Using ADOBE ® ACROBAT ® X STANDARD
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iii Contents Chapter 1: What’s new What’s new (Acrobat 10.1) What’s new (Acrobat X) ............................................................................................. 1 ................................................................................................ 1 Chapter 2: Workspace Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
iv USING ACROBAT X STANDARD Contents Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Managing comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
v USING ACROBAT X STANDARD Contents Chapter 12: Searching and indexing Searching PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292 Creating PDF indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1 Chapter 1: What’s new What’s new (Acrobat 10.1) New browser, platform, and PDFMaker support (Windows) Browser support View PDFs in Microsoft Internet Explorer 9, Mozilla Firefox 4, and Google Chrome. Web page conversion Convert web pages to Adobe PDF from Firefox 4. 64-bit Office support Convert Microsoft Office 64-bit documents to Adobe PDF using the Acrobat PDFMaker feature. Protected View (Windows) View PDFs originating from potentially unsafe locations in a restricted environment, called a sandbox.
2 USING ACROBAT X STANDARD What’s new You can also access the desktop tools you use most by adding individual items to the customizable Quick Tools toolbar. (The Quick Tools toolbar replaces the floating toolbars in Acrobat 9.) See “Workspace basics” on page 4. Streamlined commenting process Access mark-up tools and view comments from a single, unified Annotations panel. A read or unread indicator shows which comments you have read and which you have not.
3 USING ACROBAT X STANDARD What’s new Acrobat 9 task menu Acrobat 9 Advanced menu Acrobat X menu bar Acrobat 9 menu commands and tools map to panels in the Acrobat X task panes. To add all the panels to the Tools pane, click the options menu under the Share pane and choose a deselected panel from the list. Excerpted from “Adobe Acrobat X Classroom in a Book,” published by Adobe Press. Copyright 2011. Here are a few additional command locations.
4 Chapter 2: Workspace As you get acquainted with your product, make setting up your work environment a priority. The more you learn about its potential, the better you can take advantage of its features, tools, and options. There’s much more to the application than you see at first glance. Various hidden tools, preferences, and options can enhance your experience and give you greater control over how your work area is arranged and displayed.
5 USING ACROBAT X STANDARD Workspace When you open a PDF inside a web browser, the toolbars, navigation pane, and task panes are not available. You can in the semi-transparent floating toolbar near the bottom of the display those items by clicking the Acrobat icon window. Note: Some, but not all, PDFs appear with a document message bar. PDF Portfolios appear with a specialized work area. For videos on the Acrobat interface, see the following resources: • Getting around the Acrobat X interface: www.adobe.
6 USING ACROBAT X STANDARD Workspace Menus and context menus Ordinarily, it’s a good idea to keep the Acrobat menus visible so that they are available as you work. It is possible to hide them, using the View > Show/Hide > Menu Bar command. However, the only way to display and use them again is by pressing F9 (Windows) or Shift+Command+M (Mac OS). Unlike the menus that appear at the top of your screen, context-sensitive menus display commands related to the active tool or selection.
7 USING ACROBAT X STANDARD Workspace • To remove a tool, select it in the right pane and click . • To change a tool’s position in the toolbar, select a tool in the right pane and click the Up or Down Arrow. • To add a vertical line to separate groups of tools in the toolbar, click . To quickly add a tool from the Tools or Comment pane, drag the tool’s grabber bar to the location you want on the Quick Tools toolbar. You can also right-click the tool and select Add to Quick Tools.
8 USING ACROBAT X STANDARD Workspace • To select the Zoom In tool temporarily, hold down Ctrl+spacebar. When you release the keys, Acrobat reverts to the previously active tool. Task panes Most commands are now organized into the Tools, Comment, and Share task panes on the right side of the application window. Most tools are now located in these task panes. Click Tools, Comment, or Share to display the respective task panels.
9 USING ACROBAT X STANDARD Workspace Some panels also contain other buttons that affect the items in the panel. Again, these vary among the different panels, and some panels have none. Navigation panels and options menu Document message bar The document message bar appears only in certain types of PDFs.
10 USING ACROBAT X STANDARD Workspace Document message bar for a certified PDF Portfolio More Help topics “Security warnings” on page 195 “Enhanced security” on page 191 “Filling in forms” on page 185 “Commenting” on page 129 Set preferences Many program settings are specified in the Preferences dialog box, including settings for display, tools, conversion, and performance. Once you set preferences, they remain in effect until you change them.
11 USING ACROBAT X STANDARD Workspace Restore the Acrobat preferences files (Mac OS) Restore the Acrobat preferences files to eliminate problems caused by a damaged preferences file. Note: Re-creating the Acrobat preferences files restores settings to their defaults. 1 Quit Acrobat. 2 Drag the following files from the Users/[Username]/Library/Preferences folder to the Desktop: • Acrobat WebCapture Cookies • com.adobe.Acrobat.Pro.plist or com.adobe.Acrobat.Pro_x86_9.0.
12 USING ACROBAT X STANDARD Workspace Open a PDF from the desktop or within another application ❖ Do one of the following: • To open a PDF attached to an email message, open the message and double-click the PDF icon. • To open a PDF linked to an open web page, click the PDF file link. The PDF usually opens in the web browser. • Double-click the PDF file icon in your file system. Note: In Mac OS, you may not be able to open a PDF created in Windows by double-clicking the icon.
13 USING ACROBAT X STANDARD Workspace Internet Settings [or Network Settings] Click to open the Internet or network connection dialog box or panel for your computer. For more information, consult your operating system Help, your Internet service provider, or your local network administrator. Viewing PDFs View PDFs in Read mode When you’re reading a document, you can hide all the toolbars and task panes to maximize the viewing area on your screen.
14 USING ACROBAT X STANDARD Workspace Read a document in Full Screen mode If the Full Screen navigation bar is not shown, you can use keyboard shortcuts to navigate through a PDF. Note: If you have two monitors installed, the Full Screen mode of a page sometimes appears on only one of the monitors. To page through the document, click the screen displaying the page in Full Screen mode. 1 Choose View > Full Screen Mode.
15 USING ACROBAT X STANDARD Workspace More Help topics “3D preferences” on page 313 “Multimedia preferences” on page 299 “Setting accessibility preferences” on page 246 Documents preferences Open Settings Restore Last View Settings When Reopening Documents Determines whether documents open automatically to the last viewed page within a work session.
16 USING ACROBAT X STANDARD Workspace Full Screen preferences Full Screen Setup Current Document Only Specifies whether or not the display is limited to a single PDF. Fill Screen With One Page At A Time Sets the page view to the maximum screen coverage by a single page. Alert When Document Requests Full Screen Displays a message before going into Full Screen mode. Selecting this option overrides a previous selection of Do Not Show This Message Again in that message.
17 USING ACROBAT X STANDARD Workspace Create Links From URLs Specifies whether links that weren’t created with Acrobat are automatically identified in the PDF document and become clickable links. Make Hand Tool Select Text & Images Enables the Hand tool to function as the Select tool when it hovers over text in an Adobe PDF. Make Hand Tool Read Articles Changes the appearance of the Hand tool pointer when over an article thread.
18 USING ACROBAT X STANDARD Workspace Page Display preferences Default Layout And Zoom Page Layout Sets the page layout used for scrolling when you first open a document. The default setting is Automatic. The Page Layout setting in File > Properties > Initial View overrides this value. Zoom Sets the magnification level for PDF documents when they are first opened. The default setting is Automatic. The Magnification setting in File > Properties > Initial View overrides this value.
19 USING ACROBAT X STANDARD Workspace Use Overprint Preview Specifies whether Overprint Preview mode is on only for PDF/X files, never on, always on, or set automatically. When set to Automatic, if a document contains overprints, then Overprint Preview mode is activated. The Overprint Preview mode lets you see (on-screen) the effects of ink aliasing in the printed output.
20 USING ACROBAT X STANDARD Workspace • In Acrobat or Reader, choose File > Open and specify the URL or complete UNC path of the PDF file. 2 A dialog box displays the file name and location. Click one of the following: • Check Out and Open • Open, to open the file without checking it out Note: If you are required to sign in to the SharePoint server, enter your user name and password when prompted.
21 USING ACROBAT X STANDARD Workspace Page Thumbnails panel The Page Thumbnails button on the left side of the work area opens the navigation pane to the Page Thumbnails panel, which displays thumbnail images of each page. Click a page thumbnail to open that page in the document pane. More Help topics “Retrace your viewing path” on page 23 “Adjust page magnification” on page 24 Page through a document There are many ways to turn pages in a PDF.
22 USING ACROBAT X STANDARD Workspace Jump to bookmarked pages Bookmarks provide a table of contents and usually represent the chapters and sections in a document. Bookmarks appear in the navigation pane. B A C Bookmarks panel A. Bookmarks button B. Click to display bookmark options menu. C. Expanded bookmark 1 Click the Bookmarks button, or choose View > Show/Hide > Navigation Panes > Bookmarks. 2 To jump to a topic, click the bookmark. Expand or collapse bookmark contents, as needed.
23 USING ACROBAT X STANDARD Workspace Retrace your viewing path You can find PDF pages that you viewed earlier by retracing your viewing path. It’s helpful to understand the difference between previous and next pages and previous and next views. In the case of pages, previous and next refer to the two adjacent pages, before and after the currently active page. In the case of views, previous and next refer to your viewing history.
24 USING ACROBAT X STANDARD Workspace Article threads In PDFs, articles are optional electronic threads that the PDF author may define within that PDF. Articles lead readers through the PDF content, jumping over pages or areas of the page that are not included in the article, in the same way that you might skim through a traditional newspaper or magazine, following one specific story and ignoring the rest.
25 USING ACROBAT X STANDARD Workspace A B C D E F G H I J All zoom tools A. Marquee Zoom tool B. Dynamic Zoom tool C. Zoom Out button D. Zoom In button E. Zoom Value menu button F. Actual Size button G. Fit Width button H. Zoom To Page Level button I. Pan & Zoom tool J. Loupe tool • The Marquee Zoom tool works in a few different ways. You can use it to drag a rectangle around a portion of the page that you want to fill the viewing area.
26 USING ACROBAT X STANDARD Workspace • Drag the Marquee Zoom tool to define the area of the page that you want to fill the document pane. (View > Zoom > Marquee Zoom) • Drag the Dynamic Zoom tool (also called Continuous Zoom) up to increase the magnification and down to decrease magnification. (View > Show/Hide > Toolbar Items > Select & Zoom > Dynamic Zoom) When the Marquee Zoom tool is selected, you can Ctrl-click or Ctrl-drag to zoom out.
27 USING ACROBAT X STANDARD Workspace 2 Locate the thumbnail for the page. Then position the pointer over the lower-right corner of the page-view box until the pointer changes into a double-headed arrow. 3 Drag the corner of the box to reduce or expand the view of the page. 4 As needed, move the pointer over the zoom box frame within the thumbnail until it changes into a Hand icon. Then drag the frame to see a different area of the page in the document pane.
28 USING ACROBAT X STANDARD Workspace If a document has more than two pages, you can ensure that the first page appears alone on the right side of the document pane. Select either Two Page View or Two Page Scrolling. Also select View > Page Display > Show Cover Page In Two Page View. Single Page View, Enable Scrolling, Two Page View, Two Page Scrolling layouts Set the page layout of an open PDF • To see only one page at a time, choose View > Page Display > Single Page View.
29 USING ACROBAT X STANDARD Workspace Use split-window view You can view a PDF with the document pane divided into two panes (Split command) or four panes (Spreadsheet Split command). With Split view, you can scroll, change the magnification level, or turn to a different page in the active pane without affecting the other pane. The Spreadsheet Split view is useful if you want to keep column headings and row labels visible while scrolling through a large spreadsheet or table.
30 USING ACROBAT X STANDARD Workspace Grids, guides, and measurements View grids Use grids to accurately line up text and objects in a document. When turned on, the grid is visible over the document. The Snap To Grid option aligns an object with the nearest grid line when you move the object. View or hide the grid ❖ Choose View > Show/Hide > Rulers & Grids > Grid. A check mark appears next to the command name when the grid is displayed.
31 USING ACROBAT X STANDARD Workspace Change guide colors 1 In the Preferences dialog box under Categories, select Units & Guides. 2 Click the Guide Color square and choose a new color from the Color pop-up menu. Measure the height, width, or area of objects Use the measuring tools to measure distances and areas of objects in PDF documents. The measuring tools are useful for showing the distances and areas associated with objects in a form or computer-aided design (CAD) drawing.
