert the file to PDF without opening Adobe® Acrobat® 9 Pro Extended. Similarly, if Acrobat is already open, you don’t have to open the authoring application to convert a file to PDF.
  • Page 66 Within Microsoft Outlook or Lotus Notes, by clicking Acrobat PDFMaker toolbar buttons. PDFMaker (Windows only) Or by choosing commands in the Adobe PDF menu (Outlook) or the Actions menu (Lotus Notes). Within the email application, in the Print dialog box. Creates a PDF (not a PDF Portfolio).

  • Page 67: Creating Simple Pdfs With Acrobat

    On the desktop or in a folder, by right-clicking. Context menu Adobe Presenter slide shows Within Microsoft PowerPoint, choose Adobe Presenter > Publish. Adobe PDF Balancing PDF file size and quality You can select various settings to ensure that your PDF has the best balance between file size, resolution, conformity to specific standards, and other factors.
  • Page 68 USING ACROBAT 9 PRO EXTENDED Creating PDFs • In the toolbar, click the Create button and choose PDF From File. In the Open dialog box, select the file. You can browse all file types or select a specific type from the Files Of Type menu. Optionally, click Settings to change the conversion options.
  • Page 69 Adobe InDesign or Microsoft Word. Note: The PDF Editor can make changes in text only with PDFs created from blank pages. To add a blank page to a PDF created by another method, create a blank document in another application and convert that file to PDF.
  • Page 70 USING ACROBAT 9 PRO EXTENDED Creating PDFs Preferences for the PDF Editor The PDF Editor preferences are available in the Preferences dialog box under New Document. Specifies the font family to use by default for typing on a new, blank page. Font Specifies the size of the default font.

  • Page 71: Scan Documents To Pdf

    Choose File > Save As. Select the same filename and location. When a message appears asking if you want to overwrite the existing file, click OK. You can also quickly enable Fast Web View in entire folders of Adobe PDF files by using a batch sequence. See “Run a predefined batch sequence”...

  • Page 72: Scanning Options

    USING ACROBAT 9 PRO EXTENDED Creating PDFs If prompted to scan more pages, select Scan More Pages or Scan Is Complete, and click OK. Scan a paper document to PDF without presets In Acrobat, do one of the following: • (Windows) Choose File > Create PDF > From Scanner > Custom Scan. •...
  • Page 73 USING ACROBAT 9 PRO EXTENDED Creating PDFs Select a paper size or specify a custom width and height. Paper Size (Windows only) When selected, a dialog box prompting you to scan additional pages appears after Prompt For Scanning More Pages scanning every page.
  • Page 74 USING ACROBAT 9 PRO EXTENDED Creating PDFs • Divides each page into black-and-white, grayscale, and color regions and chooses a representation that Adaptive preserves appearance while highly compressing each type of content. The recommended scanning resolutions are 300 dots per inch (dpi) for grayscale and RGB input, or 600 dpi for black-and-white input. •...
  • Page 75 USING ACROBAT 9 PRO EXTENDED Creating PDFs • For most pages, black-and-white scanning at 300 dpi produces text best suited for conversion. At 150 dpi, OCR accuracy is slightly lower, and more font-recognition errors occur; at 400 dpi and higher resolution, processing slows and compressed pages are bigger.

  • Page 76: Using The Adobe Pdf Printer

    Create PDFs by printing to file In many authoring applications, you can use the Print command with the Adobe PDF printer to convert your file to PDF. Your source document is converted to PostScript and fed directly to Distiller for conversion to PDF, without manually starting Distiller.
  • Page 77 Do one of the following, depending on which version of Mac OS X you are using: • (Mac OS X v10.6 Snow Leopard) Choose Save As Adobe PDF from the PDF menu at the bottom of the dialog box. • (Mac OS X v10.5 and earlier) Choose Adobe PDF from the Printer menu. Then choose PDF Options from the pop- up menu beneath the Presets menu (it may show Copies &...
  • Page 78 Click the tabs, and select options as needed. Reassign the port that the Adobe PDF printer uses Quit Distiller if it is running, and allow all queued jobs to the Adobe PDF printer to complete. Open the Printers window from the Start menu.
  • Page 79 Delete a folder and reassign the Adobe PDF printer to the default port Quit Distiller if it is running, and allow a few minutes for all queued jobs to Adobe PDF to complete. Open the Printers window from the Start menu.

  • Page 80: Creating Pdfs With Pdfmaker (Windows)

    Printing Preferences. • In an authoring application such as Adobe InDesign, choose File > Print. Select Adobe PDF as the printer, and click the Properties button. (In some applications, you may need to click Setup in the Print dialog box to open the list of printers, and then click Properties or Preferences to customize the Adobe PDF settings.)
  • Page 81 Create a PDF as an email attachment Open the file in the application used to create it. Choose Adobe PDF > Convert To Adobe PDF And Email. For Microsoft Office 2007 applications, such as Word, Excel, PowerPoint, and Access, click the Create And Attach To Email button on the Acrobat ribbon.

  • Page 82: View Pdfmaker Conversion Settings

    In the Outlook email Message window, click the Attach As Adobe PDF button. Note: If the Attach As PDF button isn’t visible, choose Adobe PDF > Change Conversion Settings, and then select Show Attach As Adobe PDF Buttons. This option is not available in Outlook 2007.
  • Page 83 Adds document information from the Properties dialog box of the source file. This Convert Document Information setting overrides the printer preferences and settings in the Advanced panel of the Adobe PDF Settings dialog box. Note: The Advanced Settings button opens the Adobe PDF Settings dialog box, which contains many additional conversion options.
  • Page 84 Optionally, select the cells to convert. Do one of the following: • (Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options. • (Office 2007) From the Acrobat ribbon, select one of the Create options.
  • Page 85 Click OK. Acrobat converts the file to FLV format and inserts it into the document. When you are ready to create a PDF, follow the steps to create a PDF as usual. (PowerPoint only) In the Save Adobe PDF File As dialog box, click Options and make sure that the Convert Multimedia option is selected.
  • Page 86 Choose Adobe PDF > Convert To Adobe PDF. You can also convert a different file to PDF from within an open Outlook email message if the Attach As Adobe PDF toolbar is shown. Clicking this button opens a series of dialog boxes for selecting and saving the new PDF and also starts Acrobat, if it is not already running.
  • Page 87 Select a location and name for the migrated PDF Portfolio, and click Save. (The default naming adds _Portfolio to the existing filename, such as renaming an archive called Inbox.pdf as Inbox_Portfolio.pdf.) When the conversion process is complete and the Creating Adobe PDF dialog box closes, the new archive opens in Acrobat.
  • Page 88 • Choose Adobe PDF > Mail Merge To Adobe PDF. • Click the Mail Merge To Adobe PDF button on the Mail Merge toolbar (View > Toolbars > Mail Merge). • (Word 2007) From the Acrobat ribbon, click Mail Merge.
  • Page 89 Settings. (For information about a setting, place the pointer over the setting to display a tool tip below.) If you want to convert each page in the Visio file to a bookmarked page in the PDF file, choose Adobe PDF >...
  • Page 90 • Click the Convert To Adobe PDF button in the Adobe PDF toolbar. • Choose Adobe PDF > Convert To Adobe PDF. • Choose Adobe PDF > Convert To Adobe PDF And EMail. The PDF file attaches to a new email message in your default email application.
  • Page 91 When selected, this dialog box appears during the conversion process. Always Show This Dialog During Conversion Locate and select the AutoCAD file. If the Adobe PDF Settings For Autodesk AutoCAD Documents dialog box appears, specify the settings as needed, and click OK. Convert AutoCAD files when AutoCAD is installed When converting individual AutoCAD files, you don't usually need to change page size and plotting settings.
  • Page 92 Click Convert, specify a filename and location, and then click Save. Convert AutoCAD files in batches Choose Adobe PDF > Batch Conversion. Specify your preferences for layers, page size, plot style, and output PDFs. Click Conversion Settings to specify the Acrobat PDFMaker settings.
  • Page 93 “Preferences for viewing PDFs” on page 37. Embeds tags in the PDF. Enable Accessibility And Reflow With Tagged Adobe PDF Excel-specific options on the Settings tab Converts user-created Excel comments to notes and lists them in the Acrobat Comments panel.
  • Page 94 [Convert Selected Messages and Convert Selected Folders] menus can list recently created PDFs to append. This option specifies the maximum number of PDFs to list in the menus. If selected, the Attach As Adobe PDF button appears in the Outlook email Show “Attach As Adobe PDF” Buttons message window.
  • Page 95 The options you specify on this tab determine which items are converted into PDF bookmarks in the PDF. Important: To include bookmarks in the conversion process, the Add Bookmarks To Adobe PDF option on the Settings tab must be selected. If you deselect that option, it overrides any options you select on this tab and no bookmarks are created.

  • Page 96: Converting Web Pages To Pdf

    When you convert a web page to PDF, the HTML file and all associated files—such as JPEG images, Adobe FLA files, cascading style sheets, text files, image maps, and forms—are included in the conversion process.
  • Page 97 Using the Convert menu on the Adobe PDF toolbar, do one of the following: Note: If you don’t see the Adobe PDF toolbar in Internet Explorer, choose View > Toolbars > Adobe PDF. • To create a PDF from the currently open web page, choose Convert Web Page To PDF. Then select a location, type a filename, and click Save.
  • Page 98 Right-click on the selected content and choose one of the following: • To create a new PDF, choose Convert To Adobe PDF. Then select a name and location for the PDF. • To append the selected content to another PDF, choose Append To Existing PDF. Then locate and select the PDF to which the selection will be added.
  • Page 99 USING ACROBAT 9 PRO EXTENDED Creating PDFs To change the number of levels in the website to convert, expand Capture Multiple Levels. Enter the number of levels to include, or select Get Entire Site to include all levels from the website. Note: Some websites have hundreds or even thousands of pages.
  • Page 100 PDFs. Do one of the following: • From Internet Explorer, in the Adobe PDF toolbar, choose Convert > Preferences. • From Acrobat, choose File > Create PDF > From Web Page, and then click Settings. On the General tab, select options under Conversion Settings and PDF Settings, as needed. Click the Settings button to see additional options for the selected File Type.

  • Page 101: Creating Pdfs From Adobe Presenter Slide Shows

    Adobe Presenter is included with Acrobat Pro Extended for creating rich media content and saving it as a PDF. Publishing a Presenter slide show as a PDF preserves all of the slide show content. It also reduces the file size and allows users to view it offline.

  • Page 102: Creating Pdfs With Acrobat Distiller

    Creating PDFs Create a Presenter PDF To create a PDF in which all of the content and files run exactly as created, use the Publish option in the Adobe Presenter menu. In PowerPoint, open the Presenter file, and then choose Adobe Presenter > Publish.
  • Page 103 PDF conversion process. Queue a PostScript file In Distiller, select an Adobe PDF settings file from the Default Settings pop-up menu. (Optional) Choose Settings > Security and select an encryption level. Open the PostScript file and start the conversion process, using either method: •...
  • Page 104 PDF and then moves the PDF (and usually the PostScript file and any associated log file) to the Out folder. A watched folder can have its own Adobe PDF settings and security settings that apply to all files processed from that folder.

  • Page 105: Adobe Pdf Conversion Settings

    Set Adobe PDF conversion settings for the folders: • To edit the Adobe PDF settings to be applied to a folder, select the folder, click Edit Settings, and edit the Adobe PDF settings. Click OK to save it to the watched folder as folder.joboptions.
  • Page 106 A PDF preset is a group of settings that affect the process of creating a PDF. These settings are designed to balance file size with quality, depending on how the PDF are used. Most predefined presets are shared across Adobe Creative Suite applications, including InDesign, Illustrator, Photoshop, and Acrobat.
  • Page 107 • In Acrobat Distiller, select one of the predefined sets of options from the Default Settings menu to use as a starting point, and then choose Settings > Edit Adobe PDF Settings. • In authoring applications or utilities, select Adobe PDF as the target printer—typically in the Page Setup or Print dialog boxes—and click Properties.
  • Page 108 Creating PDFs Note: In Windows, you can switch to a different preset from within the Adobe PDF Settings dialog box. To do this, select Show All Settings at the bottom left and then select a preset from the list on the left.
  • Page 109 USING ACROBAT 9 PRO EXTENDED Creating PDFs General panel options Use this panel to select a version of Acrobat for file compatibility and other file and device settings. Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7 E) to Compatibility include all the latest features and functionality.
  • Page 110 PDF. You can embed OpenType®, TrueType, and PostScript fonts. Fonts that have license restrictions are listed with a lock icon . If you select a font that has a license restriction, the nature of the restriction is described in the Adobe PDF Options dialog box.
  • Page 111 Whether you’re 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. Lists color settings, including those used in graphics applications. The None setting lets you edit the Settings File Color Management Policies and Working Spaces settings.
  • Page 112 Choose a profile to define the color space of all grayscale images in files. The default ICC profile for gray Gray images is Adobe Gray - 20% Dot Gain. Choose None to prevent grayscale images from being converted. • Choose a profile to define the color space of all RGB images in files. The default, sRGB IEC61966-2.1, is recognized by many output devices.
  • Page 113 Converts blends to smooth shades for Acrobat 4.0 and later, improving quality Convert Gradients To Smooth Shades and reducing file size of PDFs. Distiller converts gradients from Adobe Illustrator, Adobe InDesign, Adobe FreeHand®, CorelDraw, QuarkXPress, and Microsoft PowerPoint. Reduces the amount of control points used to build curves in CAD drawings, which Convert Smooth Lines To Curves results in smaller PDFs and faster on-screen rendering.
  • Page 114 Preserve OPI Comments with the high-resolution image located on servers that support Open Prepress Interface (OPI) versions 1.3 and 2.0. For more information, see the OPI 2.0 specification at www.adobe.com/go/learn_acr_opi2spec_en (PDF, English only). • Retains document properties, such as the title, creation date, and time, Preserve Document Information From DSC in the PDF.
  • Page 115 The bleed box is always as large as 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 116 Share custom PDF settings You can save and reuse your own Adobe PDF preset definitions. You can also share a custom preset by sending a copy of the resulting file to other users. Those users can then add it to the Distiller applications installed on their own computers.
  • Page 117 PDF: • Use Adobe Photoshop to resample and compress existing image files before using Distiller. When you are ready to create the PDF in Distiller, be careful to deselect the compression and downsampling or subsampling options.
  • Page 118 Acrobat supports only 8-bit ZIP compression, which is lossless; that is, data is not removed to reduce file size, so image quality is not affected. 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 119: Fonts

    You can embed the entire font, or just a subset of the characters used in the file. Subsetting ensures that your fonts and font metrics are used at print time by creating a custom font name. That way, for example, your version of Adobe Garamond®, not your service provider’s version, can always be used by the service provider for viewing and printing.
  • Page 120 Note: If a font cannot be substituted, the text appears as bullets, and Acrobat displays an error message. Find 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 a PDF to find the exact spelling of the name.

  • Page 121: Chapter 4: Pdf Portfolios And Combined Pdfs

    PDFs In Adobe® Acrobat® 9 Pro Extended, you can easily create complex Adobe PDFs that include different types of files. You can package multiple files of various types into a PDF Portfolio, in which each file appears separately and has its own pagination.
  • Page 122 For videos on PDF Portfolios, see the following resources: • Getting started tutorial: “PDF Portfolios” on page 15 • Creating and securing PDF Portfolios: www.adobe.com/go/lrvid4201_a9 • Creating a business PDF Portfolio: www.adobe.com/go/lrvid4204_a9 • Articles, tutorials, and tips about PDF Portfolios: http://acrobatusers.com/ •...
  • Page 123 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs PDF Portfolio work area A. PDF Portfolio toolbar B. Component folders and documents More Help topics “Search a PDF Portfolio” on page 362 View and edit components of a PDF Portfolio You can sort and preview component files in a PDF Portfolio, as well as open, edit, and save component files in their native application.
  • Page 124 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs View file details When you open a PDF Portfolio, the component files are arranged in a layout specified by the PDF Portfolio author. To view a detailed list of the component files, in the PDF Portfolio toolbar, click the File Details button .
  • Page 125 More Help topics “Convert email messages to PDFs” on page 79 “Save a PDF” on page 138 “Adobe PDF conversion settings” on page 99 Create a PDF Portfolio ❖ Choose File > Create PDF Portfolio. Add files to a PDF Portfolio ❖...
  • Page 126 Revolve layout allows readers to page through the document thumbnails one at a time. You can also create your own custom layouts. For details, see the document on customizing navigators at www.adobe.com/go/learn_acr_custom_layout_en. From an open PDF Portfolio, choose File > Modify PDF Portfolio > Edit Portfolio.
  • Page 127 PDF Portfolio toolbar, choose Share Portfolio On Acrobat.com. If prompted, enter your Adobe ID and password, or create an ID if you don’t have one. As needed, click Share More Files to add additional files. You can share many types of files on Acrobat.com, not just PDF files.

  • Page 128: Other Options For Combining Files

    USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Adds document security to a PDF Portfolio or to component PDFs within a PDF Secure Portfolio With Password Portfolio. For more information, see “Securing documents with passwords” on page 234. Note: Other security features are also available for PDF Portfolios and component files in PDF Portfolios.
  • Page 129 A status dialog box shows the progress of the file conversions. Some source applications start and close automatically. More Help topics “Convert email messages to PDFs” on page 79 “Adobe PDF conversion settings” on page 99 File Size settings Reduces large images to screen resolution and compresses, using low-quality JPEG. Suitable for on- Smaller File Size screen display, email, and the Internet.