32 USING ACROBAT X STANDARD Workspace More Help topics “Change the look of your comments” on page 131 Measuring tool options Use the right-click menu to set measuring tool options. Change Scale Ratio Change the scaling ratio (such as 3:2) and unit of measurement on the drawing areas. Change Markup Label Add or change text that appears with the measurement. Disable/Enable Measurement Markup When enabled, the measurement lines you draw are added to the PDF.
33 USING ACROBAT X STANDARD Workspace View cursor coordinates The Cursor Coordinates show the coordinate position of the pointer within the document pane. The position numbering begins in the upper-left corner of the document. Cursor Coordinates also shows the width and height of a selected object as you resize it. View x and y coordinates 1 Choose View > Show/Hide > Cursor Coordinates. 2 Move the mouse pointer to view x and y coordinates.
34 USING ACROBAT X STANDARD Workspace When you install Digital Editions, your existing bookshelf items are automatically imported and available within the new Digital Editions bookshelf experience. You can also manually import individual PDFs into your Digital Editions bookshelf. Note: When you open an eBook for the first time, the Digital Editions software is automatically installed on your computer. For more information about Adobe Digital Editions and to download the software, see www.adobe.
35 USING ACROBAT X STANDARD Workspace Services and downloads Adobe Exchange Visit the Adobe Exchange at www.adobe.com/go/exchange to download samples as well as thousands of plug-ins and extensions from Adobe and third-party developers. The plug-ins and extensions can help you automate tasks, customize workflows, create specialized professional effects, and more. Adobe downloads Visit www.adobe.com/go/downloads to find free updates, tryouts, and other useful software. Adobe Labs Adobe Labs at www.adobe.
36 USING ACROBAT X STANDARD Workspace Hebrew, Arabic, Thai, and Vietnamese language PDFs Acrobat supports the entry and display of Thai and Vietnamese text. In Windows only, Arabic and Hebrew are also supported. By default, Right-To-Left Language Options is enabled under Arabic and Hebrew regional settings (in Windows). Enable right-to-left languages Enabling right-to-left language options displays the user interface elements for controlling paragraph direction, digit style, and ligature.
37 Chapter 3: Creating PDFs Adobe® PDF is the solution of choice for capturing robust information from any application on any computer system. You can create PDFs from document files, websites, scanned paper documents, and clipboard content. Overview of creating PDFs What’s the best way to create a PDF? You create a PDF by converting other documents and resources to Portable Document Format.
38 USING ACROBAT X STANDARD Creating PDFs Paper documents Requires a scanner and a hard copy of the document. Create menu Within Acrobat, by choosing PDF from Scanner. Or, for previously scanned paper documents, by choosing PDF from File. Microsoft Office documents PDFMaker (Windows only) Within the authoring application, in the Acrobat PDFMaker toolbar and on the Adobe PDF menu. For Microsoft Office 2007 or later applications, in the Acrobat ribbon.
39 USING ACROBAT X STANDARD Creating PDFs Balancing PDF file size and quality You can select various settings to ensure that your PDF has the best balance between file size, resolution, conformity to specific standards, and other factors. Which settings you select depends on your goals for the PDF that you are creating. For example, a PDF intended for high-quality commercial printing requires different settings than a PDF intended only for on-screen viewing and quick downloading over the Internet.
40 USING ACROBAT X STANDARD Creating PDFs Drag and drop to create PDFs This method is best reserved for small, simple files, such as small image files and plain text files, when the balance between file size and output quality is not important. You can use this technique with many other types of files, but you won’t have the opportunity to adjust any conversion settings during the process. 1 Select the icons of one or more files. 2 Drag the file icons onto the Acrobat application icon.
41 USING ACROBAT X STANDARD Creating PDFs This process can be useful for creating a one-page PDFs. For longer, more complex, or heavily formatted documents, it’s better to create the source document in an application that offers more layout and formatting options, such as Adobe InDesign or Microsoft Word. 1 In Adobe® Acrobat® X Standard, close any open documents. 2 Do one of the following: • (Windows) Choose Tools > Pages > More Insert Options > Insert Blank Page. • (Mac OS) Press Command+Shift+Q.
42 USING ACROBAT X STANDARD Creating PDFs • (Windows only) Right-click the PDF file icon and choose Properties. Click the PDF tab and look near the bottom of the panel for the Fast Web View setting (Yes or No). Verify the Fast Web View Preferences setting Follow this procedure to make sure that you have Acrobat set up to enable Fast Web View during the PDF creation process. 1 In the Preferences dialog box under Categories, select Documents.
43 USING ACROBAT X STANDARD Creating PDFs More Help topics “Choosing a security method” on page 198 “About Actions” on page 286 “Creating and distributing forms” on page 153 Scan a paper document to PDF using a Autodetect Color Mode (Windows) 1 Choose File > Create > PDF from Scanner > Autodetect Color Mode. 2 If prompted to scan more pages, select Scan More Pages, Scan Reverse Sides, or Scan Is Complete, and click OK.
44 USING ACROBAT X STANDARD Creating PDFs Note: You can scan both sides of pages even on scanners that do not themselves support two-sided scanning. When Both Sides is selected, a dialog box appears after the first sides are scanned. You can then reverse the original paper documents in the tray, and select the Scan Reverse Side (Put Reverse Of Sheets) option in that dialog box. This method produces a PDF with all pages in the proper sequence.
45 USING ACROBAT X STANDARD Creating PDFs Optimize Scanned PDF dialog box The Optimize Scanned PDF dialog box controls the image settings of how scanned images are filtered and compressed for the PDF. Default settings are suitable for a wide range of document pages, but you may want to customize settings for higher-quality images, smaller file sizes, or scanning issues.
46 USING ACROBAT X STANDARD Creating PDFs • To apply lossless compression to a scanned image, select one of these options under the Optimization Options in the Optimize Scanned PDF dialog box: CCITT Group 4 for monochrome images, or Lossless for color or grayscale images. If this image is appended to a PDF document, and the file is saved by Save, the scanned image remains uncompressed. If the PDF document is saved using Save As, the scanned image may be compressed.
47 USING ACROBAT X STANDARD Creating PDFs Recognize text in multiple documents 1 In Acrobat, choose Tools > Recognize Text > In Multiple Files. 2 In the Recognize Text dialog box, click Add Files, and choose Add Files, Add Folders, or Add Open Files. Then select the files or folder. 3 In the Output Options dialog box, specify a target folder for output files, and filename preferences. 4 In the Recognize Text - General Settings dialog box, specify the options, and then click OK.
48 USING ACROBAT X STANDARD Creating PDFs 2 Choose Adobe PDF from the printers menu. 3 Click the Properties (or Preferences) button to customize the Adobe PDF printer setting. (In some applications, you may need to click Setup in the Print dialog box to open the list of printers, and then click Properties or Preferences.) 4 In the Print dialog box, click OK.
49 USING ACROBAT X STANDARD Creating PDFs Adobe PDF Security To add security to the PDF, choose one of the following options, or click Edit to view or change the security settings: • Reconfirm Security For Each Job Opens the Adobe PDF - Security dialog box each time you create a PDF using the Adobe PDF printer. Specify settings in the dialog box.
50 USING ACROBAT X STANDARD Creating PDFs For best results, select a folder on the same system where Distiller is installed. Although remote or network folders are supported, they have limited user access and security issues. Delete a folder and reassign the Adobe PDF printer to the default port 1 Quit Distiller if it is running, and allow a few minutes for all queued jobs to Adobe PDF to complete. 2 Open the Printers window from the Start menu. 3 Right-click the Adobe PDF printer, and choose Properties.
51 USING ACROBAT X STANDARD Creating PDFs 2 Click the Page Setup button. 3 Select the new custom page size from the Paper Size menu. Creating PDFs with PDFMaker (Windows) About Acrobat PDFMaker PDFMaker is an Acrobat feature that operates within many business applications, such as Microsoft Office applications, AutoCAD, and Lotus Notes. When you install Acrobat, PDFMaker controls appear in the work area of the authoring application.
52 USING ACROBAT X STANDARD Creating PDFs • (Other Office 2007 applications) Click the Office button, and then click the [Application] Options button, where [Application] is the Office application name. For example, in Word, the button name is Word Options. • (Office 2010 applications) Click the File tab, and then click Option. 2 Click Add-Ins on the left side of the dialog box.
53 USING ACROBAT X STANDARD Creating PDFs 3 Specify the users that can open the PDF, and then click OK: • To specify only users that receive the PDF, select Restrict Access Only To People In This Message’s To:, Cc:, And Bcc: List. In this case, the PDF isn’t secured until you send the email message. • To specify only users that are specified by a security policy, select Restrict Access By Applying The Following Security Policy, and then select a security policy in the list.
54 USING ACROBAT X STANDARD Creating PDFs Convert Document Information Adds document information from the Properties dialog box of the source file. This setting overrides the printer preferences and settings in the Advanced panel of the Adobe PDF Settings dialog box. Note: The Advanced Settings button opens the Adobe PDF Settings dialog box, which contains many additional conversion options.
55 USING ACROBAT X STANDARD Creating PDFs 3 Do one of the following: • (Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options. • (Office 2007 or 2010) From the Acrobat ribbon, select one of the Create options. 4 In the Acrobat PDFMaker dialog box, select a Conversion Range, then click Convert To PDF. 5 In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF. 6 Optionally, click the Options button to change the conversion settings.
56 USING ACROBAT X STANDARD Creating PDFs 2 Do one of the following: • To convert and merge email messages into a PDF as sequential pages of one document, deselect Output Adobe PDF Portfolio When Creating A New PDF File. • To assemble converted email messages as components of a PDF Portfolio, select Output Adobe PDF Portfolio When Creating A New PDF File. Convert an open email message to PDF (Outlook) ❖ Choose Adobe PDF > Convert To Adobe PDF.
57 USING ACROBAT X STANDARD Creating PDFs Convert email folders to a new PDF PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select the folders at the beginning of the process because you can select them in a dialog box that appears automatically. 1 Do one of the following: • (Outlook) Choose Adobe PDF > Convert Selected Folders > Create New PDF. • (Lotus Notes) Choose Actions > Convert Selected Folder(s) To Adobe PDF.
58 USING ACROBAT X STANDARD Creating PDFs Note: For information on setting up files for the Word Mail Merge feature, see Microsoft Office Word Help. 1 In Microsoft Word, open the template that you have created as the basis of your mail merge, or create the file using the Word Mail Merge toolbar and Mail Merge wizard, as needed. Important: Do not complete the mail merge in Word. Instead, set up and preview the mail merge as usual, so that you can verify that the merge will work correctly.
59 USING ACROBAT X STANDARD Creating PDFs More Help topics “Adobe PDF conversion settings” on page 69 “Convert web pages to PDF in Internet Explorer and Firefox (Windows)” on page 62 “Convert Microsoft Word, PowerPoint, and Excel files to PDF” on page 54 Settings tab options available from within most applications The following settings appear on the Settings tab available from within most PDFMaker-enabled applications. Attach Source File Includes the document being converted as an attachment to the PDF.
60 USING ACROBAT X STANDARD Creating PDFs Email-specific options on the Settings tab The following options appear when you open the PDFMaker settings from within Microsoft Outlook or Lotus Notes. Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7 ADBE-3) to include all the latest features and functionality. If you’re creating PDFs that are distributed widely, choose an earlier level to ensure that all users can view and print the document.
61 USING ACROBAT X STANDARD Creating PDFs 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. Convert Word Headings To Bookmarks Selects all the headings in the Elements list for conversion to PDF bookmarks.
62 USING ACROBAT X STANDARD Creating PDFs Note: To convert Chinese, Japanese, and Korean (CJK) language web pages to PDF on a Roman (Western) system in Windows, you must have installed the CJK language support files while installing Acrobat. Also, it is preferable to select an appropriate encoding from the HTML conversion settings. Convert web pages to PDF in Internet Explorer and Firefox (Windows) Acrobat installs an Adobe PDF toolbar in Internet Explorer (version 7.0 or later) and Firefox (version 3.
63 USING ACROBAT X STANDARD Creating PDFs 2 Right-click on the selected content and choose one of the following: • To create a new PDF, choose Convert To Adobe PDF. 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. Convert selected areas in a web page to PDF (Internet Explorer only) You can use the Select option to select specific areas on a web page to convert.
64 USING ACROBAT X STANDARD Creating PDFs Stay On Same Server Downloads only web pages stored on the same server. 5 Click Settings, change the selected options in the Web Page Conversion Settings dialog box as needed, and click OK. 6 Click Create. Note: You can view PDF pages while they are downloading; however, you cannot modify a page until the download process is complete.
65 USING ACROBAT X STANDARD Creating PDFs Change web page conversion options The settings for converting web pages to PDF apply to the conversion process. The settings changes do not affect existing PDFs. 1 Do one of the following: • From Internet Explorer or Firefox, in the Adobe PDF toolbar, choose Convert > Preferences. • From Acrobat, choose File > Create > PDF from Web Page, and then click Settings. 2 On the General tab, select options under Conversion Settings and PDF Settings, as needed.
66 USING ACROBAT X STANDARD Creating PDFs • When Page Doesn’t Specify Encoding Uses the selection shown in the Default Encoding option only if the HTML source file does not specify a type of encoding. Language Specific Font Settings Use these settings to change the language script, body text typeface, and base typeface size. Default Colors Sets the default colors for text, page backgrounds, and web links. Click the color button to open a palette and select the color.
67 USING ACROBAT X STANDARD Creating PDFs A B C D E F Acrobat Distiller main window (Windows) A. Menus B. Adobe PDF settings files C. Files in job queue D. Failed job E. Context menu F. Status window To start Acrobat Distiller, choose Adobe Acrobat Distiller X from the Start menu. Manage the conversion queue Distiller lets you queue PostScript files that you create in authoring applications and then monitor them throughout the PDF conversion process.
68 USING ACROBAT X STANDARD Creating PDFs • To delete files from the queue, click Cancel Job. Cancel Jobs deletes all files from the queue that are not yet successfully completed. Or (Windows only), select and right-click individual files in the job queue and choose Cancel Job(s) to delete only those files. • (Windows only) To open the folder where the selected files are, right-click the job queue and choose Explore.
69 USING ACROBAT X STANDARD Creating PDFs • Use color and custom page sizes that are available with the Acrobat Distiller PPD file. Other PPD files may cause inappropriate colors, fonts, or page sizes in the PDF. • Send PostScript files as 8-bit binary data when using FTP to transfer the files between computers, especially if the platforms are different. This action prevents converting line feeds to carriage returns or vice versa.
70 USING ACROBAT X STANDARD Creating PDFs PDF/A-1b: 2005 (CMYK and RGB) Used for long-term preservation (archival) of electronic documents. PDF/A-1b uses PDF 1.4 and converts all colors to either CMYK or RGB, depending on which standard you choose. These PDFs can be opened in Acrobat and Reader versions 5.0 and later. Press Quality Creates PDF files for high-quality print production (for example, for digital printing or for color separations to an imagesetter or platesetter).
71 USING ACROBAT X STANDARD Creating PDFs Note: If the PDF is intended for high-end printing, ask your service provider for their custom .joboptions file with the recommended output resolution and other settings. This way, the PDF you give them will have characteristics optimized for your print workflow.
72 USING ACROBAT X STANDARD Creating PDFs Adobe PDF settings The Adobe PDF Settings dialog box in Acrobat Distiller contains panels of options that you can select to customize your PDF output. More Help topics “Find PostScript font names” on page 82 General panel options Use this panel to select a version of Acrobat for file compatibility and other file and device settings. Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.
73 USING ACROBAT X STANDARD Creating PDFs The resolution setting for color and grayscale images should be 1.5 to 2 times the line screen ruling at which the file will be printed. The resolution for monochrome images should be the same as the output device, but be aware that saving a monochrome image at a resolution higher than 1500 dpi increases the file size without noticeably improving image quality. Images that will be magnified, such as maps, may require higher resolutions.
74 USING ACROBAT X STANDARD Creating PDFs Embed OpenType Fonts Embeds all OpenType fonts used in the file, and maintains OpenType font information for advanced line layout. This option is available only if either Acrobat 7.0 (PDF 1.6) or Acrobat 8 (PDF 1.7) is selected from the Compatibility menu in the General panel. Subset Embedded Fonts When Percent Of Characters Used Is Less Than Specifies a threshold percentage if you want to embed only a subset of the fonts.
75 USING ACROBAT X STANDARD Creating PDFs • Convert All Colors To sRGB (or Convert Everything To CalRGB) Calibrates color, making it device-independent. Converts CMYK and RGB images to sRGB in PDFs compatible with Acrobat 4.0 (PDF 1.3) or later. Converts CMYK and RGB images to calibrated RGB (CalRGB) in Acrobat 3.0 (PDF 1.2) compatible PDFs. Recommended for PDFs that will be used on-screen or with low-resolution printers.
76 USING ACROBAT X STANDARD Creating PDFs • Apply Applies the transfer function, changing the colors in the file but doesn’t keep it. This method is useful for creating color effects in a file. Preserve Halftone Information Retains any halftone information in files. Halftone information is intended for use with a particular output device.
77 USING ACROBAT X STANDARD Creating PDFs Sample Prologue.ps and Epilogue.ps files are located in (Windows) /Documents and Settings/All Users/Application Data/Adobe/Adobe PDF/Distiller/Data, (Vista) /Users/All Users/Adobe/Adobe PDF/Distiller/Data, or (Mac OS)/Library/Application Support/Adobe/Adobe PDF/Distiller/Data. In Windows Explorer, the Application Data folder is typically hidden; to make it visible, choose Tools > Folder Options, click the View tab, and select Show Hidden Files And Folders.
78 USING ACROBAT X STANDARD Creating PDFs PDF compatibility levels When you create PDFs, you need to decide which PDF version to use. You can change the PDF version by switching to a different preset or choosing a compatibility option when you save as PDF or edit a PDF preset. Generally speaking, unless there’s a specific need for backward compatibility, you should use the most recent version (in this case version 1.7). The latest version will include all the newest features and functionality.
79 USING ACROBAT X STANDARD Creating PDFs • In Acrobat Distiller, choose Settings > Add Adobe PDF Settings, browse to the copied .joboptions file, select it, and click Open. The settings file appears as the selected option in the Default Settings menu. Compressing and downsampling images When converting PostScript files to PDF, you can compress vector objects (such as text and line art) and compress and downsample images.
80 USING ACROBAT X STANDARD Creating PDFs A B Sales Plan Kahili Mountain Coffee C D Suitable compression methods for different art types A. ZIP B. JPEG C. CCITT D. Run Length You can choose from the following compression methods: ZIP Works well on images with large areas of single colors or repeating patterns, and for black-and-white images that contain repeating patterns.
81 USING ACROBAT X STANDARD Creating PDFs Fonts Font embedding and substitution A font can be embedded only if it contains a setting by the font vendor that permits it to be embedded. Embedding prevents font substitution when readers view or print the file, and ensures that readers see the text in its original font. Embedding increases file size only slightly, unless the document uses CID fonts. a font format commonly used for Asian languages.
82 USING ACROBAT X STANDARD Creating PDFs • /Users/[user name]/Library/Fonts • /Library/Fonts • /System/Library/Fonts The Acrobat installation includes width-only versions of many common Chinese, Japanese, and Korean fonts, therefore Distiller can then access these fonts in Acrobat. Make sure that the fonts are available on your computer. (In Windows, choose Complete when you install Acrobat, or choose Custom and select the Asian Language Support option under the View Adobe PDF category.
83 Chapter 4: PDF Portfolios and combined PDFs PDF Portfolios About PDF Portfolios A PDF Portfolio contains multiple files assembled into an integrated PDF unit. The files in a PDF Portfolio can be in a wide range of file types created in different applications. For example, a PDF Portfolio can include text documents, e-mail messages, spreadsheets, CAD drawings, and PowerPoint presentations. The original files retain their individual identities but are assembled into one PDF Portfolio file.
84 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs • Articles, tutorials, and tips about PDF Portfolios: acrobatusers.com • How to customize your PDF Portfolio: www.adobe.com/go/lrvid_022_acrx_en. • PDF Portfolio gallery: www.acrobatusers.com/gallery/pdf_portfolio_gallery • Filtering form response files: www.acrobatusers.com/tutorials/2008/06/a9video_understanding_form_tracker • Filtering Outlook messages: www.acrobatusers.
85 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs • Cards represent each component file in the PDF Portfolio. Click the Show Info View icon on the card to view information about the file on the back of the card. • The mini-navigator is the row of cards across the bottom of the PDF Portfolio window in Click-Through, Linear, and Wave layouts. By default, the cards are displayed alphabetically. • The Share pane includes options for sharing the PDF Portfolio with others.
86 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs A B C D Viewing a PDF Portfolio in different Preview modes A. Mini-navigator preview B. Card preview C. Full preview D. Platform preview Mini-navigator preview The row of cards across the bottom of the PDF Portfolio window. By default, the cards or show the mini-navigator, click the double arrow below the (component files) appear alphabetically. To hide card. In Preview mode, the mini-navigator appears in Click-Through layout only.
87 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs portfolios, form response files, and secured PDFs, choose View > Portfolio > Preview File. To close Platform preview, click the close button in the upper-left corner or press Esc. Switch between Preview mode and Edit mode Right-click in the PDF Portfolio window and choose Preview Portfolio or Edit Portfolio. Additional resources For videos on customizing a PDF Portfolio, see the following resources: • How to Customize a PDF Portfolio: www.
88 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Note: The component file opens in a separate window. If you’re viewing the PDF Portfolio in a browser, the file opens in the standalone Acrobat product, outside the browser. 2 If a confirmation dialog box appears, select Open This File or Always Allow Opening Files Of This Type—if you trust the format—and click OK. 3 Edit the file as needed, and then save the file.
89 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Other options for combining files Create merged PDFs In a merged PDF, converted documents flow into a single PDF as sequential pages. 1 Choose File > Create > Combine Files Into A Single PDF. If a PDF is currently open, it appears in the list of included files. 2 From the Add Files menu, choose any of the following: • To add individual files, choose Add Files, then select the files.
90 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Note: If any of the source files are already PDFs, the Smaller File Size option applies the Reduce File Size feature to those files. The Reduce File Size feature is not applied if either the Default File Size or Larger File Size option is selected. Default File Size Creates PDFs suitable for reliable viewing and printing of business documents. Larger File Size Applies the High Quality Print conversion preset.
91 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Adding unifying page elements Add and edit headers and footers A header and footer present consistent information in the page margins throughout a PDF. For example, the information could be a date, automatic page numbering, the title of the overall document, or name of the author. You can add headers and footers to one or more PDFs, including component PDFs in a PDF Portfolio. You can vary the headers and footers within a PDF.
92 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs 4 In the Output Options dialog box, specify your folder and filename preferences and click OK. Add headers and footers to component PDFs in a PDF Portfolio 1 Select one or more component PDFs in a PDF Portfolio. 2 Follow the steps in the procedure for adding headers and footers with an open document. Update the headers and footers Updating applies to the most recently added header and footer set. 1 Open a single PDF.
93 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Before and after adding a background Add, replace, or edit a background, with an open document 1 Choose Tools > Pages > Background > Add Background. Note: If a message appears, telling you that the current document already has a background, click Replace Background. If you apply the new background to a limited range of pages, the old background remains unchanged on pages outside that range.
94 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs 2 In the dialog box, click Add Files, choose Add Files, and then select the files. You can also add files or folders by dragging them into the dialog box. 3 Click OK to close the Add Background dialog box. 4 Follow steps 2 through 4 in the procedure for adding, replacing, or editing a background with an open document. When you have finished setting up your background, click OK.
95 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Before and after adding a watermark Add or replace a watermark, with an open document 1 Choose Tools > Pages > Watermark > Add Watermark. 2 (Optional) To apply the watermark selectively to individual pages, click Page Range Options. Then specify a page range and choose a Subset option, as needed. 3 Specify the watermark: • To reuse a watermark and watermark options that you saved in an earlier session, select it from the Saved Settings menu.
96 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs 6 (Optional) Click Appearance Options and specify the following options: • To specify when the watermark appears, select or deselect Show When Printing and Show When Displaying On Screen. • To control variations in a PDF with pages of varying sizes, select or deselect Keep Position And Size Of Watermark Text Constant When Printing On Different Page Sizes. 7 (Optional) To apply the same settings to additional PDFs, click Apply To Multiple.
97 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Cropping does not reduce file size because information is merely hidden, not discarded. Crop empty areas around page content 1 Choose Tools > Pages > Crop. 2 Under Margin Controls, select Remove White Margins. Crop one or more pages 1 Choose Tools > Pages > Crop. 2 Adjust values for the Margin Controls. 3 As needed, specify Page Range settings. Crop a page with the Crop tool 1 Choose Tools > Pages > Crop.