  • Page 130: Adding Unifying Page Elements

    USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Open the PDF that you want to serve as the basis of the combined file, and choose Document > Insert Pages > From Clipboard. In the Insert Pages dialog box, specify where to insert the selection (before or after the first or last page, or a designated page).
  • Page 131 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Type the text in any of the header and footer text boxes. To insert page numbers or the current date, click in a box and then click the corresponding buttons. To select formatting for automatic entries, click Page Number And Date Format.
  • Page 132 Note: Bates numbering is unavailable for protected or encrypted files and some forms. For a video on using Bates numbering in a PDF Portfolio, see http://blogs.adobe.com/acrolaw/. Add Bates numbering When designating documents for Bates numbering, you can add PDFs, PDF Portfolios, and any non-PDF files that can be converted to PDF.
  • Page 133 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Click Insert Bates Number. Then enter the following: • In Number Of Digits, specify how many digits make up the Bates number, entering any number from 6 through 15. The default number is 6, which produces Bates numbers such as 000001, 000002, and so on. •...
  • Page 134 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Before and after adding a background Add, replace, or edit a background, with an open document Choose Document > Background > Add/Replace. Note: If a message appears, telling you that the current document already has a background, click Replace Background. If you apply the new background to a limited range of pages, the old background remains unchanged on pages outside that range.
  • Page 135 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs In the dialog box, click Add Files, choose Add Files, and then select the files. You can also add files or folders by dragging them into the dialog box. Click OK to close the Add Background dialog box. Follow steps 2 through 4 in the procedure for adding, replacing, or editing a background with an open document.
  • Page 136 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Before and after adding a watermark Add or replace a watermark, with an open document Choose Document > Watermark > Add. (Optional) To apply the watermark selectively to individual pages, click Page Range Options. Then specify a page range and choose a Subset option, as needed.
  • Page 137 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs (Optional) Click Appearance Options and specify the following options: • To specify when the watermark appears, select or deselect Show When Printing and Show When Displaying On Screen. • To control variations in a PDF with pages of varying sizes, select or deselect Keep Position And Size Of Watermark Text Constant When Printing On Different Page Sizes.
  • Page 138 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Cropping does not reduce file size because information is merely hidden, not discarded. When you prepare a PDF for printing, you can change the Art, Trim, and Bleed areas for a PDF page in the Crop dialog box.

  • Page 139: Rearranging Pages In A Pdf

    USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Defines the clipping path when the page is printed professionally to allow for paper trimming and folding. BleedBox Printing marks may fall outside the bleed area. Locks the proportions of the crop so that all margins are the same distance. Constrain Proportions Crops the page to the artwork boundary.

  • Page 140: Splitting Pdfs

    USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs In the Extract Pages dialog box, do one or more of the following before you click OK: • To remove the extracted pages from the original document, select Delete Pages After Extracting. •...
  • Page 141 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs More Help topics “Insert one PDF into another” on page 123 “About tags, accessibility, reading order, and reflow” on page 275 Move or copy a page within a PDF, using page thumbnails Click the Pages button to open the Pages panel, and select one or more page thumbnails.
  • Page 142 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Delete pages, using the Delete command Note: You cannot undo the Delete command. Choose Document > Delete Pages. Enter the page range to be deleted, and click OK. You cannot delete all pages; at least one page must remain in the document. If you select Use Logical Page Numbers in the Page Display panel of the Preferences dialog box, you can enter a page number in parentheses to delete the logical equivalent of the page number.
  • Page 143 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Renumber pages The page numbers on the document pages do not always match the page numbers that appear below the page thumbnails and in the Page Navigation toolbar. Pages are numbered with integers, starting with page 1 for the first page of the document.

  • Page 144: Chapter 5: Saving And Exporting Pdfs

    Chapter 5: Saving and exporting PDFs You can save your changes to an Adobe® PDF or PDF Portfolio in the original PDF or in a copy of the PDF. You can also save individual PDFs to other file formats, including text, XML, HTML, and Microsoft Word. Saving a PDF in text format allows you to use the content with a screen reader, screen magnifier, or other assistive technology.
  • Page 145 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs About the Autosave feature The Autosave feature guards against losing your work in case of a power failure by incrementally, and at regular intervals, saving file changes to a specified location. The original file is not modified. Instead, Acrobat creates an autosave file of changes, which includes all the changes you made to the open file since the last automatic save.

  • Page 146: Exporting Pdfs To Other File Formats

    Choose Document > Reduce File Size. Select the version compatibility that you need. If you’re certain that all your users use Acrobat 9 or Adobe Reader 9, limiting compatibility to the latest version can further reduce file size. Note: If you select Acrobat 4.0 And Later, and the document contains transparency, the transparency is flattened.
  • Page 147 PostScript or EPS files. Acrobat Default provides a starting point and reference for creating all types of PostScript and restores all default settings for the conversion. Adobe PDF 7.0 is compatible with most devices. This option is available only for PostScript (PS) format.
  • Page 148 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs HTML or XML options When you export a PDF file to HTML or XML format, any images in PDF are converted to JPEG format. Refers to the binary values, based on international standards, used to represent the text characters. UTF-8 Encoding is a Unicode representation of characters using one or more 8-bit bytes per character;...
  • Page 149 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs Specifies the type of color management to be applied to the output file and whether to embed RGB/CMYK/Grayscale an ICC profile. Note: If you use the Save As or Export All Images command on a PDF that contains JPEG and JPEG 2000 images, and export the content to JPEG or JPEG 2000 format, the resulting image may look different when opened in Acrobat.
  • Page 150 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs Note: Higher resolutions, such as 2400 ppi, are suitable only for small page sizes (up to 6.826 inches or 173.380 millimeters). Convert PDFs to Word, RTF, or other text formats Use the Export command to convert a PDF to Microsoft Word format, or Rich Text Format (RTF), a standard for exchanging content between text-editing applications.

  • Page 151: Reusing Pdf Content

    USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs Note: You can export raster images, but not vector objects. Choose Advanced > Document Processing > Export All Images. In the Export All Images As dialog box, choose a file format for the images. By default, exported image files use the source filename.
  • Page 152 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs Select all the text on a page Choose View > Page Display > Single Page. Do one of the following: • Choose Edit > Select All. • Click four times in the text. This method selects all the text on the page regardless of the page layout. Note: If you choose any other page layout, all the text in the document is selected.
  • Page 153 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs If you cannot select an image because of overlapping text, open the Preferences dialog box, and under Categories, select General. Then select Make Select Tool Select Images Before Text. Using the Select tool , do one of the following: •...

  • Page 154: Chapter 6: Collaboration

    Chapter 6: Collaboration You can conduct reviews for many types of content by distributing an Adobe® PDF version of the source document for others to review. Reviewers add their comments to the PDF using commenting and markup tools. In shared reviews, reviewers can publish their comments in a shared workspace, and view and reply to the comments of other reviewers.
  • Page 155 Acrobat 9 is required to initiate a Collaborate Live session. Acrobat 9 or Adobe Reader® 9 is required to participate in a Collaborate Live session.
  • Page 156 Collaborate in online meetings Adobe ConnectNow is a personal web-conference tool that you can use to conduct real-time meetings on your desktop. Attendees join the meeting by logging in to a web-based meeting space from their own computers. In a ConnectNow online meeting, you can share your desktop, use live chat, share online whiteboards, and use many other collaboration features.

  • Page 157: Preparing For A Pdf Review

    USING ACROBAT 9 PRO EXTENDED Collaboration When selected, sends you a copy of your initiating email Copy Me When I Send An Email Invitation Using Acrobat.com for shared documents, Collaborate Live sessions, shared reviews, and form distributions. Preparing for a PDF review About managed PDF reviews In a managed review, you use a wizard to set up your review, specify the document location, and invite participants.
  • Page 158 USING ACROBAT 9 PRO EXTENDED Collaboration Note: Acrobat 9 is required to initiate shared reviews on Acrobat.com. Acrobat 9 or Reader 9 is required to participate in shared reviews on Acrobat.com. For shared reviews that are not on Acrobat.com, Acrobat 8 or higher, or Reader 8 or higher is required to view other reviewer comments.
  • Page 159 (for example, if you send a PDF directly in email), you can still enable commenting rights: open the PDF and choose Comments > Enable For Commenting And Analysis In Adobe Reader. Note: If you enable commenting for Reader in a digitally signed document, the signature is invalidated.

  • Page 160: Starting A Review

    You can also start a shared review directly from other applications that use PDFMaker, such as Microsoft Word. Choose Adobe PDF > Convert To Adobe PDF And Send For Review. For Office 2007 applications, choose Acrobat > Create And Send For Review.
  • Page 161 A copy of the shared review file, named [original filename]_review.pdf, is created in the same folder as the original file you specified for the review. For a video on starting a shared review, see www.adobe.com/go/lrvid4202_a9. More Help topics “Save the PDF with comments”...

  • Page 162: Participating In A Pdf Review

    In your email application, open the PDF by clicking the URL or double-clicking the attachment (PDF or FDF). Do one or more of the following, if prompted: • Log in to Acrobat.com with your Adobe ID and password. • Click Connect in the Shared Review dialog box.
  • Page 163 USING ACROBAT 9 PRO EXTENDED Collaboration Add comments to the PDF using tools in the Comment & Markup toolbar. To delete a comment, select it and press Delete. (You can delete only comments that you made.) Do all of the following that apply: •...
  • Page 164 USING ACROBAT 9 PRO EXTENDED Collaboration To view new comments in a shared review, you must have access to Acrobat.com or be able to connect to the network where the comment server is located. If you can’t connect, check the server status in the Tracker to determine the cause of the problem.

  • Page 165: Tracking And Managing Pdf Reviews

    USING ACROBAT 9 PRO EXTENDED Collaboration • In Reader, choose View > Tracker. In the Tracker, double-click the PDF. Add new comments or edit existing comments. If you need to delete a comment, select it, and press Delete. (You can delete only comments that you made.) Deleted comments are removed from the online PDF the next time comments are synchronized.
  • Page 166 USING ACROBAT 9 PRO EXTENDED Collaboration Latest Updates The Latest Updates panel provides a summary of the latest changes in shared reviews, form files, and servers. If you have no active reviews or forms, this panel provides instructions and links for creating managed reviews, creating forms, and distributing forms.
  • Page 167 USING ACROBAT 9 PRO EXTENDED Collaboration Save the PDF with comments You can save a copy of the review PDF that contains all the comments that reviewers have published or that you’ve imported (merged). If the PDF is in a shared review, you can save an archive copy. The copy is no longer connected to the shared review, and you can edit both content and comments in it.
  • Page 168 USING ACROBAT 9 PRO EXTENDED Collaboration More Help topics “Start a shared review” on page 154 Send a message During a review, you may want to contact other reviewers or send them a reminder of their approaching deadline. In the Tracker, select the PDF, and click Email All Reviewers. In the email message, make changes as needed to the To and Subject boxes or in the body of the email message, and then click Send.

  • Page 169: Commenting

    USING ACROBAT 9 PRO EXTENDED Collaboration Commenting Commenting and markup tools overview Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You use commenting and markup tools (View > Toolbars > Comment & Markup) to add comments. Comments are notes and drawings that communicate ideas or provide feedback for PDFs.
  • Page 170 For more information about using Acrobat commenting tools, see these resources: • Commenting tools: www.layersmagazine.com/acrobat-comments.html • Collaboration and Commenting forum: acrobatusers.com/forums/aucbb/ • Video on using commenting tools: www.adobe.com/go/lrvid4202_a9 • Annotating a PDF File: www.uwec.edu/Help/acrobat8.htm More Help topics “Show and hide toolbar elements” on page 28 “Add tags to...
  • Page 171 USING ACROBAT 9 PRO EXTENDED Collaboration Specifies that pop-up notes associated with comments, and icons for note, audio, and file Print Notes And Pop-ups attachments, print exactly as they appear on the page. Instead of selecting this option, you can print comment text in various layouts by choosing File > Print, and clicking Summarize Comments.
  • Page 172 USING ACROBAT 9 PRO EXTENDED Collaboration Properties toolbar A. With note icon selected B. With pop-up text selected Change a comment’s look and set it as the default After you create a comment, choose Properties from the Options menu of the pop-up note. In the Properties dialog box, do any of the following, and then click Close: •...
  • Page 173 USING ACROBAT 9 PRO EXTENDED Collaboration Use the Sticky Note tool to add a text message in a pop-up note. A. Comment & Markup toolbar B. Sticky Note tool C. Close button D. Options menu E. Text message Add a sticky note comment Do one of the following: •...
  • Page 174 USING ACROBAT 9 PRO EXTENDED Collaboration You can use text edit comments in a PDF to indicate where text should be edited in the source file. Text edit comments do not change the actual text in the PDF. Instead, they indicate which text should be deleted, inserted, or replaced in the source file from which the PDF was created.

  • Page 175: Underline Text Tool

    USING ACROBAT 9 PRO EXTENDED Collaboration Click between the words or characters where you want to insert text. Do any of the following: • Type the text you want to insert. • To indicate that a new paragraph should be added, press Enter, and then close the pop-up note without adding text. The paragraph insertion caret appears.
  • Page 176 USING ACROBAT 9 PRO EXTENDED Collaboration You apply a stamp to a PDF in much the same way you apply a rubber stamp to a paper document. You can choose from a list of predefined stamps, or you can create your own stamps. Dynamic stamps obtain information from your system and from the Identity panel of the Preferences dialog box, allowing you to indicate name, date, and time information on the stamp.
  • Page 177 You can create custom stamps from a number of different formats, including (but not limited to) PDF, JPEG, bitmap, Adobe® Illustrator® (AI), Adobe® Photoshop® (PSD), and Autodesk AutoCAD (DWT, DWG) files. In Reader, create Custom stamp allows only PDF format.
  • Page 178 USING ACROBAT 9 PRO EXTENDED Collaboration To specify the line width, color, and other properties before you draw, right-click the drawing tool, choose Properties, and set the desired options in the Properties dialog box. Draw in the PDF: • To create a cloud or polygon shape, click to create the start point, move the pointer, and click to create each segment.
  • Page 179 USING ACROBAT 9 PRO EXTENDED Collaboration Another way to add a text box is simply to paste copied text into the PDF. Text font and size are based on the system default settings. Note: You can add comments to Japanese, Chinese, and Korean text with the Text Box tool, but you must have the Asian- language resource files installed.
  • Page 180 USING ACROBAT 9 PRO EXTENDED Collaboration You can also paste a block of text by selecting and copying the text in any application, selecting the Hand tool in Acrobat, and choosing Edit > Paste. Add a callout Choose Tools > Comment & Markup > Callout tool Click once to set the location of the end point, and click again to set the location of the text box.
  • Page 181 You can use the Paste Clipboard Image As Stamp tool to add images to a PDF. 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 PDFs repeatedly, create a custom stamp of the image.

  • Page 182: Managing Comments

    USING ACROBAT 9 PRO EXTENDED Collaboration More Help topics “Copy images” on page 146 Managing comments View comments The Comments list displays all the comments in a PDF, and it provides a toolbar with common options, such as sorting, filtering, deleting, and replying to comments. The Comments button in the navigation pane opens the Comments list.
  • Page 183 USING ACROBAT 9 PRO EXTENDED Collaboration Show or hide comments You can hide or show comments based on type, reviewer (author), status, or checked state. Hiding comments is also called filtering. Filtering affects the appearance of comments in both the document window and the Comments list. When you print or summarize comments, you can specify whether hidden comments are printed or summarized.

  • Page 184: Summarizing Comments

    USING ACROBAT 9 PRO EXTENDED Collaboration Choose Reply from the Options menu. Type your reply in the box that appears. Reply in the Comments list Click the Comments button in the navigation pane. Select a comment in the Comments list. Click the Reply button Type your reply in the box that appears.
  • Page 185 USING ACROBAT 9 PRO EXTENDED Collaboration Page layout options for comment summaries A. Document and comments with connector lines on single page B. Document and comments with connector lines on separate pages C. Comments only D. Document and comments with sequence numbers By default, Acrobat prints PDFs with any stamps that were applied.

  • Page 186: Importing And Exporting Comments

    USING ACROBAT 9 PRO EXTENDED Collaboration Delete comments You cannot delete other reviewers’ comments in a shared review, nor can you delete locked comments. If you add comments to a PDF and then publish your comments, you can’t delete those comments. To delete all of the comments in a PDF, use the Examine Document feature.
  • Page 187 USING ACROBAT 9 PRO EXTENDED Collaboration Comments can be imported from a PDF document. You can also import comments from a Forms Data Format (FDF) file or an XFDF file, which is an XML-based FDF file. You cannot open and view FDF files or XFDF files on their own. In the document that you want to receive comments, do one of the following: •...
  • Page 188 Word 2007, click Acrobat, and then choose Acrobat Comments > Import Comments From Acrobat. Read the instructions, and click OK. In the Import Comments From Adobe Acrobat dialog box, select the PDF and Word files, select from the following options, and click Continue: Imports all comments.
  • Page 189 Imports comments that are checked. Show By Checked State All imported comments appear in the Adobe Acrobat Markups layer as custom objects that you can edit, filter, or delete. To modify an imported comment (change the status, add a check mark, or modify text), right-click the comment, choose Acrobat Comments, and then choose an option.

  • Page 190: Approval Workflows

    USING ACROBAT 9 PRO EXTENDED Collaboration Approval workflows About approval workflows In Acrobat (Traditional Chinese, Simplified Chinese, Japanese, and Korean only), you can send PDFs as email attachments for others to approve. When participants open an approval request in Acrobat (all languages), they can approve the PDF by adding a digital identity stamp.
  • Page 191 USING ACROBAT 9 PRO EXTENDED Collaboration • To complete the approval process, click the Final Approval button in the document message bar. In the Complete Final Approval dialog box, specify whether to send an approval notification from the Final Approval Method menu. If you send a notification, type an email address in the To box, add addresses for other recipients as appropriate, and click Send.

  • Page 192: Chapter 7: Forms

    Chapter 7: Forms You can fill in forms using either Adobe® Acrobat® 9 Pro Extended or the free Adobe Reader®. You can create static or interactive forms in Acrobat or Adobe LiveCycle® Designer ES (included with Acrobat Pro or Acrobat Pro Extended for Microsoft®...

  • Page 193: Forms

    Hides the forms document message bar by default whenever a PDF form Always Hide Forms Document Message Bar is opened in Adobe Reader unless the document message bar has a Submit Form button. If the message bar has a Submit Form button, you can’t hide the message bar.

  • Page 194: Creating And Distributing Forms

    USING ACROBAT 9 PRO EXTENDED Forms Highlight Color Displays a black outline around a form field when you place the pointer over it. Show Border Hover Color For Fields Opens a color picker for selecting the color of highlighted form fields. The highlight appears Fields Highlight Color when the Highlight Fields button on the document message bar is clicked.

  • Page 195: Text Fields

    Let the user type text, such as name, address, or phone number. Text fields Adobe Acrobat PDF form A. Digital signature field B. Combo box C. Text fields D. Forms document message bar E. Check boxes F. Radio buttons G. List box H.
  • Page 196 Note: You can click the FormsCentral.adobe.com link directly below the option to skip the rest of the wizard and go directly to the service. Once you sign up for an account or sign in with an existing Adobe ID account, you can start creating online forms using your web browser.
  • Page 197 Limitations on saving filled-in forms locally Acrobat Standard, Acrobat Pro, and Acrobat Pro Extended each allow Adobe Reader 8 or later users to fill in and save PDF forms locally. The use of the Reader Extensions capability for local saving of PDF forms (called extended...
  • Page 198 Reader unless additional usage rights are added to the PDF. You can use the Acrobat Software Development Kit (SDK) to customize Acrobat. For more information on this SDK, see the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (English only). Create form fields In Acrobat, you create a form field by choosing one of the form tools.
  • Page 199 USING ACROBAT 9 PRO EXTENDED Forms Copy a form field You can create copies of a form field on a single page of a PDF form. You can also copy a form field and paste it onto other pages. When you create duplicate form fields, replicas of the original field are added to one or more other pages. They are always in the same position on each page as the original.
  • Page 200 USING ACROBAT 9 PRO EXTENDED Forms • To duplicate the form field on a limited range of pages, click the From button, and type the start and ending pages on which you want the form field to appear. Note: Including or not including the page on which the form field originally appears doesn’t affect the duplication process. Including that page won’t create a second copy on top of the original one, and not including it won’t remove the original form field.
  • Page 201 USING ACROBAT 9 PRO EXTENDED Forms Move individual form fields You can move form fields by simply dragging them. For greater precision in less time, you can use special features that align them with each other, adjust the spacing between them, and center them on the page. Using the Select Object tool, select one or more form fields that you want to move.
  • Page 202 The form receiver can use Adobe Acrobat Capture® to collect TIFF images from the fax Forms faxed to a fax server server and place them in an Adobe LiveCycle Barcoded Forms Decoder watched folder, if the receiver owns those products.
  • Page 203 JavaScript and a familiarity with Acrobat-specific JavaScript. For more information, see Developing Acrobat® Applications Using JavaScript™ on www.adobe.com/go/learn_acr_javascript_en (PDF, English only). For information about basic JavaScript, refer to any of the many resources available on that subject.
  • Page 204 • In the Options tab, click the Custom button and enter lower values for Error Correction Level and Y/X Ratio. • In the Options tab, select Compress Data Before Encoding To Barcode, but only if you are using an Adobe software decoder (available separately).
  • Page 205 However, you can’t customize the tab order manually. More Help topics “Create forms using Acrobat” on page 190 “Make Adobe PDF forms accessible” on page 298 Set tabbing order in edit mode If you are not in form editing mode, choose Forms > Add Or Edit Fields.

  • Page 206: Form Fields Behavior

    Note: If you don’t know the email addresses of your recipients, enter your own email address. The system sends you a link to the form, which you can email to recipients as desired. For tutorials and videos on creating and distributing forms, see these resources: • Complete forms workflow: http://tv.adobe.com/#vi+f1495v1626 • Form Submit/E-mail Demystified: http://www.acrobatusers.com/tutorials/form-submit-e-mail-demystified • Distribute forms using Acrobat.com: http://www.layersmagazine.com/distributing-forms-with-acrobatcom.html...
  • Page 207 USING ACROBAT 9 PRO EXTENDED Forms More Help topics “Setting action buttons” on page 210 Modify form field properties You can access Acrobat form field properties only when you are in editing mode (by choosing Forms > Add Or Edit Fields).
  • Page 208 Note: If you are planning to decode the barcode using a handheld laser scanner, avoid creating barcodes wider than 4 inches (10.2 cm). Taller and narrower barcodes generally work better with handheld scanners. Barcode height and width will not be an issue if you are using an Adobe barcode decoder (available separately). •...
  • Page 209 USING ACROBAT 9 PRO EXTENDED Forms marks, poor print quality, degradation caused by fax transmission, or folds in the document. This option is available for PDF417 and QR Code barcodes. Enables you to save your custom barcode selections in a file. You can then export the file Manage Barcode Parameters and make it available to other form authors in your organization.

  • Page 210: Radio Buttons

    USING ACROBAT 9 PRO EXTENDED Forms Radio buttons Create a group of radio buttons if you want the user to select only one choice among a set of choices. All of the radio buttons in a group share the same Name but each button has a different Button Value. Specifies the shape of the marker that appears inside the button when the user selects it: Check, Circle Button Style (the default), Cross, Diamond, Square, or Star.
  • Page 211 USING ACROBAT 9 PRO EXTENDED Forms Actions tab for form field properties Actions properties specify any actions that you want to associate with the form field, such as jumping to a specific page or playing a media clip. The Actions tab appears for all types of form fields and includes the following options: Specifies the user action that initiates an action: Mouse Up, Mouse Down, Mouse Enter, Mouse Exit, Select Trigger On Focus, or On Blur.
  • Page 212 USING ACROBAT 9 PRO EXTENDED Forms Acrobat automatically performs all assigned field calculations when you are creating and testing your form fields. For convenience while you work, you can turn off automatic calculation in the forms preferences. Signed tab for form field properties The Signed tab is available only in the Digital Signature Properties dialog box.
  • Page 213 USING ACROBAT 9 PRO EXTENDED Forms Time List includes display variations where h stands for the hour on a 12-hour clock, H stands for the hour on a 24-hour clock, MM stands for minutes, ss stands for the seconds, and tt stands for AM or PM. Special For a five-digit U.S.
  • Page 214 Custom Keystroke Script dialog box in which you can write and add new scripts. To get the JavaScript for Acrobat API Reference, see the Acrobat Developer Center at www.adobe.com/go/learn_acr_javascript_en (PDF, English only). Validation tab for form field properties The Validation tab appears only in the Text Field Properties and Combo Box Properties dialog boxes. Validation properties restrict entries to specified ranges, values, or characters, ensuring that users enter the appropriate data for a specified form field.
  • Page 215 USING ACROBAT 9 PRO EXTENDED Forms http://www.adobe.com/formscatalog/thisform.pdf A type of barcode, with the URL reference below Manage custom barcode settings You can save, reuse, and share a set of custom settings for barcode parameters, to apply them when you create new barcode form fields.

  • Page 216: Setting Action Buttons

    USING ACROBAT 9 PRO EXTENDED Forms Redefine form field property defaults After you change properties for a specific type of form field, you can set those properties as the default set for that type. For example, you can create a check box, change its properties, and then save the properties as the default values. If necessary, choose Forms >...
  • Page 217 Internet address or \\[server]\[folder]\[subfolder]\ for a location on a local network. • To collect form data as attachments to email, type mailto: followed by the email address. For example, mailto:nobody@adobe.com. Select options for Export Format, Field Selection, and Date Options, and click OK.
  • Page 218 USING ACROBAT 9 PRO EXTENDED Forms Making buttons change appearance A button can have a label, an icon, or both. You can change how the button appears in each mouse state (Up, Down, and Rollover). For example, you could create a button that has a “Home” label until the pointer is moved over the button, when it might have a “Click to return to Home page”...
  • Page 219 USING ACROBAT 9 PRO EXTENDED Forms Specifies appearances for the Up, Down, and Rollover states of the mouse. Select an option under State, and then Push specify a label or icon option: Determines what the button looks like when the mouse button isn’t clicked. Determines what the button looks like when the mouse is clicked on the button, but before it’s released.

  • Page 220: Publishing Interactive Web Forms

    Before you make your forms web-ready, make sure that your form-field names match those set in the CGI application. Important: CGI scripts must be built outside Acrobat, and their creation is not covered by the Adobe Acrobat product. Add submit functionality Use the Submit A Form action to send form data to an email address or to a web server by specifying a URL.
  • Page 221 PDF The Complete Document 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. Exports all form fields even if the form fields do not contain values.
  • Page 222 Note: The Import Form Data action searches for the data file from which to import data in different locations in Windows than on Mac OS. In Windows, the Import Form Data action searches the Acrobat or Adobe Reader folder, the current folder, the System folder, the Windows folder, My Documents\Adobe\Acrobat, and the folders that are in the PATH statement.

  • Page 223: Using Quickbooks Data In Forms (Windows)

    QuickBooks. You then collect the data from the submitted forms and import it into your QuickBooks company file. Adobe tests with and supports the QuickBooks features in Acrobat 9 Pro and Acrobat 9 Pro Extended with the following QuickBooks products: QuickBooks Pro 2007 and 2008, and QuickBooks Premier Editions 2007 and 2008.

  • Page 224: Collecting And Managing Form Data

    Select a QuickBooks form template. By default, the Acrobat installation adds QuickBooks templates in \Program Files\Adobe\Acrobat 9.0\Acrobat\QuickBooksTemplates\ENU. Use Designer ES to edit the form as needed. To open the LiveCycle Designer ES Help, choose Help > Adobe LiveCycle Designer Help. Click the following links for information on basic editing tasks:...
  • Page 225 USING ACROBAT 9 PRO EXTENDED Forms Repeat the previous step as many times as necessary to add more returned forms. After you click OK, the data from the selected forms is added to the response file. Each returned form appears as a component file of a PDF Portfolio.
  • Page 226 USING ACROBAT 9 PRO EXTENDED Forms Export form data You can save the information in a completed PDF form as a data file in another file format. Later, you can reuse the data to fill in the form again or another form with the same fields and field names. In Acrobat, open the completed form file.

  • Page 227: Filling In Forms

    USING ACROBAT 9 PRO EXTENDED Forms More Help topics “Tracker overview” on page 159 “Distribute (send) forms to recipients” on page 199 Filling in forms Is the form fillable? Not all forms are fillable. Sometimes form creators don’t convert their PDFs to interactive fillable forms. Or, they intentionally design a form that you can fill in only by hand.
  • Page 228 USING ACROBAT 9 PRO EXTENDED Forms Fill in flat forms The Typewriter tool provides a simple solution for filling out forms without interactive fields, called flat forms. The text you add with the Typewriter tool is a form of commenting, and appears in the Comments list (Comments > Show Comments List).
  • Page 229 To remove an entry from the Auto-Complete memory, such as a misspelled entry that you found and corrected later, edit the list in the preferences. Enable the Auto-Complete option Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). Select Forms on the left. Under Auto-Complete, choose Basic or Advanced from the menu.
  • Page 230 • To save the completed form, choose File > Save As and rename the file. • To allow Reader users to save the data they typed, choose Advanced > Extend Forms Fill In & Save in Adobe Reader. For limitations on saving filled-in forms locally, see “Enable Reader users to save form...
  • Page 231 USING ACROBAT 9 PRO EXTENDED Forms Clear unsaved form entries ❖ Choose File > Revert. Sample forms Patti Sokol, of Sokol Consulting, created two sample forms to show the differences between a flat form and an interactive form. Click here to see a flat form.

  • Page 232: Chapter 8: Security

    Chapter 8: Security You can use passwords to restrict users from opening, printing, and editing Adobe PDFs. You can use a certificate to encrypt PDFs so that only an approved list of users can open them. If you want to save security settings for later use, you can create a security policy that stores security settings.

  • Page 233: Security

    If a PDF tries to access a blacklisted JavaScript, a message appears in the yellow document message bar below the toolbar area. The type of message depends on your version of Acrobat or Reader, recent updates from Adobe, and any fine-tuning by enterprise administrators.

  • Page 234: Trust Manager

    “Security alerts” on page 226.) Important: Acrobat and Reader 9.3 and 8.2 enable enhanced security by default. Adobe recommends that you enable enhanced security if it is not already enabled, and that you bypass restrictions only for trusted content. For a detailed list of restricted actions when enhanced security is enabled, see the enhanced security warnings at “Security...
  • Page 235 • Folders If you have many files that you trust, it can be more practical to place them into one privileged PDF folder. • Host Enter the name of the root URL only. For example, you can enter www.adobe.com, but not www.adobe.com/products.
  • Page 236 Allows Acrobat to automatically download trust settings from Load Trusted Root Certificates From An Adobe Server an Adobe server. When selected, prompts the user when new root certificates are downloaded from Adobe. Click Ask Before Installing Update Now to check for and install new root certificates immediately.
  • Page 237 USING ACROBAT 9 PRO EXTENDED Security Sign a document When a document is sent to you that requires your signature, you can sign it with an existing digital ID. Or, create a new digital ID for that document. Open the document and do one of the following: •...

  • Page 238: Choosing A Security Method

    By adding security to documents, you can limit viewing, editing, printing, and other options to only the specified users. You can choose if you want the users to have the required password, a digital ID, or access to Adobe LiveCycle® Rights Management ES.
  • Page 239 The following security options aren’t available in FIPS mode: • Applying password-based security policies to documents. You can use public key certificates or Adobe LiveCycle Rights Management ES to secure the document, but you cannot use password encryption to secure the document.

  • Page 240: Securing Documents With Passwords

    All Adobe products enforce the restrictions set by the permissions password. However, if third-party products do not support or respect these settings, document recipients are able to bypass some or all of the restrictions you set.
  • Page 241 USING ACROBAT 9 PRO EXTENDED Security To allow recipients to copy PDF content to another document, select Enable Copying Of Text, Images, And Other Content. Click OK. At the prompt to confirm each password, retype the appropriate password in the box and click OK. Password security options You can set the following options when you create a PDF or when you apply password protection to a PDF.

  • Page 242: Securing Documents With Certificates

    USING ACROBAT 9 PRO EXTENDED Security Defines which editing actions are allowed in the PDF document. Changes Allowed • Prevents users from changing the document that are listed in the Changes Allowed menu, such as filling in None form fields and adding comments. •...
  • Page 243 The encryption algorithm and key size are version specific. Recipients must have the corresponding version (or later) of Acrobat or Reader to decrypt and read the document. • If you select 128-bit AES, recipients must have Adobe Acrobat 7.0 or later or Adobe Reader 7.0 or later to open the document.
  • Page 244 Windows certificate store. A certificate store often contains numerous certificates issued by different certification authorities. For complete information on sharing certificates, see Document Security User Guide For Adobe Acrobat and Adobe Reader (PDF) at www.adobe.com/go/learn_acr_security_en.
  • Page 245 USING ACROBAT 9 PRO EXTENDED Security More Help topics “Encrypt a PDF with a certificate” on page 237 Request a certificate from another user Do one of the following: • In Acrobat, choose Advanced > Manage Trusted Identities. • In Reader, choose Document > Manage Trusted Identities. Click Request Contact.
  • Page 246 USING ACROBAT 9 PRO EXTENDED Security In the Import Contact Settings dialog box, specify trust options, and click OK. Import a certificate If you have a certificate that is already in your file system, you can import it into Acrobat for use with PDF files. To import certificates, find out where they are stored (the filename and path).
  • Page 247 (The fingerprint refers to the MD5 digest and SHA1 digest values.) You can check certificate information for your own digital ID files or for ID files that you import. For more information about verifying certificates, see Digital Signature User Guide for Adobe Acrobat and Adobe Reader (PDF) at www.adobe.com/go/learn_acr_security_en.
  • Page 248 By developing a storage area for trusted certificates, you or a member of your workgroup can facilitate the use of encryption in the workgroup. For more information about directory servers, see Digital Signature User Guide for Adobe Acrobat and Adobe Reader (PDF) at www.adobe.com/go/learn_acr_security_en.

  • Page 249: Securing Documents With Adobe Livecycle Rights Management Es

    • To send the file as an email attachment, type an email address in the To box, click Next, and then click Finish. More Help topics “Export security settings” on page 249 Securing documents with Adobe LiveCycle Rights Management ES Last updated 9/30/2011...

  • Page 250: Setting Up Security Policies

    • Organizational policies are especially useful if you want others to have access to PDFs for a limited time. Adobe LiveCycle Rights Management ES policies are stored on a server, and users must have access to the server to use them.

  • Page 251: User Policies

    The policies for password and certificate security can be stored on a local computer. Security policies created by using Adobe LiveCycle Rights Management ES are stored on a server, so you can audit actions and change security settings dynamically. You can use Adobe LiveCycle Rights Management ES if your company has licensed the software and made it available to you.
  • Page 252 “Securing documents with certificates” on page 236 “Securing documents with passwords” on page 234 “Securing documents with Adobe LiveCycle Rights Management ES” on page 243 Create a password policy In Acrobat, choose Advanced > Security > Manage Security Policies. Click New.
  • Page 253 Create a user security policy with Adobe LiveCycle Rights Management ES If you have access to Adobe LiveCycle Rights Management ES, you can restrict document access and rights of individuals registered with the server. When you create a user policy using Adobe LiveCycle Rights Management ES, you’re redirected to the Adobe LiveCycle Rights Management ES web page.
  • Page 254 Only the policy administrator can edit or remove organizational policies. For details on editing security policies, click the Secure button in the Tasks toolbar, and choose Adobe LiveCycle Rights Management > Manage My Account. Then click Help in the upper-right corner.
  • Page 255 To restrict access to a policy-protected PDF that you made available to a group of users, you can revoke the document. Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF and log in to Adobe LiveCycle Rights Management ES.