98 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Rearranging pages in a PDF Rotate a page You can rotate all or selected pages in a document. Rotation is based on 90° increments. 1 Open the Rotate Pages dialog box using one of the following methods: • Choose Tools > Pages > Rotate. • From the options menu in the Page Thumbnails panel of the navigation pane, choose Rotate Pages.
99 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Split one or more PDFs, with an open document 1 Open the PDF and choose Tools > Pages > Split Document. 2 In the Split Document dialog box, specify the criteria for dividing the document: Number Of Pages Specify the maximum number of pages for each document in the split. File Size Specify the maximum file size for each document in the split.
100 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Delete or replace a page You can replace an entire PDF page with another PDF page. Only the text and images on the original page are replaced. Any interactive elements associated with the original page, such as links and bookmarks, are not affected. Likewise, bookmarks and links that may have been previously associated with the replacement page do not carry over.
101 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs 4 Under Original, enter the pages to be replaced in the original document. 5 Under Replacement, enter the first page of the replacement page range. The last page is calculated based on the number of pages to be replaced in the original document. Replace pages using a page thumbnail 1 Open the PDF that contains the pages you want to replace, and then open the PDF that contains the replacement pages.
102 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs 3 Select one of the following, and then click OK: Begin New Section Starts a new numbering sequence. Choose a style from the pop-up menu, and enter a starting page number for the section. Specify a prefix, if desired. Extend Numbering Used In Preceding Section To Selected Pages Continues the numbering sequence from previous pages without interruption.
103 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.
104 USING ACROBAT X STANDARD 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.
105 USING ACROBAT X STANDARD Saving and exporting PDFs Note: Reducing the file size of a digitally signed document removes the signature. 1 Open a single PDF, or select one or more PDFs in a PDF Portfolio. 2 Choose File > Save As > Reduced Size PDF. 3 Select the version compatibility that you need. If you’re certain that all your users use Acrobat X or Adobe Reader X, limiting compatibility to the latest version can further reduce file size. Note: If you select Acrobat 4.
106 USING ACROBAT X STANDARD Saving and exporting PDFs More Help topics “Convert PDFs to Word, RTF, spreadsheets or other formats” on page 109 “Export images to another format” on page 110 “Export selections to another format” on page 110 Image conversion settings JPEG and JPEG 2000 options If your PDF contains a collection of images, you can export them individually as JPEG, PNG, or TIFF files by choosing Tools > Document Processing > Export All Images.
107 USING ACROBAT X STANDARD Saving and exporting PDFs Filter Lets you select a filtering algorithm. • None Compresses the image without a filter. Recommended for indexed-color and bitmap-mode images. • Sub Optimizes the compression of images with even horizontal patterns or blends. • Up Optimizes the compression of images with even vertical patterns. • Average Optimizes the compression of low-level noise by averaging the color values of adjacent pixels.
108 USING ACROBAT X STANDARD Saving and exporting PDFs Set Language Specifies the language setting for OCR. PostScript or Encapsulated PostScript (EPS) options You can export a PDF to PostScript® for use in printing and prepress applications. The PostScript file includes full DSC (Document Structuring Conventions) comments and other advanced information preserved by Adobe Acrobat Distiller®. You can also create an EPS file from any PDF for placement or opening in other applications.
109 USING ACROBAT X STANDARD Saving and exporting PDFs Note: Tags are applied only as part of the conversion process and are discarded after the conversion. This is not a method for creating tagged PDFs from legacy files. Generate Images Controls how images are converted. Converted image files are referenced from within XML and HTML documents. Use Sub-Folder Specifies the folder in which to store generated images. The default is Images.
110 USING ACROBAT X STANDARD Saving and exporting PDFs Export images to another format In addition to saving every page (all text, images, and vector objects on a page) to an image format using the File > Save As command, you can export each image in a PDF to an image format. Note: You can export raster images, but not vector objects. 1 Choose Tools > Document Processing > Export All Images. 2 In the Export All Images As dialog box, choose a file format for the images.
111 USING ACROBAT X STANDARD Saving and exporting PDFs Select text by dragging from an insertion point to an end point (left) or by dragging diagonally over text (right). More Help topics “Opening secured documents” on page 198 Select a column of text 1 Using the Select tool , move the pointer toward a column of text. When the pointer changes to a vertical bar with a box superimposed, the Select tool is in column select mode.
112 USING ACROBAT X STANDARD Saving and exporting PDFs Convert selected content to other formats You convert selected content other formats by copying and pasting the content to a file. For example, you can select content and save it as a Word document, Excel spreadsheet, comma separated values. 1 For scanned documents, choose Tools > Recognize Text > In This File. This command converts the scanned images to text. The quality of your original scan affects how well you can copy and paste the text.
113 USING ACROBAT X STANDARD Saving and exporting PDFs 2 Do one of the following: • Click anywhere in the page to capture the entire content displayed on the screen. • Drag a rectangle around the text or images, or a combination of both. • Drag a rectangle within an image to copy just a portion of the image. Colors in the selected area are inverted momentarily to highlight the selection. The selection is copied automatically to the clipboard when you release the mouse button.
114 Chapter 6: Collaboration You can conduct reviews for many types of content by distributing an Adobe® PDF version of the source document for others to review. Reviewers add their comments to the PDF using commenting and markup tools. In shared reviews, reviewers can publish their comments in a shared workspace, and they can view and reply to the comments of other reviewers. If you have an Acrobat.com account, you can upload and share most document types. You can create an Acrobat.
115 USING ACROBAT X STANDARD Collaboration Share files by email You can share many file types, not just PDF files. 1 To open the Share task pane, do one of the following: • Choose File > Attach to Email. • Click the Share task pane button. 2 In the Share task pane, choose Attach To Email. 3 If a document is open, Acrobat adds it by default. Else, click Add File, and select a file. 4 Click Attach. Acrobat creates an email using your default email application.
116 USING ACROBAT X STANDARD Collaboration 3 While participating in a Collaborate Live session, do any of the following as needed: • Type chat messages in the box at the bottom of the pane. Click the color box to choose a different color for your chat text. • To share your pages so that the same page view appears for all participants, click the Start Page Sharing button. During page sharing, the button changes to Stop Page Sharing, and you can stop sharing at any time.
117 USING ACROBAT X STANDARD Collaboration Preparing for a PDF review About managed PDF reviews In a managed review, you use a wizard to set up your review, specify the document location, and invite participants. You don’t have to import comments, enable commenting for Reader users, or manually track reviewer responses. Note: You must have Acrobat Pro installed to enable commenting for Reader users in managed reviews. You cannot enable commenting for Reader users using Acrobat Standard.
118 USING ACROBAT X STANDARD Collaboration Note: You must have Acrobat 9 or later installed to initiate shared reviews on Acrobat.com. Participants in shared reviews on Acrobat.com must have Acrobat 9 or Reader 9 or later. For shared reviews that are not on Acrobat.com, reviewers must have Acrobat 8 or later or Reader 8 or later installed to view other reviewer comments. Reviewers using earlier versions of Acrobat must send comments in email.
119 USING ACROBAT X STANDARD Collaboration For an alternate workflow where initiators host documents on Acrobat.com, but recipients use email attachments, read Patti Sokol’s article Acrobat.com for comment/review and forms distribution. Internal server You can use your own internal server location if your recipients work behind a firewall and all have access to a common server. The server can be a network folder, a Microsoft SharePoint workspace (Windows only), or a web server folder.
120 USING ACROBAT X STANDARD Collaboration If all recipients are within a local area network, network folders and SharePoint servers are the best choices for a comment server. Network folders are generally the cheapest and most reliable. To initiate a review on a SharePoint server, the initiator must use Windows. However, participants can use either Windows or Mac OS.
121 USING ACROBAT X STANDARD Collaboration More Help topics “Save the PDF with comments” on page 126 “Online Services preferences” on page 116 Start an email-based review When you start an email-based review, you send out a tracked copy of the PDF, enabling you to easily merge comments that you receive. (Form fields in a PDF aren’t fillable during the review.) After initiating a shared review, you can also start an email-based review with the same PDF.
122 USING ACROBAT X STANDARD Collaboration Participating in a PDF review Review a PDF When you receive an email invitation to a PDF review, the invitation typically includes the PDF as an attachment or provides a URL to the PDF. Alternatively, some invitations include a Forms Data Format (FDF) attachment. When opened, an FDF file configures your review settings and opens the PDF in Acrobat. PDFs in a review have special features, including commenting tools and a document message bar with instructions.
123 USING ACROBAT X STANDARD Collaboration When you send comments, a PDF containing your comments is sent as an email attachment to the review initiator. When you publish comments, your comments are saved to the comment server. Options in the document message bar The options in the document message bar depend on how the initiator set up the review and whether you can access the comment server. For information about the different types of reviews, see “About managed PDF reviews” on page 117.
124 USING ACROBAT X STANDARD Collaboration Send comments in email If you review a PDF offline or outside a firewall, or if you lose your connection to the comment server, you can send your comments in an email message. 1 Choose File > Attach To Email. 2 In the Share pane, choose Attach to Email, and click Attach. 3 In the new email that opens, enter the address for the initiator, and click Send.
125 USING ACROBAT X STANDARD Collaboration Acrobat removes deleted comments from the online PDF the next time it synchronizes comments. If you delete comments that you sent in an earlier email message, they aren’t deleted in the initiator’s document. 4 Click Publish Comments in the document message bar. Only new or edited comments are published or sent.
126 USING ACROBAT X STANDARD Collaboration The left side of the Tracker shows all PDF documents in managed reviews. The information pane on the right lists the date and time the PDF was sent and the list of invited reviewers. Links to shared PDFs provide additional information, including the deadline (if set) and the number of comments submitted per reviewer. Deleting a link in the Tracker deletes the PDF and all comments from the server, and permanently ends the review.
127 USING ACROBAT X STANDARD Collaboration If you want to create a copy of a shared PDF to distribute to others, use the Save As command. The resulting file includes all comments that were published up to that point. It can be moved, copied, or renamed without affecting its connection to the review or to the comment server. ❖ To save a copy of a review PDF with all the comments, open the file, and then do one of the following: • For a shared review, choose File > Save As Archive Copy.
128 USING ACROBAT X STANDARD Collaboration Send a message Sometimes during a review, you want to contact other reviewers or send them a reminder of their approaching deadline. 1 In the Tracker, select the PDF and click Email All Reviewers. 2 In the email message, change the To and Subject boxes or the body of the email message as needed, and then click Send.
129 USING ACROBAT X STANDARD Collaboration Commenting Annotations and drawing markup tools overview Note: In Reader, complete commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You use annotation and drawing markup tools (Comment pane) to add comments. Comments are notes and drawings that communicate ideas or provide feedback for PDFs. You can type a text message using the Sticky Note tool.
130 USING ACROBAT X STANDARD Collaboration A B C D Types of comments in a PDF A. Stamp B. Text edit C. Comment rollover (tool tip) D. Sticky note Additional resources For videos and tutorials on commenting, see these resources: • The Basics of Commenting: www.adobe.com/go/lrvid_013_acrx_en • The Document Review Process: www.peachpit.com/articles/article.
131 USING ACROBAT X STANDARD Collaboration Note: A reviewer can place comments anywhere within the document frame. As a result, sometimes you need to scroll or zoom out to see comments that are located off the page. In the Preferences dialog box under Categories, select Commenting. Font, Font Size In Windows, you can determine the font and the size of text in pop-up notes. In Mac OS, you can select only Large, Medium, or Small settings for the font. This setting applies to all new and existing comments.
132 USING ACROBAT X STANDARD Collaboration A B Properties A. With note icon selected B. With pop-up text selected Change a comment’s look and set it as the default 1 After you create a comment, choose Properties from the Options menu of the pop-up note. 2 In the Properties dialog box, do any of the following, and then click Close: • Click the Appearance tab to change such options as the color and type of icon used. The type of comment selected determines which options are available.
133 USING ACROBAT X STANDARD Collaboration The most common type of comment is the sticky note. A sticky note has a note icon that appears on the page and a pop-up note for your text message. You can add a sticky note anywhere on the page or in the document area. A B C D E Use the Sticky Note tool to add a text message in a pop-up note. A. Annotations panel B. Sticky Note tool C. Options menu D. Time stamp E.
134 USING ACROBAT X STANDARD Collaboration Acrobat offers two basic methods to add text edit annotations: pre-select and post-select. Pre-select Use the Select tool to mark the text and then click on a text edit tool. You can also right-click (Windows) or Control-click (Mac OS) on the selected text to open a menu of text editing options. Post-select Click the text edit tool and then select the text.
135 USING ACROBAT X STANDARD Collaboration • To indicate that a new paragraph should be added, press Enter, and then close the pop-up note without adding text. appears. The paragraph insertion caret • To indicate that a space should be added, press the spacebar, and then close the pop-up note without adding text. The space insertion caret appears. You can also indicate text edits by using the Select tool a text edit annotation.
136 USING ACROBAT X STANDARD Collaboration A B C D Stamp tool categories A. Dynamic stamp B. Sign Here stamp C. Standard business stamp D. Custom stamp For a tutorial on creating dynamic stamps, see Dynamic Stamp Secrets at www.acrobatusers.com/tutorials/2007/02/dynamic_stamp_secrets. Open the Stamps palette ❖ Choose Comment >Annotations > Stamps > Show Stamps Palette. Apply a stamp 1 Select a stamp by doing one of the following: • Click the Stamp tool. The most recently used stamp is selected.
137 USING ACROBAT X STANDARD Collaboration Create a custom stamp You can create custom stamps from a number of different formats, including (but not limited to) PDF, JPEG, bitmap, Adobe® Illustrator® (AI), Adobe® Photoshop® (PSD), and Autodesk AutoCAD (DWT, DWG) files. In Reader, create Custom stamp allows only PDF format. Note: To add an image to a PDF one time only, simply paste the image into the document.
138 USING ACROBAT X STANDARD Collaboration 2 Draw in the PDF: • To create a cloud or polygon shape, click to create the start point, move the pointer, and click to create each segment. To finish drawing the shape, click the start point, or right-click and choose Complete from the menu. Double-click to end a polygon line. • To draw a line, arrow, or rectangle, either drag across the area where you want the markup to appear, or click twice: once to create the start point and once to create the end point.
139 USING ACROBAT X STANDARD Collaboration Another way to add a text box is simply to paste copied text into the PDF. Text font and size are based on the system default settings. Note: You can add comments to Japanese, Chinese, and Korean text with the Text Box tool, but you must have the Asianlanguage resource files installed. Text boxes allow for horizontal text only. You can use the Callout tool to create a callout text box.
140 USING ACROBAT X STANDARD Collaboration You can also paste a block of text by selecting and copying the text in any application, selecting the Hand tool in Acrobat, and choosing Edit > Paste. Add a callout 1 Choose Comment >Drawing Markups > Callout tool . 2 Click once to set the location of the end point, and click again to set the location of the text box. 3 Choose View > Show/Hide > Toolbar Items > Properties Bar, and select the color, alignment, and font attributes for the text.
141 USING ACROBAT X STANDARD Collaboration Add comments in a file attachment Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Use the Attach File tool to embed a file at a selected location in a PDF, so that the reader can open it for viewing. By adding attachments as a comment, you can reference longer documents that can’t easily be pasted into a pop-up note or text box.
142 USING ACROBAT X STANDARD Collaboration Managing comments View comments The Comments list displays all the comments in a PDF, and it provides a toolbar with common options, such as sorting, filtering, and other Options to work with comments. The Comment task pane contains the Comments list. Open the Comments list 1 Choose Comment > Comments List. 2 Using the Options menu at the top of the Comments list, do any of the following: • Expand or collapse the comments.
143 USING ACROBAT X STANDARD Collaboration Filter comments You can hide or show comments based on type, reviewer (author), status, or checked state. Filtering affects the appearance of comments in both the document window and the Comments list. When you print or summarize comments, you can specify whether hidden comments are printed or summarized. When you hide a note comment that has been replied to, all other replies in the thread are hidden as well.
144 USING ACROBAT X STANDARD Collaboration Reply in the pop-up note 1 Open the pop-up note for the comment. 2 Choose Reply from the Options menu. 3 Type your reply in the box that appears. Reply in the Comments list 1 Select a comment in the Comments list. 2 Choose Reply from the Options menu. 3 Type your reply in the box that appears. Delete a reply If you delete a comment that’s been replied to, only the comment is deleted. Any replies remain in the PDF, and the thread is maintained.
145 USING ACROBAT X STANDARD Collaboration A B C D Page layout options for comment summaries A. Document and comments with connector lines on single page B. Document and comments with connector lines on separate pages C. Comments only D. Document and comments with sequence numbers By default, Acrobat prints PDFs with any stamps that were applied. For the greatest control over how comments are > Print With Comments Summary from the Comment list.
146 USING ACROBAT X STANDARD Collaboration Delete comments You cannot delete other reviewers’ comments in a shared review, nor can you delete locked comments. To delete all of the comments in a PDF, choose Tools > Protection > Remove Hidden Information. Then remove comments using the dialog box. This feature is not available in Reader. More Help topics “Find and remove hidden content” on page 220 Delete a comment ❖ Do one of the following: • Select the comment and press Delete.
147 USING ACROBAT X STANDARD Collaboration 2 Choose All Files (*.*) from the menu. If you know the file format of the comments you want to import, choose it. 3 Double-click the name of the document with the comments. The comment positioning matches that of the file from which they were imported. If comments appear out of place, the source and recipient PDF documents are likely different.
148 USING ACROBAT X STANDARD Collaboration 2 Read the instructions, and click OK. 3 In the Import Comments From Adobe Acrobat dialog box, select the PDF and Word files, select from the following options, and click Continue: Take comments from this PDF file Browse to the PDF file that contains the comments. Place comments in this Word file Browse to the Word document o which you want to import comments. All Comments Imports all comments.
149 USING ACROBAT X STANDARD Collaboration You can select any of the digital identity stamps in the Stamps palette to approve the document. A digital identity stamp contains identity information that you provide, such as name, title, organization, and email address. You can use an identity stamp in place of a signature. When you apply a stamp, it becomes part of the document page content.
150 USING ACROBAT X STANDARD Collaboration 3 In the Reject And Send Notification dialog box, type the email address for the initiator in the To box. If the Notify Initiator Of Approval Status Via Email option is selected, a separate email message is sent to the approval initiator. Click Send. 4 Click Send in the email message that appears. Add or change identity information for a digital stamp 1 From the Stamp menu in the Annotations panel, choose Show Stamps Palette.
151 Chapter 7: Forms You can fill in forms using either Adobe® Acrobat® X Standard or the free Adobe Reader®. You can create static or interactive forms in Acrobat or Adobe LiveCycle® Designer ES2 (included with Acrobat Pro for Microsoft® Windows®). Interactive forms streamline the process of filling in and collecting data.
152 USING ACROBAT X STANDARD Forms Use Designer ES2 when you want to extend basic form capabilities in Acrobat. For example, a Designer ES2 form can include Image Object fields so that you can easily add graphics to a form. Consider using Designer ES for these tasks: • Create forms from scratch or from the predesigned layouts in the build-in templates that you edit and customize. • Create dynamic forms. • Add graphics, such as photographs. • Add barcode collections.
153 USING ACROBAT X STANDARD Forms Highlight Color Show Border Hover Color For Fields Displays a black outline around a form field when you place the pointer over it. Fields Highlight Color Opens a color picker for selecting the color of highlighted form fields. The highlight appears when the Highlight Existing Fields button on the document message bar is clicked. Required Fields Highlight Color Opens a color picker for selecting the border color of form fields that must be filled in.
154 USING ACROBAT X STANDARD Forms also specifies if a form is certified or has signature fields and allows users to highlight fields. If the form doesn’t have a submit button, a Submit Form button is added to the document message bar to allow the users to submit the form. Note: If form recipients are using older versions of Acrobat or Reader, the document message bar may not be visible or may contain different information.
155 USING ACROBAT X STANDARD Forms Create forms using Acrobat You can convert an existing electronic document (for example, a Word, Excel, or PDF document) or scan a paper document to a PDF form, and then add interactive form fields to the form. Note: When you convert a document to an Acrobat form, Acrobat detects the form fields in the document. You need to examine the document carefully to verify that Acrobat detected the correct fields.
156 USING ACROBAT X STANDARD Forms • Click Launch to open a web browser to access the FormsCentral service. 5 Enter your Adobe ID and password, or sign up for a free account. Adobe FormsCentral starts, and you can begin creating a form from scratch or from a template. For detailed instructions, click the Help menu in the upper-right corner of the window and choose FormsCentral Help. Additional resources For videos about Adobe FormsCentral, see these resources: • Create a form using FormsCentral: www.
157 USING ACROBAT X STANDARD Forms 500 people or less. The Acrobat customer can send an unlimited number of copies of the extended document to those 500 recipients and collect unlimited responses from the filled-in form. Both limitations apply per entity/company, and multiple users in an entity cannot abuse this feature. Obtaining additional licenses to use Acrobat does not increase the above restrictions.
158 USING ACROBAT X STANDARD Forms Create a new form field 1 After you convert your document to a PDF form, open the Forms task pane if it is not already open. 2 Do one of the following: • Click Tasks > Add New Field, and then select a tool. • Choose a form field from the Quick Access toolbar. • Right-click the page and select a tool. Your cursor becomes a crosshair, and displays a preview of the field. 3 On the page, click where you want to add the field to create a field with the default size.
159 USING ACROBAT X STANDARD Forms Create a copy of a form field ❖ Select the form field, and do one of the following: • To copy the form field to the center of the current view, choose Edit > Copy, and then choose Edit > Paste. • To copy the form field and move it to another location on the page, Ctrl-drag it. To constrain the vertical or horizontal movement as you drag, press and hold Shift.
160 USING ACROBAT X STANDARD Forms • To select individual form fields in different parts of the PDF page, Ctrl-click each form field. • To select all form fields in an area of the page, use the Select Object tool to drag a selection marquee around the area. • To deselect an individual form field, Ctrl-click that field. The field that is highlighted in dark blue and displays the border handles is the anchor. When you select multiple form fields by clicking, the last field selected is the anchor.
161 USING ACROBAT X STANDARD Forms Note: Fields are placed in the center of the page only the first time they’re pasted. Additional pasted fields are offset from the previously pasted field. Align and center multiple form fields 1 Select two or more form fields that you want to align. 2 Right-click the field to which you want to align the other fields. Choose Align, Distribute Or Center, and then choose a command as follows: • To align a column of fields, choose Align Left, Right, or Vertical.
162 USING ACROBAT X STANDARD Forms • The form author enables the form for Reader users (if the author wants to allow Reader users to save their own filled-in copy of the form or if it contains certain barcode fields). • The form author distributes the form to other users. • Users fill in the form on their computers and submit it electronically or print a copy and deliver the copy to the form distributor.
163 USING ACROBAT X STANDARD Forms 2 Select Tools > Forms > Edit. 3 Click the Barcode tool in the quick access bar, or choose Forms > Tasks > Add new Field > Barcode. 4 Drag a rectangle to define the barcode area, and then double-click the barcode field to open the Properties dialog box. 5 In the Value tab, do one of the following: • Select Encode Using, and then select a format (XML or Tab Delimited). Click the Pick button and select the fields that you want to be encoded in the barcode field.
164 USING ACROBAT X STANDARD Forms Adjust data content to fit in a barcode field 1 To edit the barcode properties so that it can accommodate more data, double-click the barcode field, and do any of the following: • In the Options tab, click the Custom button and enter lower values for Error Correction Level and Y/X Ratio. • In the Options tab, select Compress Data Before Encoding To Barcode, but only if you are using an Adobe software decoder (available separately).
165 USING ACROBAT X STANDARD Forms Order Tabs By Column Tabs from the upper-left field, moving first from top to bottom and then across from left to right, one column at a time. Order Tabs Manually Allows you to drag and drop a field where you want it within the Fields panel. You can only move one field at a time. You can’t move a field to a different page, a radio button to another group, or a field to a radio button. Order Tabs Unspecified Specifies that no tab order is specified.
166 USING ACROBAT X STANDARD Forms • Deselect the option if you want to receive anonymous submissions, or you don't care about that level of tracking. You can also have the responses sent to someone else; see Patti Sokol’s Return Acrobat form to...not the sender. Note: If you don’t know the email addresses of your recipients, enter your own email address. The system sends you a link to the form, which you can email to recipients as desired. • How to send a PDF form: www.adobe.com/go/lrvid_018_acrx_en.
167 USING ACROBAT X STANDARD Forms The property is changed as soon as you select another property or press Enter. 3 Click Close to close the Properties dialog box. If you select form fields that have different property values, some options in the Properties dialog box are not available. Otherwise, changes to the available options are applied to all selected form fields. To avoid accidental changes to the form field, select Locked in the lower-left corner of the Properties dialog box before you close it.