  • Page 256: Creating Or Obtaining Digital Ids

    Because the certificate authority is responsible for verifying your identity to others, choose one that is trusted by major companies doing business on the Internet. See the Adobe website for information about Adobe security partners that offer digital IDs and other security solutions.
  • Page 257 USING ACROBAT 9 PRO EXTENDED Security More Help topics “Sharing certificates with others” on page 238 “Smart cards and hardware tokens” on page 252 Register a digital ID Register your digital ID in Acrobat before you can use it. If you have a digital ID file that doesn’t appear in your list of digital IDs, you can search for the missing digital ID file.
  • Page 258 USING ACROBAT 9 PRO EXTENDED Security (Optional) To use Unicode values for extended characters, select Enable Unicode Support, and then specify Unicode values in the appropriate boxes. Choose an option from the Key Algorithm menu. The 2048-bit RSA option offers more security than 1024-bit RSA, but 1024-bit RSA is more universally compatible.
  • Page 259 USING ACROBAT 9 PRO EXTENDED Security Specify the default digital ID To avoid being prompted to select a digital ID each time your sign or certify a PDF, you can select a default digital ID. Do one of the following: •...
  • Page 260 USING ACROBAT 9 PRO EXTENDED Security Note: You can delete only self-signed digital IDs that you created in Acrobat. Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. Select Digital IDs on the left, and then select the digital ID to remove.

  • Page 261: Removing Sensitive Content

    USING ACROBAT 9 PRO EXTENDED Security Removing sensitive content Preparing PDFs for distribution Before you distribute a PDF, you may want to examine the document for sensitive content or private information that can trace the document to you. Such information may be hidden or not immediately apparent. For example, if you created the PDF, the document metadata likely lists your name as the author.
  • Page 262 Note: When you remove checked items, additional items are automatically removed from the document: digital signatures; document information added by third-party plug-ins and applications; and special features that enable Adobe Reader users to review, sign, and fill in PDF documents.
  • Page 263 Choose File > Save, and specify a filename and location. If you don’t want to overwrite the original file, save the file to a different name, location, or both. For information on using the redaction tools in legal situations, see http://blogs.adobe.com/acrolaw/. Search and redact words Use the Search And Redact tool to find and remove words or phrases in one or more PDFs that contain searchable text.
  • Page 264 USING ACROBAT 9 PRO EXTENDED Security In the search results, click the plus sign (+) next to the document name to see all occurrences of the word or phrase. Then, select the occurrences you want to mark for redaction: • To select all occurrences in the list, click Check All. •...
  • Page 265 USING ACROBAT 9 PRO EXTENDED Security Resizes custom text to fit within the redacted area. When selected, this option Auto-Size Text To Fit Redaction Region overrides the Font Size setting for the overlay text. Displays custom text in the selected color, which you can change by clicking the color swatch. Font Color Fills the redacted area with as many instances of the custom text as needed, without changing the Repeat Overlay Text...

  • Page 266: Chapter 9: Digital Signatures

    Changes to the document are shown in the Signatures panel. To sign a document, you must obtain a digital ID or create a self-signed digital ID in Adobe Acrobat®. The digital ID contains a private key and a certificate (or public key). The private key is used to add the digital signature, and the certificate that you share with people who use it to validate your signature.

  • Page 267: Digital Signatures

    These options are only available if you selected them using the Advanced Preferences section of the Preferences dialog box (Security > Advanced Preferences > Creation tab). For more information, see Adobe Acrobat 9 Digital Signature Appearances (PDF) at www.adobe.com/go/learn_acr_security_en.
  • Page 268 USING ACROBAT 9 PRO EXTENDED Digital signatures More Help topics “Enable right-to-left languages” on page 57 Set signing preferences Open the Preferences dialog box, and then select Security on the left. Click Advanced Preferences, and then click the Creation tab. (Optional) If you are planning to use a third party plug-in as your default signing method, make sure it is installed.

  • Page 269: Signing Pdfs

    Silanis and the Communication Intelligence Corporation (CIC), provide this capability in an Acrobat supported plug-in. These plug-ins may limit your access of certain encryption features in Acrobat. For more information about third-party providers, visit the Adobe website. Signing PDFs...
  • Page 270 Signatures pane of the document. Note: To allow Reader users to sign documents using either type of signature, choose Advanced > Extend Features in Adobe Reader. Sign a PDF with a digital signature For best results, use Preview Document mode to add your signature. See “Sign in Preview Document...
  • Page 271 Note: The Lock Document After Signing option is not available if there are additional unsigned signature fields or if the document is managed with Adobe LiveCycle® Workflow server. If you selected advanced digital signature preferences, do any of the following based on the options you selected in...
  • Page 272 • Disable or remove content that could modify the document or compromise its integrity, such as JavaScripts, actions, or embedded media. • If you intend for others to sign the document using Adobe Reader, enable usage rights to let Adobe Reader users add a digital signature (choose Advanced > Extend Features In Adobe Reader).
  • Page 273 USING ACROBAT 9 PRO EXTENDED Digital signatures Certify a PDF When you certify a PDF, you indicate that you approve of its contents. You also specify the types of changes that are permitted for the document to remain certified. For example, suppose that a government agency creates a form with signature fields.

  • Page 274: Validating Signatures

    If the signature status is invalid, contact the signer about the problem. For more information about signature warnings and valid and invalid signatures, see the Digital Signature User Guide (PDF) at www.adobe.com/go/learn_acr_security_en. More Help topics “Verify information on a certificate”...
  • Page 275 The PDF creator must enable usage rights for Reader users (Advanced > Extend Features In Adobe Reader). Note: Embedding timestamp information requires a properly configured timestamp server. In addition, the signature validation time must be set to Secure Time (Preferences >...
  • Page 276 USING ACROBAT 9 PRO EXTENDED Digital signatures Choose Add Verification Information. The command is unavailable if the signature is invalid, or signed with a self-signed certificate. Set signature verification preferences Open the Preferences dialog box, and select Security on the left. To automatically validate all signatures in a PDF when you open the document, select Verify Signatures When The Document Is Opened.
  • Page 277 USING ACROBAT 9 PRO EXTENDED Digital signatures Verify signatures in the Signatures panel. Display the Signatures panel ❖ Choose View > Navigation Panels > Signatures, or click the Signature Panel button in the document message bar. You can right-click a signature field in the Signatures panel to do most signature-related tasks, including adding, clearing, and validating signatures.
  • Page 278 USING ACROBAT 9 PRO EXTENDED Digital signatures View previous versions of a signed document Each time a document is signed, a signed version of the PDF is saved with the PDF. Each version is saved as append- only and the original cannot be modified. All signatures and their corresponding versions can be accessed from the Signatures panel.

  • Page 279: Chapter 10: Accessibility, Tags, And Reflow

    A document or application is accessible if it can be used by people with disabilities—such as mobility impairments, blindness, and low vision. Accessibility features in Adobe Acrobat, Adobe Reader®, and Adobe Portable Document Format (PDF) enable people with disabilities to use PDF documents, with or without screen readers, screen magnifiers, and braille printers.
  • Page 280 PDF documents and forms accessible. For more information about accessibility features, see these online resources: • Acrobat 9 accessibility, overview, new features, and FAQ: www.adobe.com/accessibility/products/acrobat/ • Information and news about accessibility in Adobe products: blogs.adobe.com/accessibility/pdf/ • Creating accessible PDF documents: www.adobe.com/accessibility •...
  • Page 281 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Document language Specifying the document language in a PDF enables some screen readers to switch to the appropriate language. Security that doesn’t interfere with assistive software Some authors of PDFs restrict users from printing, copying, extracting, adding comments to, or editing text. The text of an accessible PDF must be available to a screen reader.

  • Page 282: Checking The Accessibility Of Pdfs

    PDF in detail. Note: The accessibility checker tools can help to identify areas of documents that may be in conflict with the Adobe interpretation of the accessibility guidelines referenced in the application and its documentation. However, these tools don’t check documents against all accessibility criteria, including those in such referenced guidelines, and Adobe doesn’t...
  • Page 283 You may be able to use a screen reader with this document if your assistive technology product is registered with Adobe as a Trusted Agent. Contact your assistive technology product vendor.
  • Page 284 The set of accessibility criteria to check. For the Section 508 and W3C guidelines, the options area includes a Name Browse button that links to the website for the respective guidelines. Select Adobe PDF to choose from options for the Adobe PDF accessibility standard: •...

  • Page 285: Reading Pdfs With Reflow And Accessibility Features

    The names shown for some preferences in the Accessibility Setup Assistant are different from the names for the same preferences shown in the Preferences dialog box. Acrobat Help uses the names shown in the Preferences dialog box. For more information about accessibility features, see www.adobe.com/accessibility. Set accessibility preferences with the Accessibility Setup Assistant Start the Accessibility Setup Assistant by doing one of the following: •...
  • Page 286 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow When selected, shows PDF Portfolio components in a platform control Always Show Portfolios In Platform Control arrangement, which is more accessible. Accessibility preferences in Documents panel When deselected, this preference disables the auto-save Automatically Save Document Changes To Temporary File action.
  • Page 287 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow • Delivers text in the order in which it was recorded in the print stream. This Use Reading Order In Raw Print Stream method is faster than Infer Reading Order From Document. This method analyzes text only; form fields are ignored and tables aren’t recognized as such.
  • Page 288 When you open Acrobat within a web browser, keyboard commands are mapped to the web browser first. Consequently, some keyboard shortcuts are not available in Acrobat or are available only after you shift the focus to the PDF. For information about accessibility features, see www.adobe.com/accessibility. More Help topics “Keys for navigating a PDF”...
  • Page 289 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Save as accessible text for a braille printer Note: This document uses the term “braille printer” to refer to any device that is used to convert accessible text to a form that can be used by a person with blindness or low vision.
  • Page 290 See the documentation for your assistive software or device. Or, contact the vendor for more information about system requirements, compatibility requirements, and instructions for using this software or device with Acrobat. For more information about using screen readers, see www.adobe.com/accessibility/pdfs/accessing-pdf-sr.pdf. Read a PDF with Read Out Loud The Read Out Loud feature reads aloud the text in a PDF, including the text in comments and alternate text descriptions for images and fillable fields.

  • Page 291: Creating Accessible Pdfs

    USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Do one of the following: • Choose View > Read Out Loud > Read This Page Only. • Choose View > Read Out Loud > Read To End Of Document. Read PDF form fields out loud In the Reading panel of the Preferences dialog box, select Read Form Fields in the Read Out Loud Options section.
  • Page 292 “Creating a tagged PDF from an authoring application” on page 288. Note: If you intend to design PDF forms, use Adobe LiveCycle® Designer, which is dedicated to the design of interactive and static forms. LiveCycle Designer adds structure tags to forms, improving accessibility.
  • Page 293 To tag a PDF in Acrobat, use the Add Tags To Document command. This command works on any untagged PDF, such as one created with Adobe PDF Printer. Acrobat analyzes the content of the PDF to interpret the individual page elements, their hierarchical structure, and the intended reading order of each page.
  • Page 294 • In Acrobat, choose File > Create PDF > From Web Page, enter the web page address, and then click Settings. • In Microsoft Internet Explorer, in the Adobe PDF toolbar, click the down arrow on the Convert button and choose Preferences.
  • Page 295 PDFs” on page 122. About tools for creating accessible PDF forms Adobe offers several tools for the creation of accessible PDF forms: Use one of these applications to open untagged or tagged PDF Acrobat Pro, Acrobat Pro Extended, Acrobat Standard forms (except PDF forms that are created from LiveCycle Designer) to add fillable form fields, such as text boxes, check boxes, and buttons.

  • Page 296: Making Existing Pdfs Accessible

    USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow 1. Design the form for accessibility. Forms tend to have relatively complex layouts compared to documents that have a simple, single-column structure. The success that an application has in analyzing and tagging a form depends largely on the original formatting and layout of a document, and the types of fields that it uses.

  • Page 297: About The Add Tags Report

    USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow About the Add Tags Report If Acrobat encounters potential problems while running the Add Tags To Document command, the Add Tags Report opens in the navigation pane. The report lists potential problems by page, provides a navigational link to each problem, and offers suggestions for fixing them.
  • Page 298 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Tips for using the TouchUp Reading Order tool • Save the document (or a copy of it) before you use the TouchUp Reading Order tool. You can’t use Undo to reverse changes made with this tool, so reverting to a saved document is the only way to undo such a change.
  • Page 299 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Available in the menu that appears when you right-click a highlighted table. Allows the user to Edit Table Summary add or edit a text description about the table properties that is read by a screen reader or other assistive technology. Check and correct reading order You can quickly check the reading order of tagged PDFs by using the TouchUp Reading Order tool.
  • Page 300 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Change the reading order by dragging on the page Select the TouchUp Reading Order tool. In the TouchUp Reading Order dialog box, select Show Page Content Order. In the document pane, place the pointer over the number for the highlighted region you want to move, and drag it to where you want it to be read.
  • Page 301 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Do one of the following: • To add content to the current selection, Shift-click the content you want to add. The pointer changes to include a plus sign (+). • To remove content from the current selection, Ctrl-click the content you want to remove. The pointer changes to include a minus sign (-).
  • Page 302 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Edit tags for figures and tables You can use the TouchUp Reading Order tool to add and edit tags and alternate text for figures and tables. Apply a figure tag You can select an element and define it as a figure by using the TouchUp Reading Order tool. Once you define it as a figure, you can add alternate text to describe the figure.

  • Page 303: Remove Or Replace Document Structure Tags

    Remove or replace document structure tags If adding tags to a PDF 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 304 PDF. Note: If you tagged the Adobe PDF during conversion from an authoring application, the links and URLs in the document are probably already active and included in the tag tree so that they are accessible to screen readers. You probably don’t have to do this task unless you want to add more links.
  • Page 305 If your assistive technology product is registered with Adobe as a Trusted Agent, you can read PDFs that might be inaccessible to another assistive technology product. Acrobat recognizes when a screen reader or other product is a Trusted Agent and overrides security settings that would typically limit access to the content for accessibility purposes.

  • Page 306: Editing Document Structure With The Content And Tags Tabs

    Because you can damage a PDF by editing content objects, make sure that you’re familiar with PDF structure before you change anything. For comprehensive information about PDF structure, see the PDF Reference Sixth Edition: Adobe Portable Document Format Version 1.7, on the PDF reference page (English only) of the Adobe website.
  • Page 307 Note: For more information on logical structures, refer to the PDF Reference Sixth Edition: Adobe Portable Document Format Version 1.7, on the PDF reference page (English only) of the Adobe website.

  • Page 308: Change The Element Type

    USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Move a tag In the Tags tab, expand the Tags root to view all tags. Select the Tag icon of the element that you want to move. Do one of the following: •...

  • Page 309: Add Alternate Text And Supplementary Information To Tags

    Screen readers can read the URLs of web links out loud, but adding meaningful alternate text to links can help users immensely. For example, by adding alternate text you can have a screen reader tell a user to “go to the Acrobat accessibility page of adobe.com” rather than “go to http://www.adobe.com/products/acrobat/solutionsacc.html.” You add alternate text to the tag of a link.

  • Page 310: Create A New Child Tag

    USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Add alternate text for an abbreviated term In the Tags panel, locate the abbreviated term by doing one of the following: • Expand the tag tree as needed to see the elements that contain the abbreviation. •...
  • Page 311 Note: You can view and edit the role map of a PDF by choosing Options > Edit Role Map in the Tags tab. The standard Adobe element tag types are available in the New Tag dialog box. They are also available in the TouchUp Properties dialog box in Acrobat Pro or Acrobat Pro Extended.
  • Page 312 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Block-level elements are page elements that consist of text laid out in paragraph-like forms. Block-level elements are part of a document’s logical structure. Such elements are further classified as container elements, heading and paragraph elements, label and list elements, special text elements, and table elements.
  • Page 313 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Table elements Table elements are special elements for structuring tables. Table element. A two-dimensional arrangement of data or text cells that contains table row elements as child Table elements and may have a caption element as its first or last child element. Table row element.

  • Page 314: Chapter 11: Editing Pdfs

    Chapter 11: Editing PDFs It’s a fact that Adobe® PDF is unlike other document formats, in which you can freely copy, paste, and move text and images on a page. Instead, consider a PDF as a snapshot of your original file. Use Adobe® Acrobat® 9 Pro Extended to touch up and enhance the file for readability and distribution, and reserve more substantial revisions for your source application.
  • Page 315 USING ACROBAT 9 PRO EXTENDED Editing PDFs More Help topics “PostScript options” on page 442 Create page thumbnails ❖ Click the Pages button on the left. Page thumbnails appear in the navigation pane. This process may require several seconds, particularly in larger documents.
  • Page 316 PDF, another document, or a web page. Bookmarks can also perform actions, such as executing a menu item or submitting a form. For more information on creating bookmarks, see these online resources: • Creating bookmarks in Adobe Acrobat: http://www.sokolconsulting.com/swf/abt_bkmks/index.htm • Bookmarks and initial view options in Acrobat 9: http://www.sokolconsulting.com/pdfs/tips/abt9_bkmrks.pdf...
  • Page 317 USING ACROBAT 9 PRO EXTENDED Editing PDFs Choose New Bookmark from the options menu Type or edit the name of the new bookmark. Edit a bookmark In Acrobat, you can change a bookmark’s attributes at any time. More Help topics “Action types”...
  • Page 318 USING ACROBAT 9 PRO EXTENDED Editing PDFs Create a bookmark hierarchy You can nest a list of bookmarks to show a relationship between topics. Nesting creates a parent/child relationship. You can expand and collapse this hierarchical list as desired. Nest one or more bookmarks Select the bookmark or range of bookmarks you want to nest.