168 USING ACROBAT X STANDARD Forms Options tab for form field properties The options available on this tab change according to the type of form field selected. The Options tab appears for all form field types except digital signatures. Barcode The Options tab for barcode field properties contains the following: Symbology Includes the PDF417, QR Code, and Data Matrix barcode types.
169 USING ACROBAT X STANDARD Forms Dropdown and list box For either dropdown boxes or list boxes, you use the Options tab to create a list of items from which the user selects. Although most of the properties on this tab are common to both these types of form fields, a few are exclusive to one type or the other. Item Accepts the text that you type for options that you want to appear in the menu for the field. Add Moves the current entry in Item to the Item List.
170 USING ACROBAT X STANDARD Forms Multi-line Allows more than a single-line entry in the text field. Scroll Long Text Compensates for text that extends beyond the boundaries of the text field. Allow Rich Text Formatting Allows users to apply styling information to the text, such as bold or italic. This might be useful in certain text fields where such styling information is important to the meaning of the text, such as an essay.
171 USING ACROBAT X STANDARD Forms Calculate tab for form field properties The Calculate tab appears in the Properties dialog boxes for only text fields and dropdown boxes. Use these options to perform mathematical operations on existing form field entries and display the result. Value Is Not Calculated Select this if you want the user to type. Value Is The Select this to make further options available: • Pop-up menu Lists the mathematical functions to apply to the selected fields.
172 USING ACROBAT X STANDARD Forms More Help topics “Adding JavaScript to forms” on page 157 Format tab for form field properties The Format tab appears in the Properties dialog box for only text form fields or dropdown form fields. The options that are available depend on your selection in the Select Format Category pop-up menu. The Example of Current Format field displays a live preview of the settings. None No additional options are available.
173 USING ACROBAT X STANDARD Forms Arbitrary Mask Changes the format category to Custom and makes another text field available, in which you can type a custom format. Use this option to specify which types of characters the user can enter in any given position, and how the data displays in the field. • A Accepts only letters (A–Z, a-z). • X Accepts spaces and most printable characters, including all characters available on a standard keyboard and ANSI characters in the ranges of 32–126 and 128–255.
174 USING ACROBAT X STANDARD Forms Validation tab for form field properties The Validation tab appears only in the Text Field Properties and Dropdown box Properties dialog boxes. Validation properties restrict entries to specified ranges, values, or characters, ensuring that users enter the appropriate data for a specified form field. Field Value Is Not Validated Turns off validation.
175 USING ACROBAT X STANDARD Forms More Help topics “Create, test, and edit barcode fields” on page 162 “About barcodes” on page 161 Create a new barcode parameters set 1 In the Barcode Field Properties dialog box, click the Options tab, and then click Manage Barcode Parameters. 2 Select the existing parameter set that you want to use as the basis of the new set, and click New. 3 Type a name in the Name box and a description in the Description box.
176 USING ACROBAT X STANDARD Forms Setting action buttons About buttons Buttons are most commonly associated with forms, but you can add them to any document. Buttons can open a file, play a sound or movie clip, submit data to a web server, and much more. When deciding on how to initiate an action, remember that buttons offer the following capabilities that links and bookmarks do not: • A button can activate a single action or a series of actions.
177 USING ACROBAT X STANDARD Forms 2 In the Options tab, choose an option in the Layout menu for the button label, icon image, or both. Do one or both of the following: • Type text in the Label box to identify the button as a submit button. • Click Choose Icon and either type the path to an image file or click Browse and locate the image file you want to use. 3 In the Actions tab, choose Submit A Form on the Select Action menu, and then click Add.
178 USING ACROBAT X STANDARD Forms Kahili Kahili Kahili Kahili A B C D Kahili Kahili E F G Button layouts A. Label only B. Icon only C. Icon top, label bottom D. Label top, icon bottom E. Icon left, label right F. Label left, icon right G. Label over icon You can make button icons from any file format that Acrobat can display, including PDF, JPEG, GIF, and other image formats.
179 USING ACROBAT X STANDARD Forms Rollover Determines what the button looks like when the pointer is held over the button. Outline Highlights the button border. Invert Reverses the dark and light shades of the button. Scale and position buttons 1 Make sure you are in edit mode by selecting Tools > Forms > Edit, and then click the Select Object tool . 2 Double-click an existing button to open the Button Properties dialog box.
180 USING ACROBAT X STANDARD Forms 4 Choose Push from the Behavior menu, and then choose Rollover from the State list. 5 Click Choose Icon, and then click Browse. Select the file type from the File Of Type, navigate to the location of the image file, and then double-click the file. In this example, you would select a map of Paris. Click OK to accept the previewed image as the button. 6 Click the Appearance tab. If needed, deselect Border Color and Fill Color, and then click Close.
181 USING ACROBAT X STANDARD Forms Submit Form Selections options FDF Exports as an FDF file. You can select one or more of the available options: user-entered data, comments, and incremental changes to the PDF file. The Incremental Changes To The PDF option is useful for exporting a digital signature in a way a server can easily read and reconstruct.
182 USING ACROBAT X STANDARD Forms Add an Import Data button Use the Import Form Data action to enable users to fill out common form fields, such as name and email address, with data imported from another form. Users can also use the Import Data button to populate common form fields with their personal profile information. Only form fields that match are updated. The fields that do not match are ignored.
183 USING ACROBAT X STANDARD Forms Collect data from Acrobat.com If you are using Acrobat.com to automatically download and organize form data, the response file periodically checks on Acrobat.com and downloads data for new submitted forms. To manually check for responses on Acrobat.com 1 Open the response file. 2 Click Update to check for new responses. The response file can connect to Acrobat.com even it is moved to a different computer.
184 USING ACROBAT X STANDARD Forms 3 In the Select Folder To Save File dialog box, specify a name, location, and file format (CSV or XML) for the form data, and click Save. Manage form data files You can move the answers on a PDF form to and from other file formats that preserve all the data in much less space than a full PDF. Import form data In some workflow scenarios, individuals submit filled-in forms as data-only files rather than as complete PDF files.
185 USING ACROBAT X STANDARD Forms 6 In the Export Progress dialog box, click either View File Now to open the spreadsheet file or Close Dialog to return to Acrobat. Note: When returned forms are in a response file, the most efficient way to export the information into a spreadsheet is to use the Export Data button in the left navigation panel for the PDF Portfolio response file. About Forms Tracker Use Tracker to manage the forms that you have distributed or received.
186 USING ACROBAT X STANDARD Forms Flat fillable forms (three variations) Flat form in browser (no Typewriter tool) A D Interactive fillable form B F E C Fillable forms visually differ from flat forms A. Typewriter tool lets you type in flat forms. Here, the tool is available in purple message bar. B. Typewriter tool available in Tools menu. C. Typewriter tool available from floating toolbar. D. Save form, then open in Acrobat and choose Typewriter tool in Tools menu. E.
187 USING ACROBAT X STANDARD Forms 3 Click a blank form field and type. 4 (Optional) Use the tools in the Typewriter toolbar to change the size or position of the typed text. For more information about the Typewriter tool and toolbar, see “Add text using Add Or Edit Text Box (Typewriter tool)” on page 275. 5 When finished, print a copy of the completed form. Fill in flat forms in a browser A common way to view a PDF form is in a web browser, for example, when you click a link on a website.
188 USING ACROBAT X STANDARD Forms Options for moving among form fields Key Result Tab or Shift+Tab Accepts typing and moves to next field Up/Left Arrow Selects previous radio button in a group Down/Right Arrow Selects next radio button Esc Reject and deselect form field.
189 USING ACROBAT X STANDARD Forms • To remove some of the entries, select the entries and click Remove. (Shift-click to select multiple adjacent entries; Ctrl-click to select multiple nonadjacent entries.) Save forms • To save the completed form, choose File > Save As and rename the file. • To remove extended Reader features, choose File > Save A Copy. • To allow Reader users to save the data they typed, choose File > Save As > Reader Extended PDF > Enable Additional Features.
190 USING ACROBAT X STANDARD Forms More Help topics “Forms preferences” on page 152 “Add text using Add Or Edit Text Box (Typewriter tool)” on page 275 “Create forms using Acrobat” on page 155 “Enable Reader users to save form data” on page 156 “Export file data” on page 184 Last updated 10/11/2011
191 Chapter 8: Security Application security Application (software) security involves customizing Acrobat and Reader security features to protect against vulnerabilities, malicious attacks, and other risks. Advanced users can customize the application via the user interface. Enterprise administrators can also configure the registry. Enhanced security PDFs have evolved from static pages to complex documents with features such as interactive forms, multimedia content, scripting, and other capabilities.
192 USING ACROBAT X STANDARD Security Specify privileged locations for trusted content Enhanced security provides a way to specify locations for trusted content. These privileged locations can be single files, folders, or host domains (root URLs). Content that resides in a privileged location is trusted. For example, enhanced security normally blocks PDFs from loading data from unknown websites.
193 USING ACROBAT X STANDARD Security Enable or disable Protected View Unlike Protected Mode in Reader, Protected View in Acrobat is off by default. 1 Choose Edit > Preferences. 2 From the categories on the left, select Security (Enhanced). 3 Select the Enable Enhanced Security option. 4 Choose one of the following options: Off Disables Protected View, if you have enabled it. Protected View is off by default.
194 USING ACROBAT X STANDARD Security 4 Choose from the following options: • To allow access to all URLs, select Allow PDF Files To Access All Web Sites. • To restrict access to all URLs, select Block PDF Files’ Access To All Web Sites. • To restrict access to only the URLs you specify, select Custom Setting. • To add a website, type its URL in the Host Name text box and click Allow or Block. • To remove a URL you no longer want to visit, select the website in the list and click Delete.
195 USING ACROBAT X STANDARD Security 2 From the Categories on the left, select Trust Manager. 3 In the PDF Attachments panel, click Restore. The Restore button is available only if you changed the attachment defaults. Allow attachments to start applications The Trust Manager lets you control whether non-PDF attachments can start their associated applications. 1 In the Preferences dialog box, select Trust Manager from the Categories on the left.
196 USING ACROBAT X STANDARD Security Security warnings What does the warning mean? The warning is asking whether you trust the people who sent you the PDF or the site in which the PDF is displayed. The warning appears because the PDF content can potentially harm your computer. For example, the warning is displayed for PDFs that can transfer or run programs and macros. It does not necessarily mean that the PDF is harmful.
197 USING ACROBAT X STANDARD Security When are security warnings displayed? Security warnings can be displayed in the following situations: Blacklisted JavaScript JavaScript is a computer language in widespread use. JavaScript code can be vulnerable to attacks, and JavaScript can be used to open websites. Adobe regularly updates the blacklist with known JavaScript vulnerabilities. If a PDF tries to access blacklisted JavaScript, you see a message in the yellow document bar, at the top.
198 USING ACROBAT X STANDARD Security Opening secured documents Acrobat and Reader warn you any time you try to open a URL (website) or a file attachment that uses a disallowed file type. URLs and disallowed file types are potentially dangerous because they can transfer or run programs, macros, or viruses that can damage your computer. Examples of disallowed file types include .exe and .zip files. Documents can be secured in several ways.
199 USING ACROBAT X STANDARD Security • You want an organization-wide security solution for PDFs. You can devise a solution specifically for a company handling sensitive data. Some organizations use Adobe LiveCycle Rights Management ES to apply a policy to documents. The policy contains the list of recipients and their individual set of permissions. Individuals can use a policy to apply the same security settings to numerous documents.
200 USING ACROBAT X STANDARD Security • Security Matters blog: blogs.adobe.com/security More Help topics “Removing sensitive content” on page 219 “Setting up security policies” on page 209 Choosing security methods within FIPS mode (Windows) Acrobat and Reader provide a FIPS mode to restrict data protection to Federal Information Processing Standard (FIPS). FIPS mode uses FIPS 140-2 approved algorithms using the RSA BSAFE Crypto-C Micro Edition (ME) 3.0.0.1 cryptographic module.
201 USING ACROBAT X STANDARD Security Important: If you forget a password, you cannot recover it from the PDF. Consider keeping a backup copy of the PDF that isn’t password-protected. 1 Do one of the following: • In a single PDF or component PDF in a PDF Portfolio, open the PDF and choose Tools > Protection > Encrypt > Encrypt with Password. (You can also choose File > Properties and select the Security tab.
202 USING ACROBAT X STANDARD Security Security options You can set the following options when you create a PDF or when you apply password protection to a PDF. Options vary depending on the Compatibility setting. Security options are not available for PDF/X standards or presets. The names of the settings may vary in different applications. Compatibility Sets the type of encryption for opening a password-protected document. If you choose Acrobat 3.0 And Later (PDF 1.
203 USING ACROBAT X STANDARD Security • Filling In Form Fields And Signing Existing Signature Fields Lets users fill in forms and add digital signatures. This option doesn’t allow them to add comments or create form fields. This option is only available for high (128-bit RC4 or AES) encryption. • Commenting, Filling In Form Fields, And Signing Existing Signature Fields Lets users add comments and digital signatures, and fill in forms.
204 USING ACROBAT X STANDARD Security Encrypt a PDF or PDF Portfolio with a certificate Note: For PDF Portfolios, Action Wizard applies security to the component PDFs but not to the PDF Portfolio itself. To secure the entire PDF Portfolio, apply security to the portfolio’s cover sheet. 1 For a single PDF or a component PDF in a PDF Portfolio, open the PDF. For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet.
205 USING ACROBAT X STANDARD Security 5 Do any of the following: • To check a trusted identity, select the recipient, and then click Details. • To remove recipients, select one or more recipients, and then click Remove. Do not remove your own certificate unless you do not want access to the file using that certificate. • To change permissions of recipients, select one or more recipients, and then click Permissions. 6 Click Next, and then click Finish.
206 USING ACROBAT X STANDARD Security Note: If you don’t see the Sign & Certify or Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Click Request Contact. 3 Type your name, e-mail address, and contact information. 4 To allow other users to add your certificate to their list of trusted identities, select Include My Certificates. 5 Select either Email Request or Save Request As A File. Then click Next. 6 Select the digital ID file to use, and then click Select.
207 USING ACROBAT X STANDARD Security 2 Click the Windows Integration tab, and select Enable Searching The Windows Certificate Store For Certificates Other Than Yours. Select the desired options, and click OK twice. Trusting certificates from the Windows certificate store is not recommended. Import certificates using the Windows Certificate Wizard (Windows only) If you use the Windows certificate store to organize your certificates, you can import certificates using a wizard in Windows Explorer.
208 USING ACROBAT X STANDARD Security Verify your own certificate 1 Do one of the following: • In Acrobat, choose Tools > Protection > More Protection > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Select your digital ID, and then click Certificate Details .
209 USING ACROBAT X STANDARD Security 3 Click the New button . 4 Type a name in the Name box and the URL in the Server Name box. Add the port number, and click Connect To This Server. 5 Type the user name and password for your account, and click OK. View Adobe LiveCycle Rights Management ES policies 1 Choose Tools > Protection > More Protection Rights Management > Manage Account. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8.
210 USING ACROBAT X STANDARD Security A B C Security policies A. Policies are stored on server. B. Policies are applied to a PDF. C. Users can open, edit, and print a document only if permitted by policy. Setting up server-based security policies involves four main stages: Configure the Adobe LiveCycle Rights Management ES The system administrator of your company or group usually configures Adobe LiveCycle Rights Management ES, manages accounts, and sets up organizational policies.
211 USING ACROBAT X STANDARD Security 4 Type a name and description for the policy, do one of the following, and then click Next: • To specify passwords and restrictions whenever you apply this policy to a document, clear the Save Passwords With The Policy option. • To save passwords and restriction settings with the policy, select Save Passwords With The Policy. 5 Specify a compatibility setting and password options.
212 USING ACROBAT X STANDARD Security Embed file attachments in security envelopes for secure transit. 1 Choose Tools > Protection > More Protection > Create Security Envelopes. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Click Add File To Send, select the documents you want to attach, and then click Open. Click Next. 3 Select an envelope template, and click Next. 4 Select a delivery method, and click Next.
213 USING ACROBAT X STANDARD Security 8 Specify the document components you want to encrypt, and whether you want a watermark. 9 When you’re done, click Save at the top of the page. Apply security policies to PDFs You can apply either an organization policy or a user policy to a PDF. To apply a server policy to a document, connect to Adobe LiveCycle Rights Management ES. Adobe LiveCycle Rights Management security policies must be stored on a server, but PDFs to which the policies are applied need not.
214 USING ACROBAT X STANDARD Security 2 Select Tools > Protection > Encrypt > Remove. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. Export security settings 1 Choose Tools > Protection > More Protection > Export Security Settings. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Choose which groups of settings you want to share and click OK.
215 USING ACROBAT X STANDARD Security Digital IDs About digital IDs Digital IDs include a private key that you safeguard and a public key (certificate) that you share. What is a digital ID? A digital ID is like an electronic driver’s license or passport that proves your identity. A digital ID usually contains your name and email address, the name of the organization that issued it, a serial number, and an expiration date. Digital IDs are used for certificate security and digital signatures.
216 USING ACROBAT X STANDARD Security Create a self-signed digital ID Sensitive transactions between businesses generally require an ID from a certificate authority rather than a self-signed one. 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Sign & Certify or Protection panel, see the instructions for adding panels at “Task panes” on page 8.
217 USING ACROBAT X STANDARD Security A Roaming Digital ID Stored On A Server Select this option to use a digital ID that’s stored on a signing server. When prompted, type the server name and URL where the roaming ID is located. A Device Connected To This Computer Select this option if you have a security token or hardware token connected to your computer. 5 Click Next, and follow the onscreen instructions to register your digital ID.
218 USING ACROBAT X STANDARD Security 6 Type the password, and click OK. Be sure to back up your password in a secure place. If you lose your password, either create a new self-signed digital ID and delete the old one, or purchase one from a third-party provider. Delete your digital ID When you delete a digital ID in Acrobat, you delete the actual PKCS #12 file that contains both the private key and the certificate.
219 USING ACROBAT X STANDARD Security The mechanisms used to protect private keys stored in the Windows certificate store vary depending on the company that has provided the storage. Contact the provider to determine how to back up and protect these keys from unauthorized access. In general, use the strongest authentication mechanism available and create a strong password or PIN when possible.
220 USING ACROBAT X STANDARD Security Find and remove hidden content Use the Remove Hidden Information feature to find and remove content from a document that you don’t want, such as hidden text, metadata, comments, and attachments. When you remove items, additional items are automatically removed from the document.
221 USING ACROBAT X STANDARD Security Remove Hidden Information options Metadata Metadata includes information about the document and its contents, such as the author’s name, keywords, and copyright information, used by search utilities. To view metadata, choose File > Properties. File Attachments Files of any format can be attached to the PDF as an attachment. To view attachments, choose View > Show/Hide > Navigation Panes > Attachments.
222 Chapter 9: Digital signatures You use a digital signature, much like a handwritten signature, to approve documents. However, unlike a handwritten signature, a digital signature verifies your identity to the recipients. A digital signature serves to protect the integrity and authenticity of a document as of the time it was signed. A digital signature on a PDF document may include a photo, image of your handwritten signature, or other personal details.
223 USING ACROBAT X STANDARD Digital signatures Comparing ink signatures with digital signatures You can sign PDFs with ink signatures using graphics tablets and other input devices. An ink signature is a handwritten mark, similar to a free-form drawing you make by choosing Tools > Sign & Certify > Apply Ink Signature in Acrobat. Ink signatures do not provide the advanced functionality available with digital signatures. Unlike a digital signature, an ink signature does not use a digital ID.
224 USING ACROBAT X STANDARD Digital signatures Customizing signature workflows using seed values Seed values offer additional control to document authors by letting them specify which choices signers can make when signing a document. By applying seed values to signature fields in unsigned PDFs, authors can customize options and automate tasks. They can also specify signature requirements for items such as certificates and timestamp servers.
225 USING ACROBAT X STANDARD Digital signatures 8 (Optional) If the dialog box includes the Additional Signature Information section, specify the reason for signing the document, the location, and your contact information. These options are available only if you selected them using the Advanced Preferences section of the Preferences dialog box (Edit > Preferences > Security > Advanced Preferences > Creation tab).
226 USING ACROBAT X STANDARD Digital signatures Import directory server settings (Windows only) You import directory server settings using security import/export methodology or a security settings file. Before, you import settings in a file using import/export methodology, ensure that you trust the file provider before opening it. 1 To open the file, double-click it, or do one of the following: • In Acrobat, choose Tools > Protection > More Protection > Security Settings.
227 USING ACROBAT X STANDARD Digital signatures Note: If you did not embed a timestamp when you signed the document, you can add one later to your signature. (See “Establish long-term signature validation” on page 238.) A timestamp applied after signing a document uses the time provided by the timestamp server. Configure a timestamp server To configure a timestamp server, you need the server name and the URL, which you can obtain from an administrator or a security settings file.
228 USING ACROBAT X STANDARD Digital signatures Setting up signature validation When you receive a signed document, you may want to validate its signature(s) to verify the signer and the signed content. Depending on how you have configured your application, validation may occur automatically.
229 USING ACROBAT X STANDARD Digital signatures Set the trust level of a certificate In Acrobat or Reader, the signature of a certified or signed document is valid if you and the signer have a trust relationship. The trust level of the certificate indicates the actions for which you trust the signer. You can change the trust settings of certificates to allow specific actions. For example, you can change the settings to enable the dynamic content and embedded JavaScript within the certified document.
230 USING ACROBAT X STANDARD Digital signatures Signature types A document can contain certification signatures, approval signatures, or both. The signature type you need depends on the intent of both the author and the signer. Signature types include the following: Certification signature A certification signature provides a higher level of document control than an approval signature.
231 USING ACROBAT X STANDARD Digital signatures 5 In the Add Digital ID dialog box, select a storage location for the digital ID. 6 Type a name, e-mail address, and other personal information for your digital ID. When you certify or sign a document, the name appears in the Signatures panel and in the Signature field. 7 (Optional) To use Unicode values for extended characters, select Enable Unicode Support, and then specify Unicode values in the appropriate boxes.
232 USING ACROBAT X STANDARD Digital signatures The cursor changes to a cross-hairs. 2 Click where you want to sign and draw your signature. 3 To include the signature with the document, save the PDF. Note: You cannot add an ink signature to a PDF created in LiveCycle Designer ES or the LiveCycle Forms ES. PDFs created from those sources do not allow comments and markups.
233 USING ACROBAT X STANDARD Digital signatures 2 Choose Tools > Sign & Certify and then select one of the following options. If you don't see the Sign & Certify panel, see the instructions for adding panels at “Task panes” on page 8. • With Visible Signature. • Without Visible Signature. If you choose this option, your signature appears only in the Signatures panel. 3 Click OK in the Save As Certified Document dialog box.
234 USING ACROBAT X STANDARD Digital signatures Remove a digital signature ❖ Do one of the following: • To remove a signature, right-click the signature field and choose Clear Signature. • To remove all signatures in a PDF, choose Clear All Signature Fields from the options menu in the Signatures panel. You cannot remove a signature unless you are the one who placed it and you have the digital ID for signing it installed. To delete the signature field in Acrobat, choose Tools > Content > Select Object.
235 USING ACROBAT X STANDARD Digital signatures Verify signatures in the Signatures panel ❖ Choose View > Show/Hide > Navigation Panes > Signatures, or click the Signature Panel button in the document message bar. You can right-click a signature field in the Signatures panel to do most signature-related tasks, including adding, clearing, and validating signatures. In some cases, however, the signature field becomes locked after you sign it.
236 USING ACROBAT X STANDARD Digital signatures Validate a timestamp certificate Review the Validity summary section on the Summary tab of the Signature Properties dialog box for the validity status of a timestamp certificate. The summary might display one of the following messages: Signature date/time are from the clock on the signer's computer The time is based on the local time on the signer’s computer.
237 USING ACROBAT X STANDARD Digital signatures Trust a signer’s certificate Trusting a certificate involves adding it to the user’s trusted identity list in the Trusted Identity Manager and manually setting its trust level. End users often exchange certificates as needed when using certificate security. Alternatively, they add certificates directly from signatures in signed documents and then set trust levels.
238 USING ACROBAT X STANDARD Digital signatures More Help topics “Signature types” on page 230 “Securing documents with certificates” on page 203 “Adobe Approved Trust List (AATL)” on page 240 XML data signatures Acrobat and Reader support XML data signatures that are used to sign data in XML Forms Architectures (XFA) forms. The form author provides XML signing, validating, or clearing instructions for form events, such as button click, file save, or submit.