  • Page 319: Links And Attachments

    If you move or delete a parent tagged bookmark, its children tagged bookmarks are moved or deleted along with it. Many desktop publishing applications, such as Adobe InDesign® and Microsoft Word, create structured documents. When you convert these documents to PDF, the structure is converted to tags, which support the addition of tagged bookmarks.
  • Page 320 USING ACROBAT 9 PRO EXTENDED Editing PDFs Note: If the filename is too long to fit in the text box, the middle of the name is truncated. Provide the URL of the destination web page. Open A Web Page Click Next to open the Link Properties dialog box. In this dialog box, you can set any action, such as Custom Link reading an article, or executing a menu command, to be associated with the link.
  • Page 321 USING ACROBAT 9 PRO EXTENDED Editing PDFs Note: The link properties in the Create Link dialog box apply to all new links that you create until you change the properties. To reuse the appearance settings for a link, right-click the link whose properties you want to use as the default, and choose Use Current Appearance As New Default.
  • Page 322 USING ACROBAT 9 PRO EXTENDED Editing PDFs Destinations A destination is the end point of a link and is represented by text in the Destinations panel. Destinations enable you to set navigation paths across a collection of PDFs. Linking to a destination is recommended when linking across documents because, unlike a link to a page, a link to a destination is not affected by the addition or deletion of pages within the target document.
  • Page 323 USING ACROBAT 9 PRO EXTENDED Editing PDFs Don’t confuse attached comments with file attachments. A file attached as a comment appear in the page with a File Attachment icon or Sound Attachment icon, and in the Comments List with other comments. (See “Add comments in a file attachment”...

  • Page 324: Actions And Scripting

    USING ACROBAT 9 PRO EXTENDED Editing PDFs If you selected a single attachment, you have the option to rename the file. Delete an attachment ❖ In the Attachments panel, select an attachment, and then choose Delete Attachment from the options menu Search in attachments When searching for specific words or phrases, you can include attached PDFs as well as several other file types in the search.

  • Page 325: Action Types

    USING ACROBAT 9 PRO EXTENDED Editing PDFs From the Select Action menu, select the action type to occur, and then click Add. You can add multiple actions; actions execute in the order that they appear in the Actions list box. (Optional) Select an action in the Actions tab, and use the buttons to reorder, edit, or delete the action.

  • Page 326: Trigger Types

    About JavaScript in Acrobat The JavaScript language was developed by Netscape Communications as a means to create interactive web pages more easily. Adobe has enhanced JavaScript so that you can easily integrate this level of interactivity into your PDF documents.

  • Page 327: Converted Web Pages

    This type of script is executed when an event occurs, such as a Mouse Up action. To learn how to create JavaScript scripts, download the JavaScript manuals from the Adobe website. Developing Acrobat® Applications Using JavaScript™ contains background information and tutorials, and the JavaScript™ for Acrobat®...

  • Page 328: Articles

    Most desktop publishing programs allow you to generate article threads automatically as you convert the files to Adobe PDF. If the file you’re viewing has articles, you can show the names of the articles on a tab and navigate easily through them.
  • Page 329 USING ACROBAT 9 PRO EXTENDED Editing PDFs View and edit an article Use the Article tool to create, display, and make changes to an article box in the PDF document. View articles on the page ❖ Choose Tools > Advanced Editing > Article Tool. View articles in the PDF Choose View >...

  • Page 330: Optimizing

    USING ACROBAT 9 PRO EXTENDED Editing PDFs An example of resizing an article box Edit article properties Using the Article tool, select the article box that you want to edit. Right-click the box, and choose Properties. Change the information in the Articles Properties dialog box, and click OK. Combine two articles In the document pane, select any article box in the article you want to be read first.
  • Page 331 USING ACROBAT 9 PRO EXTENDED Editing PDFs • When editing a batch sequence, click Output Options. Then in the Output Options dialog box, select PDF Optimizer, and click Settings. Note: PDF Optimizer isn’t available when Reflow is selected in the View menu. Audit the space usage of a PDF Auditing the space usage gives you a report of the total number of bytes used for specific document elements, including fonts, images, bookmarks, forms, named destinations, and comments, as well as the total file size.
  • Page 332 USING ACROBAT 9 PRO EXTENDED Editing PDFs Images panel The Images panel of the PDF Optimizer lets you set options for color, grayscale, and monochrome image compression, and image downsampling. Change the PDF compatibility in the Images panel of the PDF Optimizer dialog box. Specify the following options, as needed: Reduces file size by lowering the resolution of images, which involves merging the colors of original Downsample...
  • Page 333 USING ACROBAT 9 PRO EXTENDED Editing PDFs Fonts panel To ensure an exact match to the source document, it’s a good idea to embed all fonts used in the document. If you don’t need an exact match and you prefer a smaller file, you can choose not to embed fonts for roman text and East Asian text (Traditional Chinese, Simplified Chinese, Korean, and Japanese).
  • Page 334 USING ACROBAT 9 PRO EXTENDED Editing PDFs Removes embedded print settings, such as page scaling and duplex mode, from the Discard Embedded Print Settings document. Removes embedded search indexes, which reduces file size. Discard Embedded Search Index Removes all bookmarks from the document. Discard Bookmarks Discard User Data panel Use the Discard User Data panel to remove any personal information that you don’t want to distribute or share with...

  • Page 335: Editing Text And Objects

    USING ACROBAT 9 PRO EXTENDED Editing PDFs Editing text and objects Choosing a tool A common misconception about PDF documents is that they should behave like any other document that contains images and text, letting you freely move or edit items on a page. A PDF is like a snapshot of your original document. You can perform minor touch-ups, but if your PDF requires substantial revision, it’s easier to make changes to the source document and regenerate the PDF.
  • Page 336 USING ACROBAT 9 PRO EXTENDED Editing PDFs You can edit text on rotated lines in the same way as on horizontal lines, and you can edit text using vertical fonts in the same way as text using horizontal fonts. The baseline offset or shift for vertical fonts is left and right, instead of up and down for horizontal fonts.
  • Page 337 USING ACROBAT 9 PRO EXTENDED Editing PDFs Replace custom fonts (A) with local fonts (B). In the Font Size menu, select a size that closely matches the custom font. Leave the other properties in the Text tab as they are. Edit text attributes Select the TouchUp Text tool.
  • Page 338 Note: Reader users can use the Typewriter tool if the document author enables use of the Typewriter tool for that PDF. To enable use of the Typewriter tool, open the PDF and choose Tools > Typewriter > Enable Typewriter Tool In Adobe Reader.
  • Page 339 USING ACROBAT 9 PRO EXTENDED Editing PDFs Insert special characters You can insert certain special characters (line breaks, soft hyphens, nonbreaking spaces, and em dashes) in a tagged PDF to improve the way it reflows. You can also insert these special characters in any PDF to improve the way it’s read by a screen reader or simply to edit it for general readability purposes.
  • Page 340 USING ACROBAT 9 PRO EXTENDED Editing PDFs Right-click the page and choose Place Image. Choose one of the following file formats: BMP, GIF, JPEG, PCX, PNG, or TIFF. Select an image file, and click Open. A copy of the image file appears in the center of the page, at the same resolution as the original file. Another way to use the TouchUp Object tool is to combine content from two pages into one.
  • Page 341 USING ACROBAT 9 PRO EXTENDED Editing PDFs Move an object Click the object with the TouchUp Object tool , the Select Object tool , or the tool used to create the object. Move the image or object: • Drag the object to the desired location. Objects cannot be dragged to a different page (you can cut and paste them to a new page instead).

  • Page 342: Setting Up A Presentation

    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 343 USING ACROBAT 9 PRO EXTENDED Editing PDFs Use the Full Screen button (circled) to view and navigate PDFs as a slide show. Define an initial view When a user opens your PDF document or PDF Portfolio, they see the initial view of the PDF. You can set the initial view to the magnification level, page, and page layout that you want.
  • Page 344 USING ACROBAT 9 PRO EXTENDED Editing PDFs • Set Open To Page to the page on which you want to start the presentation. Select Open In Full Screen Mode to open the document without the menu bar, toolbar, or window controls displayed.

  • Page 345: Adding Multimedia

    PDFs. All multimedia that is developed in Flash® as well as multimedia that is H.264 compliant can be played back in Adobe Reader® 9 and later. (H.264, also known as MPEG-4 part 10, is a video compression standard that provides high quality video without substantially increasing file size.) Video files of varying formats and filename extensions can be H.264...
  • Page 346 Converted media requires Adobe Reader 9 or Acrobat 9 for play back. Users who attempt to play converted media in earlier versions of Adobe Reader or Acrobat are prompted to upgrade to Adobe Reader 9 or Acrobat 9.
  • Page 347 Acrobat 6.0 (And Later) Compatible Media Acrobat or Adobe Reader to play the clip. If you choose the Acrobat 6.0 Compatible Media option, you have many more choices, such as the option to embed the video and add multiple renditions. However, users with earlier versions of Acrobat must download Adobe Reader to play your clip.
  • Page 348 USING ACROBAT 9 PRO EXTENDED Editing PDFs Advanced multimedia options To view advanced multimedia options when you insert video, sound, or interactive content, select Show Advanced Options in the Insert dialog box. You can also change these options after multimedia has been added to a PDF. Double-click the multimedia with the Select Object tool (Tools >...

  • Page 349: Add Comments To

    USING ACROBAT 9 PRO EXTENDED Editing PDFs Use to set up which play back controls (skins) are available. Controls tab • Select the set of play back controls (skin) you want to be displayed on the video. Skin • Click to open the color palette and choose a color for the controls. Color •...
  • Page 350 Create alternate renditions Multimedia that is developed in Flash can be played on any computer that has Adobe Reader 9. For multimedia in other formats, create alternate renditions or add other renditions to ensure that users can play the video clip on their systems.
  • Page 351 USING ACROBAT 9 PRO EXTENDED Editing PDFs Rendition settings The Rendition Settings dialog box appears when you click Edit Rendition on the Settings tab of the Multimedia Properties dialog box. Note: Media players have different capabilities. Some rendition settings, such as player controls, are not available for some players.
  • Page 352 USING ACROBAT 9 PRO EXTENDED Editing PDFs • Click Add to specify a player and the settings that are required, preferred, or disallowed to play the video Player List clip. Select the name of the player, the minimum version number of the player, and the status. If you set the status of more than one player to Required, only one of the required players may be used to play the rendition.

  • Page 353: Document Properties And Metadata

    USING ACROBAT 9 PRO EXTENDED Editing PDFs Click the Actions tab to define new actions for the various mouse movements, and then click Close. Set Acrobat 5.0-compatible properties Select the Sound tool or the Select Object tool , and then double-click the play area. Type a name in the Title box.
  • Page 354 USING ACROBAT 9 PRO EXTENDED Editing PDFs The Advanced area shows the PDF version, the page size, number of pages, whether the document is tagged, and if it’s enabled for Fast Web View. (The size of the first page is reported in PDFs or PDF Portfolios that contain multiple page sizes.) This information is generated automatically and cannot be modified.
  • Page 355 Description tab of the Document Properties dialog box. Document metadata can be extended and modified using third-party products. The Extensible Metadata Platform (XMP) provides Adobe applications with a common XML framework that standardizes the creation, processing, and interchange of document metadata across publishing workflows. You can save and import the document metadata XML source code in XMP format, making it easy to share metadata among different documents.
  • Page 356 USING ACROBAT 9 PRO EXTENDED Editing PDFs • To save the metadata as a template, choose Save Metadata Template from the dialog box menu in the upper right corner, and name the file. View object data and metadata You can view the metadata information of certain objects, tags, and images within a PDF. You can edit and export metadata for Visio objects only.

  • Page 357: Layers

    To retain layers when you convert InDesign CS documents to PDF, make sure that Compatibility is set to Acrobat 6.0 (PDF 1.5) or higher. Additionally, make sure that Create Acrobat Layers is selected in the Export Adobe PDF dialog box.
  • Page 358 USING ACROBAT 9 PRO EXTENDED Editing PDFs Layers panel A. Eye icon indicates a displayed layer B. Locked layer C. Hidden layer D. Nested layer group E. Layer group Choose View > Navigation Panels > Layers. To hide a layer, click the eye icon. To show a hidden layer, click the empty box. (A layer is visible when the eye icon is present, and hidden when the eye icon is absent.
  • Page 359 USING ACROBAT 9 PRO EXTENDED Editing PDFs Note: The settings in the Layer Properties dialog box take effect only if Allow Layer State To Be Set By User Information is selected in the Documents preferences. If it is not selected, Layer Properties dialog box settings, other than Layer Name and Default State, are ignored.
  • Page 360 USING ACROBAT 9 PRO EXTENDED Editing PDFs Select the new bookmark, and choose Properties from the options menu In the Bookmark Properties dialog box, click the Actions tab. For Select Action, choose Set Layer Visibility, click Add, and then click OK. Select the bookmark label in the Bookmarks panel, and name the bookmark.

  • Page 361: Processing In Batches

    USING ACROBAT 9 PRO EXTENDED Editing PDFs Merge or flatten layers Merged layers acquire the properties of the layer into which they are merged (the target layer). Flattening PDF layers hides any content that is not visible when the flattening operation is executed and consolidates all layers. Important: You cannot undo either a merging or a flattening operation.
  • Page 362 Developers can further enhance batch processing and other robust capabilities in Acrobat by using the Acrobat Software Development Kit (SDK) to create scripts and plug-ins for their particular needs. For more information about the Acrobat SDK, see www.adobe.com/go/learn_acr_sdk_doc_en. Run a predefined batch sequence Acrobat includes several simple, predefined batch sequences that you can use to streamline your work.
  • Page 363 USING ACROBAT 9 PRO EXTENDED Editing PDFs Limits access to a PDF by setting up passwords and restricting certain features, such as Set Security To No Changes editing. Modify a batch sequence You can add, rearrange, and delete commands in the batch sequence definitions to suit your work requirements. You can also edit the options for individual commands in the batch sequence or add interactive pauses at strategic points in the batch processing.
  • Page 364 USING ACROBAT 9 PRO EXTENDED Editing PDFs Expanding the command display in the Edit Sequence dialog box Make a batch sequence interactive If your work requires that different documents use slightly different options for the same commands, you can still use batch processing to automate the work.
  • Page 365 USING ACROBAT 9 PRO EXTENDED Editing PDFs In the Batch Edit Sequence dialog box, click Select Commands. Select a command on the left side of the Edit Sequence dialog box and click Add. Click Edit to change the settings for the selected command. Repeat steps 5–6 to add and edit additional commands.

  • Page 366: Chapter 12: Searching And Indexing

    Chapter 12: Searching and indexing You have lots of control and lots of possibilities for running effective and efficient searches in Adobe® Acrobat® 9 Pro Extended. A search can be broad or narrow, including many different kinds of data and covering multiple Adobe PDFs.
  • Page 367 Note: If documents are encrypted (have security applied to them), you cannot search them as part of a multiple-document search. Open those documents first and search them one at a time. However, documents encrypted as Adobe Digital Editions are an exception and can be searched as part of a multiple-document search.
  • Page 368 USING ACROBAT 9 PRO EXTENDED Searching and indexing • In the Search window, type the search text. In the Search window, select All PDF Documents In. From the pop-up menu directly below this option, choose Browse For Location. Select the location, either on your computer or on a network, and click OK. To specify additional search criteria, click Use Advanced Search Options, and specify the options.

  • Page 369: Advanced Search Options

    USING ACROBAT 9 PRO EXTENDED Searching and indexing Sort instances in the search results ❖ Select an option from the Sort By menu near the bottom of the Search window. Results can be sorted by Relevance Ranking, Date Modified, Filename, or Location. Icons shown with search results The icon next to an instance of the search results indicates the search area in which the instance appears.
  • Page 370 USING ACROBAT 9 PRO EXTENDED Searching and indexing Includes the basic search options plus four additional options: Use These Additional Criteria (text options) • Searches for two or more words that are separated by no more than a specified number of words, as set Proximity in the Search preferences.
  • Page 371 USING ACROBAT 9 PRO EXTENDED Searching and indexing Use parentheses to specify the order of evaluation of terms. For example, type white AND (whale OR ahab) to find all documents that contain either white and whale or white and ahab. (The query processor performs an OR query on whale and ahab and then performs an AND query on those results with white.

  • Page 372: Creating Pdf Indexes

    USING ACROBAT 9 PRO EXTENDED Searching and indexing Limits the search results in the Search PDF window to a specific Maximum Number Of Documents Returned In Results number of documents. The default value is 500, but you can enter any number from 1 to 10,000. Limits the search results to those in which the number of words between the Range Of Words For Proximity Searches search terms isn’t greater than the number you specify.
  • Page 373 USING ACROBAT 9 PRO EXTENDED Searching and indexing Preparing PDFs for indexing Begin by creating a folder to contain the PDFs you want to index. All PDFs should be complete in both content and electronic features, such as links, bookmarks, and form fields. If the files to be indexed include scanned documents, make sure that the text is searchable.
  • Page 374 USING ACROBAT 9 PRO EXTENDED Searching and indexing If you already have specialized training in Adobe PDF, you can define custom data fields, such as Document Type, Document Number, and Document Identifier, when you create the index. This is recommended only for advanced users and is not covered in Acrobat Complete Help.
  • Page 375 Excluding numbers can significantly reduce the size of an index, making searches faster. Select this option if your collection includes PDFs created before Acrobat 2.0, which Add IDs To Adobe PDF v1.0 Files did not automatically add identification numbers. ID numbers are needed when long Mac OS filenames are shortened as they are translated into MS-DOS filenames.
  • Page 376 Acrobat then re-creates the index according to the flags in the BPDX file. For more information on scheduling an indexing update, search for BPDX at www.adobe.com/support. Note: To use BPDX files, in the Preferences dialog box under Catalog, select Allow Catalog Batch Files (.bpdx) To Be Run.
  • Page 377 USING ACROBAT 9 PRO EXTENDED Searching and indexing Moving 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 378: Chapter 13: 3D Models And Geospatial Pdfs

    Supported 3D file formats Adobe® Acrobat® Pro Extended can use a variety of file formats, including many types of 3D models. A list of the supported file formats appears in the Preferences dialog box (select Convert To PDF under Categories). You can bring supported file formats directly into PDFs using the following methods: Uses 3D files to create PDFs that have one or more pages.
  • Page 379 From the desktop, you can drag a 3D file into Acrobat Pro Extended (or onto the application icon) to create a single- page PDF file. Or, you can right-click the 3D file and choose Convert To Adobe PDF (for a single file). For multiple files, choose Combine Supported Files In Acrobat (for the selected file plus additional files that you select in the dialog box that appears).
  • Page 380 In the Conversion dialog box, click the Optimize tab, and choose a U3D conversion setting from the 3D Format In PDF menu: Ensures compatibility with Acrobat 8.1 and later and Adobe Reader® 8.1 and later. U3D ECMA 3 Ensures compatibility with Acrobat 7.0 and later and Reader 7.0 and later.
  • Page 381 • Can retain geometry for reuse in CAD, CAM, and CAE applications. Benefits of U3D format • Supports animations. • Editable in Adobe 3D Reviewer. Acrobat 3D conversion settings In the Conversion dialog box, you can specify settings for converting 3D models for PDFs on various tabs. Or, choose a preset from the menu.
  • Page 382 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs PRC format settings in Acrobat 3D Conversion dialog box 3D conversion presets Provides optimum settings for the selected file format by balancing quality with PDF file size. Default Indicates that you’ve selected one or more individual settings. Click the plus sign (+) to save your selections Custom as a custom preset.
  • Page 383 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs General tab These settings determine how the imported 3D model is presented in Acrobat Pro Extended. Unlike the settings on the other tabs, General settings don’t affect the imported file itself. Many of these settings can be changed after you import a file by using the options on the 3D toolbar.
  • Page 384 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Click fonts to set up substitute fonts for the fonts in the original 3D file. Fonts Click Assembly to define the directories to search to find parts that are not in the current folder. For large Assembly assemblies in which the master file refers to many parts and subassemblies, some parts can be in multiple directories.
  • Page 385 If a CAD file includes 2D drawings, you can convert them to PDF by using Acrobat Distiller. By using the Print command with the Adobe PDF printer from your application, you can convert the file to PDF in Distiller without manually starting Distiller.

  • Page 386: Capturing 3D Models

    • When capturing 3D models, Acrobat Pro Extended creates a preset with the correct settings for tested applications (applications tested by Adobe). When capturing from untested applications, you may need to change OpenGL capture settings. These settings are on the OpenGL tab of the 3D Capture Settings dialog box that appears when you choose Create PDF >...
  • Page 387 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Click the Settings button, click the OpenGL tab, and set the capture units to match the 3D model. Edit other 3D capture settings as necessary, and then click OK. Click the window containing the 3D model to make it active, and then press the Print Screen key. Switch to Acrobat Pro Extended, edit the capture settings in the Conversion dialog box as needed, and then click OK.

  • Page 388: Adding 3D Models To Pdfs

    USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Change 3D Capture preferences After you capture a 3D model, the default settings for the captured file type appear in the 3D Capture Preferences dialog box. You can then edit these settings for future captures of this file type. Choose Edit >...
  • Page 389 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs After you place a 3D file, you can adjust the area or canvas in which the 3D model appears, edit the presentation properties for the 3D toolbar and content, and create additional views. More Help topics “3D toolbar overview”...
  • Page 390 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs perspective projection offers a more realistic scene in which objects in the distance appear smaller than objects of the same size in the foreground. Displays the 3D toolbar along with the image. When this option is not selected, you can right-click the Show Toolbar 3D image to view the 3D toolbar.

  • Page 391: Inserting 3D Models In Word, Excel, And Powerpoint Files

    USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Inserting 3D models in Word, Excel, and PowerPoint files Insert 3D models into Word, Excel, and PowerPoint files When you install Acrobat Pro Extended, an additional icon appears in the PDFMaker toolbar in Office 2003. In Office 2007, the additional icon appears on the Acrobat ribbon.

  • Page 392: Interacting With 3D Models

    USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Hide, isolate, and show individual parts Select the part you want to hide or isolate, and then do one of the following: • To view only that part of the model, right-click and choose Part Options > Isolate. •...

  • Page 393: Model Tree

    Note: You can hide the toolbar by right-clicking the 3D model and choosing Tools > Hide Toolbar. To show the toolbar, choose Show Toolbar from the same context menu. This option isn’t available in Adobe Reader. 3D navigation tools Turns 3D objects around relative to the screen.
  • Page 394 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Note: The Walk tool is available when you select the Preferences setting that consolidates tools or when you right-click the 3D model and choose Tools > Walk. Navigates through a model while maintaining the surface orientation. Right-click and drag inside the 3D window.
  • Page 395 Editing 3D models Using Adobe 3D Reviewer, you can edit most 3D models in native file formats and in PDFs. This method can be useful if you want to change or remove entities from a 3D model but don’t have the source application installed. When you have a PDF open in Acrobat, you can right-click an embedded 3D model and choose Edit In 3D Reviewer to open the model.
  • Page 396 To open 3D Reviewer outside Acrobat Pro Extended, choose Start > Programs > Adobe 3D Reviewer. For more information about using Adobe 3D Reviewer, open 3D Reviewer and then choose Help > Help Topics. Change rendering mode, lighting, projection, and background The model rendering mode determines the surface appearance of the 3D model.
  • Page 397 You can also add to and edit views in the View pane. For example, after you isolate and rotate a part, you can save that particular view, including the camera angle, background, lighting, and other attributes. This feature is not available for Adobe Reader. The lower pane displays other information, including properties and metadata, if any, about the Object Data pane object or part.
  • Page 398 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs The author of the PDF can set up a 3D model in the conversion settings so that clicking it automatically displays the Model Tree. Hide, isolate, and change the appearance of parts Some 3D models are composed of individual parts.
  • Page 399 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs • Select the Home View button. Changes the center focus from the entire 3D model to the selected parts. This setting is especially useful Zoom To Part for rotating a part, allowing the rotation to occur around the center focus of the part rather than around the entire model.
  • Page 400 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs To view PMI in the 3D object, do one of the following: • Select a view associated with PMI (if one is available) in the View panel (middle) of the Model Tree. Only the PMI in the selected view is visible in the 3D model.
  • Page 401 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Cross-section properties Changes you make here are applied immediately. To see these changes, make sure that the Cross Section Properties dialog box does not block your view of the active 3D model. The Cross Section Properties dialog box remains on top if you focus or interact with the underlying PDF.
  • Page 402 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs 3D measurement display Click a 3D model in a PDF to enable it. Click the 3D Measurement Tool icon on the 3D toolbar. (If the 3D toolbar view is set for consolidated tools, select the 3D Measurement tool from the pop-up menu next to the Navigation tool.) Select the options you want in the Snap Enables and Measurement Types areas of the 3D Measurement Tool palette.
  • Page 403 Change the 3D Measuring preferences to determine how 3D data is measured. These options appear in the Measuring (3D) panel of the Preferences dialog box. Note: In Adobe Reader, these preferences apply to PDFs that have commenting enabled. Displays measurements based on the model units, if present, Use Scales And Units From Model (When Present) generated from the original 3D model.
  • Page 404 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Turns on snap and specifies whether points, arcs, edges, silhouette edges, or faces are snapped to. 3D Snap Settings Sensitivity indicates how close the pointer must be to the item being snapped to. For Snap Hint Color, specify the color of the snap line that appears when you hold the pointer over the 3D object.
  • Page 405 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Set 3D views The default view of a 3D model lets you quickly revert to a starting point at any time as you interact with the model. A default view is different from a preview, which determines what the 3D model looks like when it’s not activated. The list of all available views for the 3D model appears in the Views menu on the 3D toolbar and in the View pane of the Model Tree.
  • Page 406 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs In the Properties dialog box, click the Actions tab. From the Select Action menu, choose Go To A 3D/Multimedia View, and then click Add. In the Select A 3D View dialog box, select the 3D annotation for the 3D model from the list on the left, and then select a view option on the right: Matches the 3D rotation, pan, and zoom characteristics that are active in your document at the time you Current View...
  • Page 407 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Always Render 3D PMI Using Z-buffer—The rendering of the PMI always turns on Z-buffer regardless of the setting in the file. Determines whether the Model Tree is displayed when the 3D model is activated. Open Model Tree On 3D Activation Choose Use Annotation’s Setting to use whichever setting the author used when adding the 3D model to the PDF.
  • Page 408 When you add comments by using the tools on the Comment & Markup toolbar, a new view is created in the Model Tree called CommentView. Note: Adobe Reader users can add comments to a PDF if the document author enables commenting for that PDF. Display the Comment & Markup toolbar (Tools > Comment & Markup > Show Comment & Markup Toolbar).
  • Page 409 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Note: If you delete one of these automatically generated commenting views, the associated comments are still available. You can view and select them in the Comments panel or in the Model Tree, where they are listed under the views. Selecting a comment switches the 3D model to the same viewing configuration it had when the comment was added.

  • Page 410: Exporting Geometry From 3D Models

    USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Exporting geometry from 3D models Export geometry Reuse geometry in other applications by exporting it from the PDF. If the geometry of a 3D model is converted using a PRC B-rep conversion setting, you can export and use it in CAM and CAE applications.

  • Page 411: Adding Functionality To 3D Designs With Javascript

    USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs IGES Settings IGES files are saved as version 5.1 and support solid entities. Specifies how to write the geometry. The Surface option provides UV curves and any 3D curves (if Save Solid To present).

  • Page 412: Creating And Using Geospatial Pdfs

    USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs For more information on how to work with JavaScript, see the Adobe website at www.adobe.com/go/learn_acr_3d_javascript_en (English only), and download the JavaScript manuals (PDF). JavaScript for Acrobat 3D Annotations API Reference contains detailed information about using JavaScript to manipulate 3D objects in PDFs.
  • Page 413 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Create geospatial PDFs You can create a geospatial PDF in one of these ways: • Opening a geospatially enabled TIFF (GeoTIFF) or JPEG 2000 file • Georegistering a PDF map or scan of geospatial data When you open an imported file, measurements, point position, and length are displayed in geographic coordinates, which you can change, measure, and mark up.
  • Page 414 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Input latitude and longitude values of the map borders. The coordinates define the area that is registered. Click in at least two remaining corners, and type the latitude and longitude coordinates for each. Then click Next. Select the associated coordinate system and units (projection scale) to associate with the map and click OK.
  • Page 415 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs If the PDF includes more than one map, click the Next or Previous button to view additional results, if any. Multiple locations are available in several situations: • When a document contains multiple maps (for example, if a PDF contains a smaller map within a larger map, such as a city within a map of a state or country).
  • Page 416 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Copy location coordinates to the clipboard for use with a web mapping service After you find a location on a geospatial PDF, you can copy the coordinates to the clipboard. From the clipboard, you can paste the data into a web mapping service that reads latitude and longitude coordinates.
  • Page 417 USING ACROBAT 9 PRO EXTENDED 3D models and geospatial PDFs Geospatial data can be exported by using either the Comments menu or the Comments pane. • From the Comments menu, choose Comments > Export Comments To Data File. • Open the Comments pane, choose Options > Export Comments To Data File. To export a subset of the comments, select the comments, and then choose Options >...

  • Page 418: Chapter 14: Color Management

    A color management system translates colors with the help of color profiles. A profile is a mathematical description of a device’s color space. For example, a scanner profile tells a color management system how your scanner “sees” colors. Adobe color management uses ICC profiles, a format defined by the International Color Consortium (ICC) as a cross- platform standard.

  • Page 419: Soft-Proofing

    USING ACROBAT 9 PRO EXTENDED Color management Because no single color-translation method is ideal for all types of graphics, a color management system provides a choice of rendering intents, or translation methods, so that you can apply a method appropriate to a particular graphics element.

  • Page 420: Keeping Colors Consistent

    Keeping colors consistent About color management in Adobe applications Adobe color management helps you maintain the appearance of colors as you bring images in from external sources, edit documents and transfer them between Adobe applications, and output your finished compositions. This system is based on conventions developed by the International Color Consortium, a group responsible for standardizing profile formats and procedures so that consistent and accurate color can be achieved throughout a workflow.
  • Page 421 “Synchronize color settings across Adobe applications” on page 415.) • If you use only one Adobe application, or if you want to customize advanced color management options, you can change color settings for a specific application. (See “Set up color management”...
  • Page 422 Adobe recommends that you synchronize color settings before you work with new or existing documents. Open Bridge. To open Bridge from a Creative Suite application, choose File > Browse. To open Bridge directly, either choose Adobe Bridge from the Start menu (Windows) or double-click the Adobe Bridge icon (Mac OS).

  • Page 423: Color-Managing Imported Images

    • Choose a CMYK working space that matches your CMYK output conditions to ensure that you can accurately define and view process colors. • Select colors from a color library. Adobe applications come with several standard color libraries, which you can load using the Swatches panel menu.
  • Page 424 CMYK color policy back to Preserve Numbers (Ignore Linked Profiles). You can override safe CMYK settings when you print a document or save it to Adobe PDF. However, doing so may cause colors to be reseparated. For example, pure CMYK black objects may be reseparated as rich black. For more information on color management options for printing and saving PDFs, search in Help.

  • Page 425: Color-Managing Documents For Online Viewing

    When you color-manage documents that will be viewed exclusively on the web, Adobe recommends that you use the sRGB color space. sRGB is the default working space for most Adobe color settings, but you can verify that sRGB is selected in the Color Settings dialog box (Photoshop, Illustrator, InDesign) or the Color Management preferences (Acrobat).

  • Page 426: Proofing Colors

    USING ACROBAT 9 PRO EXTENDED Color management Color-managing HTML documents for online viewing Many web browsers do not support color management. Of the browsers that do support color management, not all instances can be considered color-managed because they may be running on systems where the monitors are not calibrated.
  • Page 427 USING ACROBAT 9 PRO EXTENDED Color management Soft-proof presets Creates a soft proof of colors using the current CMYK working space as defined in the Color Settings Working CMYK dialog box. Creates a soft proof of colors using the document’s CMYK profile. Document CMYK (InDesign) Working Cyan Plate, Working Magenta Plate, Working Yellow Plate, Working Black Plate, or Working CMY Plates Creates a soft proof of specific CMYK ink colors using the current CMYK working space.

  • Page 428: Color-Managing Documents When Printing

    Your options for printing color-managed documents depend on the Adobe application you use, as well as the output device you select. In general, you have the following choices for handling colors during printing: •...
  • Page 429 Color-managing PDFs for printing When you create Adobe PDFs for commercial printing, you can specify how color information is represented. The easiest way to do this is using a PDF/X standard; however, you can also specify color-handling options manually in the Output section of the PDF dialog box.

  • Page 430: Working With Color Profiles

    For example, R=127, G=12, B=107 is just a set of numbers that different devices will display differently. But when tagged with the Adobe RGB color space, these numbers specify an actual color or wavelength of light–in this case, a specific color of purple.
  • Page 431 USING ACROBAT 9 PRO EXTENDED Color management Managing color with profiles A. Profiles describe the color spaces of the input device and the document. B. Using the profiles’ descriptions, the color management system identifies the document’s actual colors. C. The monitor’s profile tells the color management system how to translate the document’s numeric values to the monitor’s color space.

  • Page 432: Calibrate And Profile Your Monitor

    To embed a color profile in a document you created in Illustrator, InDesign, or Photoshop, you must save or export the document in a format that supports ICC profiles. Save or export the document in one of the following file formats: Adobe PDF, PSD (Photoshop), AI (Illustrator), INDD (InDesign), JPEG, Photoshop EPS, Large Document Format, or TIFF.
  • Page 433 Color management Select the option for embedding ICC profiles. The exact name and location of this option varies between applications. Search Adobe Help for additional instructions. Embed a color profile (Acrobat) You can embed a color profile in an object or an entire PDF. Acrobat attaches the appropriate profile, as specified in the Convert Colors dialog box, to the selected color space in the PDF.
  • Page 434 USING ACROBAT 9 PRO EXTENDED Color management Assigns the working space profile to the document. Assign Current Working Space [working space] Lets you select a different profile. The application assigns the new profile to the document without Assign Profile converting colors to the profile space. This may dramatically change the appearance of the colors as displayed on your monitor.

  • Page 435: Color Settings

    Color settings Customize color settings For most color-managed workflows, it is best to use a preset color setting that has been tested by Adobe Systems. Changing specific options is recommended only if you are knowledgeable about color management and very confident about the changes you make.
  • Page 436 Adobe RGB is recommended when you prepare documents for print, because Adobe RGB’s gamut includes some printable colors (cyans and blues in particular) that can’t be defined using sRGB. Adobe RGB is also a good choice when working with images from professional-level digital cameras, because most of these cameras use Adobe RGB as their default color space.
  • Page 437 Preserves color numbers when opening files and importing images, but still allows you to use color management to view colors accurately in Adobe applications. Select this option if you want to use a safe CMYK workflow. In InDesign, you can override this policy on a per-object basis by choosing Object > Image Color Settings.
  • Page 438 In general, it is best to use the default rendering intent for the selected color setting, which has been tested by Adobe Systems to meet industry standards. For example, if you choose a color setting for North America or Europe, the default rendering intent is Relative Colorimetric.
  • Page 439 USING ACROBAT 9 PRO EXTENDED Color management Leaves colors that fall inside the destination gamut unchanged. Out-of-gamut colors are Absolute Colorimetric clipped. No scaling of colors to destination white point is performed. This intent aims to maintain color accuracy at the expense of preserving relationships between colors and is suitable for proofing to simulate the output of a particular device.

  • Page 440: Chapter 15: Printing

    If the desired printing option is in the Print dialog box, set it there rather than through the printer driver. The computer you wish to print an Adobe® PDF from must be connected either to a local, shared, or network printer and be configured to use that printer.
  • Page 441 USING ACROBAT 9 PRO EXTENDED Printing Prints the page area (including text, comments, and so on) that is visible in the current Current View/Selected Graphic view. The option name changes depending on whether you have no pages selected (Current View), a page or pages selected (Selected Pages), or an area on a page selected using the Snapshot tool (Selected Graphic).
  • Page 442 This option does not change the settings for print preview, but it does affect the color settings in the Advanced Print Setup dialog box. If you’re connected to the Internet, this option connects to the Adobe website for information on how Printing Tips to troubleshoot printing problems.
  • Page 443 USING ACROBAT 9 PRO EXTENDED Printing Note: To work with layers in Acrobat, convert the source document to PDF using a preset that preserves layers, such as Acrobat 6 (PDF 1.5) or later. View how layers print Click the Layers icon in the navigation panel.

  • Page 444: Other Ways To Print Pdfs

    USING ACROBAT 9 PRO EXTENDED Printing Prepopulates the Pages box in the Print Range section of the Print dialog box with the page ranges Print Page Range you enter here. This setting is useful in a workflow where documents include both instruction pages and legal pages. For example, if pages 1–2 represent instructions for filling out a form, and pages 3–5 represent the form, you can set up your print job to print multiple copies of only the form.
  • Page 445 USING ACROBAT 9 PRO EXTENDED Printing Choose additional page handling options. The Preview image changes as you specify options. Determines which sides of the paper print. Choose Both Sides to automatically print both sides of the Booklet Subset paper (your printer must support automatic duplex printing). Choose Front Side Only to print all pages that appear on the front side of the paper.

  • Page 446: Printing Custom Sizes

    USING ACROBAT 9 PRO EXTENDED Printing To rename a file or change the order of files within a PDF portfolio, use the File Details view. See “View and edit components of a PDF Portfolio” on page 117. Open the PDF Portfolio. To print only certain PDFs, select those PDFs. Choose File >...

  • Page 447: Advanced Print Settings

    Note: If you don’t see a Page Scaling menu, click the arrow next to the Printer menu to expose more controls in the Print dialog box. For more information about scaling documents for printing, see the “Page scaling” section of “Printing tips” document on the Adobe website. Advanced print settings About advanced print settings If normal print settings don’t produce the results you expect, you may need to specify options in the Advanced Print...

  • Page 448: Postscript Options

    USING ACROBAT 9 PRO EXTENDED Printing If a custom printer settings file exists with the settings you want, choose it from the Settings menu. Otherwise, choose Acrobat Default. To learn more about an option, select it. A description of it appears at the bottom of the dialog box. If normal printing doesn’t produce the desired results, select Print As Image and choose a resolution from the drop- down list.
  • Page 449 USING ACROBAT 9 PRO EXTENDED Printing Preserves hinting information in the original Emit CIDFontType2 As CIDFontType2 (PS Version 2015 And Greater) font when printing. If unselected, CIDFontType2 fonts are converted to CIDFontType0 fonts, which are compatible with a wider range of printers. This option is available for PostScript 3 and PostScript Level 2 (PostScript version 2015 and later) output devices.

  • Page 450: Output Options

    USING ACROBAT 9 PRO EXTENDED Printing Note: Some fonts cannot be downloaded to a printer, either because the font is a bitmap or because font embedding is restricted in that document. In these cases, a substitute font is used for printing, and the printed output may not match the screen display.
  • Page 451 USING ACROBAT 9 PRO EXTENDED Printing Line screens A. 65 lpi: Coarse screen for printing newsletters and grocery coupons B. 85 lpi: Average screen for printing newspapers C. 133 lpi: High-quality screen for printing four-color magazines D. 177 lpi: Very fine screen for printing annual reports and images in art books The PPD files for high-resolution imagesetters offer a wide range of possible screen frequencies, paired with various imagesetter resolutions.
  • Page 452 Include marks and bleeds You can place printer marks on the page to indicate the boundaries of document boxes supported by Adobe PDF, such as trim boxes and bleed boxes. These marks are not added as page content; however, they are included in the PostScript output.

  • Page 453: Color Management Options

    USING ACROBAT 9 PRO EXTENDED Printing Printer marks A. Trim marks B. Registration marks C. Page information D. Color bars E. Bleed marks Select Marks And Bleeds on the left side of the Advanced Print Setup dialog box. Choose the printer marks you want. The marks appear in the preview on the left side of the Advanced Print Setup dialog box.

  • Page 454: Printing Color

    Output Preview dialog box. (Choose Advanced > Print Production > Output Preview.) This option allows you to simulate the appearance of one device on another. Printing color For information on color workflows, see www.adobe.com/studio/print/pdfs/CS3_color_workflows.pdf. Preview how colors overprint Overprint preview provides an onscreen simulation that approximates blending and overprinting in the color- separated output.
  • Page 455 USING ACROBAT 9 PRO EXTENDED Printing About composite printing When you print a color PDF, all of the colors used in the file print on one plate. This process is called composite printing. The options available in the Output panel of the Advanced Print Setup dialog box depend on the selected printer.
  • Page 456 PostScript 3 output device or a PostScript Level 2 device whose RIP supports in- RIP separations. For more information on high-end PDF printing, see these resources: • Adobe PDF in the Print Production Workflow: www.adobe.com/studio/print/pdfs/PDF_wp_A9_updates_july08.pdf. • Adobe Creative Suite 4 Printing Guide: www.adobe.com/designcenter/cs4/articles/cs4_printguide.html.

  • Page 457: Spot Colors

    • Choose In-RIP Separations if the PPD supports in-RIP separations. Trapping options appear. From the Trapping menu, choose Adobe In-RIP or Off. If you choose Adobe In-RIP, click Trap Presets and select a preset. Click OK. Specify settings for halftone screen frequency and the angle at which the selected ink’s halftone screen is rotated.
  • Page 458 USING ACROBAT 9 PRO EXTENDED Printing More Help topics “Adobe In-RIP trapping” on page 455 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 459: Chapter 16: Print Production Tools

    Chapter 16: Print production tools Whether you’re a designer working on a creative piece or a print service provider preparing an Adobe® PDF for final output, you’ll find the print production tools essential to getting your job done. Tools for high-end output...

  • Page 460: Trapping Color

    • A Designer's Guide to Transparency for Print Output: www.adobe.com/designcenter/creativesuite/articles/cs3ip_transguide.pdf. • Reliable JDF Job Ticketing with Adobe Creative Suite using Acrobat 9 Pro: www.adobe.com/studio/print/pdfs/JDF-WP_A9_updates_july08.pdf. • Achieving accurate content in a PDF: www.adobe.com/go/lrvid4083_a9. • Using multiple applications in a creative workflow: www.adobe.com/go/lrvid4205_a9.
  • Page 461 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 print service provider.

  • Page 462: Trap Appearance

    USING ACROBAT 9 PRO EXTENDED Print production tools More Help topics “Adjusting ink neutral density values” on page 460 “Customize trapping for specialty inks” on page 461 “Adjust the trapping sequence” on page 461 Specify settings using trap presets A trap preset is a collection of trap settings you can apply to pages in a PDF. Use the Trap Presets dialog box for entering trap settings and saving a collection of settings as a trap preset.
  • Page 463 USING ACROBAT 9 PRO EXTENDED Print production tools Trap assignments list presets you have applied to various pages; trap assignments are updated each time you click Assign. In the Trap Presets dialog box, click Assign. For Trap Preset, choose the preset you want to apply. Select the pages you want to apply the trap preset to.

  • Page 464: End Style

    4 points, the resulting trap width is limited to 4 points. However, the value you specified will continue to be displayed, because if you switch to Adobe In-RIP Trapping, traps larger than 4 points are applied as you specified.
  • Page 465 USING ACROBAT 9 PRO EXTENDED Print production tools Indicates the minimum amount of black ink required before the Black trap width setting is applied. The Black Color default value is 100%. For best results, use a value no lower than 70%. Indicates the neutral density value at or above which InDesign considers an ink to be black.

  • Page 466: Specifications For Web Offset Publications

    USING ACROBAT 9 PRO EXTENDED Print production tools The Black Color setting is useful when you must compensate for extreme dot gain (as when using low-grade paper stock). These situations cause black percentages lower than 100% to print as solid areas. By screening back blacks or rich blacks (using tints of solid black) and decreasing the Black Color setting from its default of 100%, you can compensate for dot gain and ensure that the trapping engine will apply the proper trap width and placement to black objects.

  • Page 467: Cmyk Equivalents

    USING ACROBAT 9 PRO EXTENDED Print production tools Some spot colors, such as turquoise or neon orange, are significantly darker or lighter than their Other spot inks CMYK equivalents. You can determine whether this is the case by comparing printed swatches of the actual spot inks to printed swatches of their CMYK equivalents.

  • Page 468: Previewing Output

    USING ACROBAT 9 PRO EXTENDED Print production tools Previewing output Output Preview dialog box overview The Output Preview dialog box simulates how your PDF looks in different conditions. The top part of the dialog box has several controls for previewing your document. The Preview menu allows you to switch between previewing separations and previewing color warnings.
  • Page 469 USING ACROBAT 9 PRO EXTENDED Print production tools For a video on previewing output, see www.adobe.com/go/lrvid4083_a9. More Help topics “About color profiles” on page 424 “About monitor calibration and characterization” on page 425 “Ink Manager overview” on page 468 “Soft-proofing colors”...
  • Page 470 USING ACROBAT 9 PRO EXTENDED Print production tools • To hide one or more separations, deselect the box to the left of each separation name. • To view all process or spot plates at once, select the box for Process Plates or Spot Plates. Note: A single process or spot plate appears as a black plate.

  • Page 471: Color Conversion And Ink Management

    Color Management panel of the Preferences dialog box provides profiles for converting unmanaged colors. You can also select specific profiles based on local press conditions. For a video on converting colors in a PDF: www.adobe.com/go/lrvid4083_a9. More Help topics “Why colors sometimes don’t match”...
  • Page 472 USING ACROBAT 9 PRO EXTENDED Print production tools Convert Colors dialog box overview If you output your PDF to a high-end device or incorporate it in a prepress workflow, you can convert color objects to CMYK or another color space. Unlike other Acrobat features that temporarily convert colors during printing or viewing, the Convert Colors feature changes the color values in the document.
  • Page 473 USING ACROBAT 9 PRO EXTENDED Print production tools • Objects set in spot colors can be preserved, converted, or mapped (aliased) to any other ink present in the document. Objects include Separation, DeviceN, and NChannel color spaces. Spot colors can also be mapped to a CMYK process color, if the process color model of the destination space is CMYK.
  • Page 474 USING ACROBAT 9 PRO EXTENDED Print production tools Select a conversion option if applicable: Preserves the color values of objects drawn in CMYK, RGB, or grayscale during conversion. This Preserve Black option prevents text in RGB black from being converted to rich black when converted to CMYK. Converts device gray to CMYK.
  • Page 475 USING ACROBAT 9 PRO EXTENDED Print production tools Note: InDesign and Acrobat share the same Ink Manager technology. However, only InDesign has the Use Standard Lab Values For Spots option. Ink Manager A. Process ink B. Aliased Spot ink C. Spot ink Open the Ink Manager in Acrobat Do one of the following: •...

  • Page 476: Printer Marks And Hairlines

    446. Note: A PDF created from Adobe InDesign CS and later can include printer marks, either in a separate layer or on the page. You can view these marks using the Layers tab in Acrobat. If the printer marks were exported as a layer, any printer marks you create using the Acrobat Add Printer Marks feature replace the InDesign printer marks.
  • Page 477 USING ACROBAT 9 PRO EXTENDED Print production tools You can switch between boxes without losing the margins you set for each. As you adjust individual boxes, the preview in the Crop Pages dialog box is redrawn to reflect the new settings. For example, if you expand the crop or media box, the page content “shrinks”...

  • Page 478: Transparency Flattening

    Flattening may be necessary when you print or when you save or export to other formats that don’t support transparency. To retain transparency without flattening when you create PDF files, save your file as Adobe PDF 1.4 (Acrobat 5.0) or later.

  • Page 479: Flattener Presets

    Print production tools Overlapping art is divided when flattened. For more information, search for transparency-related documents on the Adobe website at www.adobe.com. Flattener Preview dialog box overview Use the preview options in the Flattener Preview dialog box to highlight the areas and objects that are transparent, as well as those affected by transparency flattening.
  • Page 480 USING ACROBAT 9 PRO EXTENDED Print production tools Flattener Preview dialog box displays a preview of current PDF page using preview and flattener settings. Open the Flattener Preview dialog box ❖ Choose Advanced > Print Production > Flattener Preview, or select the Flattener Preview button on the Print Production toolbar.
  • Page 481 USING ACROBAT 9 PRO EXTENDED Print production tools Note: (Illustrator) If the flattening settings aren’t visible, select Show Options from the palette menu to display them. If the artwork contains overprinted objects that interact with transparent objects, in Illustrator, select an option from the Overprints menu.
  • Page 482 USING ACROBAT 9 PRO EXTENDED Print production tools Highlights objects and intersections of objects that will be rasterized because All Rasterized Regions (InDesign only) there is no other way of representing them in PostScript or because they are more complex than the threshold specified by the Rasters/Vectors slider.
  • Page 483 Once you create a custom flattener preset, you can edit it in PDF Optimizer. Flattener presets are stored in the same location as printer settings files: \Documents and Settings\[current user]\Application Data\Adobe\Acrobat\9.0\Preferences (Windows XP) Last updated 9/30/2011...
  • Page 484 Users/[current user]/Library/Preferences/Acrobat/9.0 (Mac OS) Note: Flattener presets created in Acrobat have a different file format from the presets created in other Adobe applications, so you cannot share them between applications. Choose Advanced > Print Production > Flattener Preview, or select the Flattener Preview button on the Print Production toolbar.

  • Page 485: Chapter 17: Preflight

    Chapter 17: Preflight To verify that your Adobe® PDF contains only the features, fonts, and formatting that you’ve specified, use the Preflight tool to inspect and, in certain cases, correct the document’s contents. Analyzing documents About preflight inspections The Preflight tool analyzes the contents of a PDF to determine its validity for print production and a variety of other conditions that you can specify.
  • Page 486 USING ACROBAT 9 PRO EXTENDED Preflight Preflight dialog box A. Views B. Preflight profiles, checks, or fixes C. Display Settings Alert (off by default) D. Groups E. Profile description Run a preflight inspection You can use or modify an existing profile, or create your own. Open the PDF and select Advanced >...
  • Page 487 USING ACROBAT 9 PRO EXTENDED Preflight For videos on preflight inspections, see these resources: • Preflighting for creative professionals: www.adobe.com/go/lrvid4084_a9 • Assigning objects to layers using Preflight: http://tv.adobe.com/#vi+f1588v1748 More Help topics “About preflight profiles” on page 489 “Convert PDFs to PDF/X, PDF/A, or PDF/E”...

  • Page 488: Viewing Preflight Results, Objects, And Resources

    USING ACROBAT 9 PRO EXTENDED Preflight A description of the intended printing condition of the job, including type of printing (for example, Output Condition offset commercial), paper type, and screen frequency. You can modify this description for output conditions you edit or create from scratch.
  • Page 489 USING ACROBAT 9 PRO EXTENDED Preflight Preflight dialog box with problem objects The icons at the top of the Preflight dialog box indicate that at least one issue of a particular severity has been found: the red error icon , the yellow warning icon , and the blue Info icon for information only (with no errors or warnings).
  • Page 490 USING ACROBAT 9 PRO EXTENDED Preflight Problem object on the PDF page More Help topics “Preflight preferences” on page 481 “Run a preflight inspection” on page 480 Use Snap View to view a problem object 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.
  • Page 491 USING ACROBAT 9 PRO EXTENDED Preflight View resources and general information The Overview section of the Preflight dialog box lists all types of properties and resources for the document. It lists the color spaces, fonts, patterns, halftone settings, graphic states, and images used in the document. It also lists general information about the analyzed document.

  • Page 492: Preflight Reports

    Note: You can overwrite an existing audit trail by embedding a new audit trail. For a video on embedding an audit trail, see www.adobe.com/go/lrvid4084_a9. Preflight reports Create a results report You can capture the results of a preflight inspection in various types of reports.
  • Page 493 USING ACROBAT 9 PRO EXTENDED Preflight layers of mismatches or found objects according to the criteria used in the profile itself. Another layer called Other Objects includes objects that have nothing to do with the profile used. Produces a structured report for workflow systems that can interpret and process the preflight results. For XML Report details, contact your print service provider.

  • Page 494: Advanced Inspections

    (Optional) Save the report. Advanced inspections Viewing preflight problems inside the PDF structure For detailed information on PDF structure, see the documents on the Adobe PDF Technology Center at www.adobe.com/go/learn_acr_pdftechnology_en (English only). If you have advanced knowledge of the PDF file format, examine the internal structure of the PDF and its fonts for technical reasons for a preflight mismatch.

  • Page 495: Preflight Profiles

    Adobe Acrobat includes several predefined preflight profiles, organized into groups, such as Digital Printing, PDF Analysis, Prepress, and PDF/A, PDF/E, or PDF/X Compliance. You can use the predefined profiles as is or modify them to create custom profiles.
  • Page 496 USING ACROBAT 9 PRO EXTENDED Preflight To help you determine what document properties the preflight profile analyzes, you can review information about each selected check in the Preflight Edit Profile dialog box. This information describes what criteria the check uses to analyze, and possibly fix, a document property.
  • Page 497 USING ACROBAT 9 PRO EXTENDED Preflight Preflight Edit Profile dialog box A. Profile B. Predefined set of checks C. More options D. Profiles groups Add and remove profiles You can create your own custom preflight profiles. Before you create a new profile from scratch, review existing profiles for ones that achieve results similar to those you want.
  • Page 498 USING ACROBAT 9 PRO EXTENDED Preflight Duplicate a profile In the Profiles panel of the Preflight dialog box, click the Select Profiles button Select an existing profile, and choose Options > Duplicate Preflight Profile. The duplicate profile is added to the same group as the original profile. Create a profile group In the Preflight Edit Profile dialog box, choose New Group from the Group menu.
  • Page 499 USING ACROBAT 9 PRO EXTENDED Preflight Lock, unlock, and password-protect 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 or password-protect preflight profiles when you first create them or any time you save the preflight profiles.
  • Page 500 USING ACROBAT 9 PRO EXTENDED Preflight Change any of the following settings: • Enter a new name for the profile, and describe it in the Purpose box. • To apply password protection to the profile, select Password Protected from the pop-up menu. When prompted, type and reenter the password, and click OK.

  • Page 501: Additional Checks

    USING ACROBAT 9 PRO EXTENDED Preflight A profile summary is a PDF file. Additional checks About additional checks and properties The Preflight tool includes a collection of additional checks (called rules in previous versions of Acrobat) that you can add to a profile. These checks are available from the Custom Checks section of each profile. You can modify these checks in a variety of ways, depending on the PDF property they describe.
  • Page 502 Checks for optional content, which sometimes affect the appearance of a page. Layers Includes page numbers and page sizes that represent the various document boxes supported by Adobe PDF 1.3 Pages and later technology (media box, bleed box, trim box, and art box). This group also includes plate names for PDF pages that belong to a preseparated PDF.
  • Page 503 USING ACROBAT 9 PRO EXTENDED Preflight Lists all the standard entries that can also be accessed by the Document Info dialog box in Acrobat, Document Info and information that has been standardized by the ISO 15930 standard (PDF/X). Includes information embedded within the document, such as its title, author, copyright, and Document Metadata keywords applied to it.
  • Page 504 USING ACROBAT 9 PRO EXTENDED Preflight Custom checks A. Search B. Description C. Alerts D. Create New Check And Include in Current Profile E. Duplicate Check And Assign To Current Profile F. Edit Check G. Remove Check From Profile H. Include In Profile I. New Check J. Duplicate Check K. Edit Check L. Delete Check Add checks to a profile Acrobat includes several predefined preflight profiles, which you can use as is or modify to create custom profiles.
  • Page 505 USING ACROBAT 9 PRO EXTENDED Preflight • To add a check to the profile, select the check in the right panel, click the left-facing arrow, and adjust the alert type, if needed, from the pop-up menu at the lower left of the dialog box. The alert type, which is Error by default, specifies what kind of alert the Preflight tool displays if it finds a mismatch.

  • Page 506: Correcting Problem Areas

    USING ACROBAT 9 PRO EXTENDED Preflight Duplicate a single check In the Profiles panel of the Preflight dialog box, click the Select Single Checks button Select an existing check, and choose Options > Duplicate Preflight Check. Set up favorite single checks In the Profiles panel of the Preflight dialog box, click the Select Single Checks button Expand the groups as desired.
  • Page 507 USING ACROBAT 9 PRO EXTENDED Preflight Expand the category with the profile you want, and then expand the profile. If necessary, unlock the profile so that you can modify it. Choose Unlock from the pop-up menu at the top. Select Fixups from the items under the profile. Fixups are available from the Fixups section of each profile.
  • Page 508 USING ACROBAT 9 PRO EXTENDED Preflight Select a fixup from the column on the right and click the left-facing arrow to move the fixup to the column on the left. You can add as many fixups as you want. Note: To remove a fixup from a profile, select the fixup from the list on the left and click the right-facing arrow. Edit Fixup dialog box overview The Edit Fixup dialog box lists the types of predefined fixups you can add to a profile, and the values associated with each fixup.
  • Page 509 USING ACROBAT 9 PRO EXTENDED Preflight Create a fixup for a profile In the Profiles panel of the Preflight dialog box, click the Select Profiles button Select a profile and click the Edit button next to the profile name. On the left side of the dialog box, under the profile, select Fixups. If necessary, choose Unlocked from the pop-up menu.

  • Page 510: Pdf/X-, Pdf/A-, And Pdf/E-Compliant Files

    Note: You can also create PDF/X-, PDF/A-, and PDF/E-compliant files using Acrobat Distiller. For a shortcut on creating PDF/X-, PDF/A-, and PDF/E-compliant files, see Donna Baker’s Preflight and Export Shortcuts. For a video on creating PDF/X-compliant PDFs using Preflight, see www.adobe.com/go/lrvid4083_a9. More Help topics “Adobe PDF settings” on page 102 Convert to PDF/X, PDF/A, or PDF/E using a profile In the Preflight dialog box, click Profiles.

  • Page 511: Automating Document Analysis

    USING ACROBAT 9 PRO EXTENDED Preflight To apply corrections during the conversion, select the Apply Corrections option. Click the question mark icon to see a list of the fixups that are applied. To save the profile, click Save As Profile. To convert the PDF based on the selected profile and settings, click Save As.
  • Page 512 USING ACROBAT 9 PRO EXTENDED Preflight More Help topics “Processing in batches” on page 355 “Create a results report” on page 486 Create and edit a droplet for running a preflight inspection When you inspect files using a droplet, you can separate successful files from problem files, and review results in an optional report.

  • Page 513: Output Intents

    PDF, but this is typically only possible for PDF/X-1a files, or PDF/X-3 files that do not contain color-managed color. You include output intents when you create PDF/X (or PDF/A) files, using the Standards panel of the Adobe PDF Settings dialog box. (You access Adobe PDF Settings differently, depending on the application you’re using.) You can also use third-party plug-ins to include output intents.
  • Page 514 USING ACROBAT 9 PRO EXTENDED Preflight Export an ICC profile from an output intent On the Output Intents tab of Preflight Preferences, select the output intent and click Export ICC Profile. Specify a name and location, and click Save. The ICC profile appears with the other ICC profiles in the Profiles folder. Delete an output intent On the Output Intents tab of Preflight Preferences, select the output intent and click Delete Confirm the deletion.

  • Page 515: Chapter 18: Job Definition Format

    JDF job definitions can be generated directly from Acrobat or based on a JDF template supplied by the print provider. These templates typically include Adobe PDF conversion settings, preflight profiles, and sometimes other commonly used job specifications. Because JDF job definitions are based on XML, they can start as high-level definitions describing only a rough outline of a printed piece and be modified later to add more concrete details.

  • Page 516: View Jdf Job Definitions

    USING ACROBAT 9 PRO EXTENDED Job Definition Format View JDF job definitions A JDF job definition in Acrobat contains references to the files to be printed as well as instructions and information for print service providers at the production site. Open the JDF Job Definitions dialog box ❖...

  • Page 517: Edit Jdf Job Definitions

    You can edit these job definitions using the Edit JDF Job Definitions dialog box. The Contacts Manager and Media Manager both open dialog boxes for specifying information you can apply to each component in the print job. More Help topics “Adobe PDF presets” on page 100 “Adobe PDF settings” on page 102 “Preflight...

  • Page 518: Specify Contact Information For A Print Job

    USING ACROBAT 9 PRO EXTENDED Job Definition Format Uses the criteria in the selected preflight profile to validate the Adobe PDF files in the print job. The Preflight Profile preflight profile is determined by the production site specified in the Submit To option.

  • Page 519: Define Media Specifications For A Print Job

    USING ACROBAT 9 PRO EXTENDED Job Definition Format Add a contact to a job definition In the JDF Job Definitions dialog box, select a job definition, and click Edit. Click the Customer Info tab. In the Contacts section, click Add. Choose a name from the Contact pop-up menu.

  • Page 520: Add And Remove Jdf Job Definitions

    USING ACROBAT 9 PRO EXTENDED Job Definition Format Update the media specifications, as needed: • Click Add to enter new information. • Select an item in the list, and click Edit to update the information. • Select an item in the list, and click Remove. Media options Use Media options to specify paper requirements.

  • Page 521: Converting Job Definition Files To Html

    At any time, you can prepare your JDF package (the JDF file and PDF file) for submission using submission site instructions. Any preflight profile or PDF conversion settings file embedded in the job definition is used in the submission process. More Help topics “Adobe PDF presets” on page 100 “Adobe PDF settings” on page 102 “Run a preflight...
  • Page 522 When the job definition is sent through the submission process, any referenced non-Adobe PDF Conversion Settings PDF files are converted to Adobe PDF. The conversion settings come from either the PDF Conversion Settings embedded in the job definition or the Default PDF Conversion Settings pop-up menu in the Submission Site dialog box.
  • Page 523 USING ACROBAT 9 PRO EXTENDED Job Definition Format If inconsistency errors are listed in the Submit dialog box, select them to see if you can correct them in the job definition. The Update JDF button becomes available if you can. (You can also click Next and Previous to move among the fixable errors.) To update the job definition, select an error and click Update JDF.

  • Page 524: Chapter 19: Keyboard Shortcuts

    Chapter 19: Keyboard shortcuts This section lists common shortcuts for moving around a document. Keyboard shortcuts Keys for selecting tools To enable single-key shortcuts, open the Preferences dialog box, and under General, select the Use Single-Key Accelerators To Access Tools option. Tool Windows/UNIX action Mac OS action...

  • Page 525: Text Box Tool

    USING ACROBAT 9 PRO EXTENDED Keyboard shortcuts Result Windows/UNIX Action Mac OS Action Current highlighting tool Cycle through highlighting tools: Shift+U (Windows only) Shift+U Highlighter, Underline Text, Cross Out Text Arrow tool Text Box tool Attach file as comment Cycle through attach tools: Attach File, Shift+J Shift+J Record Audio Comment...
  • Page 526 USING ACROBAT 9 PRO EXTENDED Keyboard shortcuts Keys for general navigating Result Windows/UNIX Action Mac OS Action Move focus to menus (Windows, UNIX); Control+F2 expand first menu item (UNIX) Move focus to toolbar in browser and Shift+F8 Shift+F8 application Move to next open document (when Ctrl+F6 Command+F6 focus is on document pane)
  • Page 527 USING ACROBAT 9 PRO EXTENDED Keyboard shortcuts Result Windows/UNIX Action Mac OS Action Move among the elements of the active navigation panel Move to previous or next navigation Up Arrow or Down Arrow Up Arrow or Down Arrow panel and make it active (when focus is on the panel button) Move to next navigation panel and make Ctrl+Tab...
  • Page 528 USING ACROBAT 9 PRO EXTENDED Keyboard shortcuts Keys for accessibility Result Windows Action Mac OS Action Quick Check tool Shift+Ctrl+6 Shift+Command+6 Change reading settings for the current Shift+Ctrl+5 Shift+Command+5 document Reflow a tagged PDF, and return to Ctrl+4 Command+4 unreflowed view Activate and deactivate Read Out Loud Shift+Ctrl+Y Shift+Command+Y...

  • Page 529: Index

    383 printing preferences 71 Certificate Security 3D toolbar 386, 387 setting properties 72 Acrobat. See Adobe Acrobat Adobe PDF settings. See Adobe PDF options Acrobat.com Adobe Photoshop about 148 absolute colorimetric intent 105 as image editor 336 preferences 150...

  • Page 530: Creating 171

    USING ACROBAT 9 PRO EXTENDED Last updated 9/30/2011 Index Advanced Search Options pane 363 Assign Profile command 427 batch sequences Allow Layer State to Be Set by User assistive technology, and AutoSave 139 adding interactive pauses 358 Information option 37 Attach File As Comment tool 175 creating 358 Allow PostScript File To Override Job...

  • Page 531: Customizing 429

    214 soft-proofing colors 420, 421 b-rep. See PRC b-rep export values 216 synchronizing color settings 415 Bridge. See Adobe Bridge chapter points in video 343 when printing 448 browsers. See web browsers characters, inserting 333 color management conversion options...

  • Page 532: Copying And Pasting

    PDF Optimizer 325 preserving structure 94 checking for 157 line art 104 wrapping lines 95 connecting lines 165 with Adobe Photoshop 111 Copy Link Location command 94 expanding in Comments list 176 compression options copying exporting 181 JPEG 142...

  • Page 533: Editing

    Creating PDF tutorial 7 links 315, 325 editing fields 206 creating PDFs markups 169, 172, 180 fields 264 Adobe PDF printer 70 objects and data 325 searching 360 from AutoCAD files 85 output intents 508 tutorial 19 by dragging and dropping 62...

  • Page 534: Downloads

    USING ACROBAT 9 PRO EXTENDED Last updated 9/30/2011 Index creating metadata 348 em dashes, inserting 333 Error alert 494 custom 348 email errors in PDF property groups 497 description panel 347 convert to PDF 79 errors, correcting in PDFs 500 embedded data objects 349 converting to PDF 60 Excel documents...

  • Page 535: Tabbing Order

    See also PDFs See also Asian text See also form fields adding to PDF Portfolios 119 Adobe PDF settings 104 about types of 186 attaching to documents 175 changing 331 accessibility 298 automatically inspecting 505 downloading Asian 57...

  • Page 536: Handwritten

    USING ACROBAT 9 PRO EXTENDED Last updated 9/30/2011 Index georegistration 407 handwritten signatures, creating the image compression appearance of 261 geospatial measurement tool 409 See also compressing, compression handwritten signatures¶ 264 options geospatial PDFs 406 hard returns, inserting 333 setting in Acrobat Distiller 104 creating 407 hardware tokens, signing and 252 image editor, selecting 336...

  • Page 537: Keepaway Traps 460

    168 joboptions file, default location 102 Layers command 437 inspecting PDFs 479 JPEG 2000 Layers property group 496 installing Adobe Digital Editions 56 creating PDFs 407 layouts, for PDF Portfolios 120 interactivity transparency layer 410 lighting, 3D models 390...

  • Page 538: Docking 29

    USING ACROBAT 9 PRO EXTENDED Last updated 9/30/2011 Index Link tool 313 markups. See marking up documents Microsoft Word linked files, color management material, add to 3D model 384 create PDF from mail merges 82 considerations 417 measurement MIME files 516 links distance 409 mobile devices, preparing PDFs for 283...

  • Page 539: Navigation 308

    USING ACROBAT 9 PRO EXTENDED Last updated 9/30/2011 Index network servers, review settings 154 opening overriding layer print settings 437 neutral density actions 319 Oversized Pages, PDF preset 100 adjusting 460 file attachments 34 Black Density and 459 in Full Screen view 23, 336, 338 measuring 460 web links 92, 93 page actions, open and close 319...

  • Page 540: Signatures 251

    PDF toolbar 74 preferences 64 navigating 33 PDF version capabilities 88, 103, 109 prevent changes 63 online collaboration 149 PDF, create from Adobe Presenter 96 PDF export presets opening 30 PDF/A about 100 preparing for JDF workflow 515 presets 100...

  • Page 541: Prepress

    476 pop-ups creating 499 presets, for 3D conversions 375, 379 buttons 213 editing 498 Press Quality, Adobe PDF settings 101 preference settings 165 viewing 497 Preview Document mode portfolios. See PDF Portfolios preflight fixups signing a document 266...

  • Page 542: Properties Toolbar 28

    PDFs 138 output 448 Proximity (searches) 364 rendering engine 400 PostScript 442 publish Adobe Presenter PDF 96 rendering intents 105, 432 Print Setup command (Windows) 434 rendering modes for 3D content 388 Print To File command (Windows) 436 rendering modes, for 3D 390 printer marks, space required for quality of images.

  • Page 543: Shared Review

    68 Select All command 46, 146 rich black, preventing 468 scanning documents 60 selecting Rich Content PDF, Adobe PDF settings 101 scanning optimization options 67 images 146 right-to-left language options 57 screen captures, converting to PDF 62, 63 objects 334 roaming ID, signing PDFs 252 screen magnifiers.
  • Page 544 166 text sliding traps 459 strikethrough, indicating deleted text 168 accessible, converting 144 Smallest File Size, Adobe PDF settings 101 stroke width, constant 48 adding 331, 332 smart cards, signing and 252 Structured PDF property group 497 Asian. See Asian text...
  • Page 545 26, 27 updates 4 about 454 Forms 192 updating choking 459 locking 28 Adobe application software 56 CMYK values and step limit 458 locking and unlocking 28 embedded index 366 compensating for dot gain 460 moving 27 URLs controlling ink density 468...

  • Page 546: Color Management Considerations

    95 zooming PDF conversion results 76 conversion settings 94 changing magnification 43 preflight results 482, 483 converted to Adobe PDF 321 default setting 37 tables and spreadsheets 47 converting images in 95 Dynamic Zoom tool 43 viewing path, retracing 33...

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