239 USING ACROBAT X STANDARD Digital signatures More Help topics “Validate a timestamp certificate” on page 236 “Configure a timestamp server” on page 227 “Set signing preferences” on page 223 Add verification information at signing 1 Make sure that your computer can connect to the appropriate network resources. 2 Ensure that the preference Include Signature’s Revocation Status When Signing is still selected. (Preferences > Security > Advanced Preferences > Creation tab.
240 USING ACROBAT X STANDARD Digital signatures Import and export a certificate To import a certificate for use in signature validation and certificate security workflows: 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Manage Trusted Identities. • In Reader, choose Edit > Protection > Manage Trusted Identities.
241 USING ACROBAT X STANDARD Digital signatures AATL is enabled by default. The list downloads when you first open or create a signed document, or access the various security preferences dialogs. You are asked to verify if the automatic update in the AATL is acceptable to you. Click Yes if you want to receive the updates. Note: Check with your administrator if your organization has turned off access to the AATL for some reason.
242 Chapter 10: Accessibility, tags, and reflow Accessibility features assist people with disabilities, such as mobility impairments, blindness, and low vision in their use of Adobe® Acrobat® X Standard and Adobe PDFs. Accessibility features About accessibility features A document or application is accessible if it can be used by people with disabilities, such as mobility impairments, blindness, and low vision.
243 USING ACROBAT X STANDARD Accessibility, tags, and reflow Acrobat Standard provides some functionality for making existing PDFs accessible. Acrobat Pro enables you to perform tasks, such as editing reading order or editing document structure tags that are necessary to make some PDF documents and forms accessible. Additional resources For more information about accessibility features, see these resources: • Acrobat accessibility, overview, new features, and FAQ: www.adobe.
244 USING ACROBAT X STANDARD Accessibility, tags, and reflow Security that doesn’t interfere with assistive software Some PDF authors restrict users from printing, copying, extracting, adding comments, or editing text. The text of an accessible PDF must be available to a screen reader. You can use Acrobat to ensure that security settings don’t interfere with the screen reader’s ability to convert onscreen text to speech. For more information about PDF accessibility, see www.webaim.org/techniques/acrobat/.
245 USING ACROBAT X STANDARD Accessibility, tags, and reflow Checking the accessibility of PDFs About accessibility checkers The best way to test the accessibility of a document is to attempt to use the document with the tools that your readers will use. However, if you don’t have a screen reader or braille printer, use a method provided by Acrobat to check PDF accessibility. • Use Quick Check to check for document structure tags, searchable text, and appropriate security settings for accessibility.
246 USING ACROBAT X STANDARD Accessibility, tags, and reflow “This document is not structured, so the reading order may not be correct. Try different reading orders using the Reading Preferences panel.” Quick Check has found no underlying document structure that Acrobat can use for reading order. Acrobat will analyze the reading order of the document using the current analysis method set in the Reading Order preference, but this PDF might not be read correctly by screen readers.
247 USING ACROBAT X STANDARD Accessibility, tags, and reflow Set accessibility preferences with the Preferences dialog box ❖ Set preferences as appropriate for your assistive software and devices in various panels of the Preferences dialog box. Accessibility preferences Accessibility preferences in Accessibility panel Replace Document Colors When this preference is selected, you can choose from a list of contrasting color combinations for text and background, or you can create your own.
248 USING ACROBAT X STANDARD Accessibility, tags, and reflow • Show Audio Description (Or Video Description, Or Descriptive Video) When Available These preferences don’t correspond to any options in the Accessibility Setup Assistant. Accessibility preferences in Page Display panel Zoom Sets the on-screen magnification of documents and allows low-vision readers to read reflowed PDFs more easily. This preference corresponds to the Override Document Zoom option in the Accessibility Setup Assistant.
249 USING ACROBAT X STANDARD Accessibility, tags, and reflow page it has already read aloud. For instructions on setting the default page layout to Single Page, see “Preferences for viewing PDFs” on page 14. This option corresponds to the Only Read The Currently Visible Pages option in the Accessibility Setup Assistant. • Read The Entire Document This option can be best if you use a screen reader that has its own navigation and search tools and that is more familiar to you than the tools in Acrobat.
250 USING ACROBAT X STANDARD Accessibility, tags, and reflow Note: Some screen readers do not work with Acrobat single-key accelerators. Scroll automatically The automatic scrolling feature makes it easier to scan through long PDFs, especially reflowed documents. You can scroll through pages without using keystrokes or mouse actions. 1 Choose View > Page Display > Automatically Scroll.
251 USING ACROBAT X STANDARD Accessibility, tags, and reflow Headings and columns (left) reflow in a logical reading order (right). Reflow a tagged PDF ❖ Choose View > Zoom > Reflow. If the Page Display setting is Two-Up before you choose Reflow view, the Page Display setting automatically becomes Single Page when the document is reflowed.
252 USING ACROBAT X STANDARD Accessibility, tags, and reflow Activate or deactivate Read Out Loud You must activate Read Out Loud before you can use it. You can deactivate Read Out Loud to free system resources and improve performance of other operations. ❖ Do one of the following: • Choose View > Read Out Loud > Activate Read Out Loud. • Choose View > Read Out Loud > Deactivate Read Out Loud. You can also use the Select Object tool to locate text.
253 USING ACROBAT X STANDARD Accessibility, tags, and reflow Creating accessible PDFs Workflow for creating accessible PDFs At a high level, the process of creating accessible PDFs consists of a few basic stages: 1 Consider accessibility before you convert a document to PDF. 2 As needed, add fillable form fields and descriptions, and set the tab order. 3 Add other accessibility features to the PDF. 4 Tag the PDF. 5 Evaluate the PDF and repair tagging problems.
254 USING ACROBAT X STANDARD Accessibility, tags, and reflow Tag the PDF Improve the accessibility of PDFs by adding tags in Acrobat. If a PDF doesn’t contain tags, Acrobat attempts to tag it automatically when users read or reflow it, and the results may be disappointing. With a tagged PDF, the logical structure tree sends the contents to a screen reader or other assistive software or hardware in an appropriate order.
255 USING ACROBAT X STANDARD Accessibility, tags, and reflow PDFMaker provides conversion settings that let you create tagged PDFs in Microsoft Excel, PowerPoint, and Word. For more information about creating accessible PDFs, see www.adobe.com/accessibility. For more information, see the documentation for your authoring application. About tags in combined PDFs You can combine multiple files from different applications in one operation to create a single PDF.
256 USING ACROBAT X STANDARD Accessibility, tags, and reflow About tools for creating accessible PDF forms Adobe offers several tools for the creation of accessible PDF forms: Acrobat Pro, Acrobat Standard Use one of these applications to open untagged or tagged PDF forms (except PDF forms that are created from LiveCycle Designer) to add fillable form fields, such as text boxes, check boxes, and buttons. Then use the application’s other tools to make the form accessible.
257 USING ACROBAT X STANDARD Accessibility, tags, and reflow 2. Set and test the tab order of a form. The tab order for form fields enables people with disabilities to use a keyboard to move from field to field in a logical order. In PDF forms, set the tab order to Use Document Structure.
258 USING ACROBAT X STANDARD Accessibility, tags, and reflow Set the document language Setting the document language in a PDF enables some screen readers to switch to the appropriate language. You can set the document language for an entire document with Acrobat Pro or Acrobat Standard. You can set the document language for specific portions of a multi language document with Acrobat Pro. • To set the language for an entire document, choose File > Properties.
259 Chapter 11: Editing PDFs It’s a fact that Adobe® PDF is unlike other document formats, in which you can freely copy, paste, and move text and images on a page. Instead, consider a PDF as a snapshot of your original file. Use Adobe® Acrobat® X Standard to touch up and enhance the file for readability and distribution, and reserve more substantial revisions for your source application. Page thumbnails and bookmarks About page thumbnails Page thumbnails are miniature previews of the pages in a document.
260 USING ACROBAT X STANDARD Editing PDFs More Help topics “PostScript options” on page 340 Create page thumbnails ❖ Click the Page Thumbnails button on the left. Page thumbnails appear in the navigation pane. This process may require several seconds, particularly in larger documents. The drawing of page thumbnails may pause if you interact with the application during this process.
261 USING ACROBAT X STANDARD Editing PDFs Initially, a bookmark displays the page that was in view when the bookmark was created, which is the bookmark’s destination. In Acrobat, you can set bookmark destinations as you create each bookmark. However, it is sometimes easier to create a group of bookmarks, and then set the destinations later. In Acrobat, you can use bookmarks to mark a place in the PDF to which you want to return, or to jump to a destination in the PDF, another document, or a web page.
262 USING ACROBAT X STANDARD Editing PDFs More Help topics “Action types” on page 287 Rename a bookmark ❖ Select the bookmark in the Bookmarks panel, choose Rename Bookmark in the options menu , and type the new bookmark name. Wrap text in a long bookmark ❖ Click the Bookmarks button, and choose Wrap Long Bookmarks from the options menu . All the text of long bookmarks shows regardless of the width of the navigation pane. (This option is on when checked, and off when not checked.
263 USING ACROBAT X STANDARD Editing PDFs Nest one or more bookmarks 1 Select the bookmark or range of bookmarks you want to nest. 2 Drag the icon or icons directly underneath the parent bookmark icon. The Line icon shows the position of the icon or icons. The bookmark is nested; however, the actual page remains in its original location in the document.
264 USING ACROBAT X STANDARD Editing PDFs If your document doesn’t include tags, you can always add them in Acrobat. 1 In the Bookmarks panel, choose New Bookmarks From Structure from the options menu . (If this option isn’t available, the document isn’t structured.) 2 Select the structure elements you want specified as tagged bookmarks. Ctrl-click to add to the selection. The tagged bookmarks are nested under a new, untitled bookmark.
265 USING ACROBAT X STANDARD Editing PDFs Edit a link You can edit a link at any time. You can change its hotspot area or associated link action, delete or resize the link rectangle, or change the destination of the link. Changing the properties of an existing link affects only the currently selected link. If a link isn’t selected, the properties will apply to the next link you create.
266 USING ACROBAT X STANDARD Editing PDFs Create web links from URLs You can automatically create links in a PDF from all URLs or from URLs on selected pages. When selected, the Create Links From URLs setting in the General preferences generates active links from text in all PDFs that you open. Create web links 1 Choose Tools > Document Processing > Create Links From URLs.
267 USING ACROBAT X STANDARD Editing PDFs Change or delete a destination ❖ In the Destinations panel, right-click the destination, and choose a command: • To move to the target location, choose Go To Destination. • To delete the destination, choose Delete. • To reset the target of the destination to the page displayed, choose Set Destination. • To give the destination a different name, choose Rename. Create and link a destination You can create a link to a destination in the same or another PDF.
268 USING ACROBAT X STANDARD Editing PDFs • Choose File > Properties, click the Initial View tab, choose Attachments Panel And Page from the Navigation Tab menu, and click OK. 4 Save the PDF. 5 (Optional) To add a description to the attachment that helps differentiate between similar files in the Attachments panel, select the attached file, and from the options menu description, and then save the file. , choose Edit Description.
269 USING ACROBAT X STANDARD Editing PDFs 2 In the Search window, type the word or phrase that you want to search for, select the results option you want, and then click Search Attachments. Search attachments from the Search window 1 Choose Edit > Advanced Search. 2 Type the word or phrase that you want to search for, and select the results option you want. 3 Click Show More Options at the bottom of the window, and then select Include Attachments.
270 USING ACROBAT X STANDARD Editing PDFs The browser opens in a new application window to the page you specify. Articles About articles Many traditional print documents, such as magazines and newspapers, arrange text in multiple columns. Stories flow from column to column and sometimes across several pages. While the format is effective for printed material, this type of structure can be difficult to follow on-screen because of the scrolling and zooming required.
271 USING ACROBAT X STANDARD Editing PDFs 5 In the Article Properties dialog box, enter the article title, subject, author, and any keywords to describe the article, and click OK. 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 > Document Processing > Add Article Box. View articles in the PDF 1 Choose View > Show/Hide > Navigation Panes > Articles.
272 USING ACROBAT X STANDARD Editing PDFs • To resize the box, drag a center handle to change only height or width, or drag a corner handle to change both dimensions. An example of resizing an article box Edit article properties 1 Using the Article tool, select the article box that you want to edit. 2 Right-click the box, and choose Properties. 3 Change the information in the Articles Properties dialog box, and click OK.
273 USING ACROBAT X STANDARD Editing PDFs The Select Object tool provides basic editing capabilities for most objects. You can modify the size, page location, and properties of images, links, fields, and multimedia objects. You can make these same changes with the tool used to create the object. Editing text with the Edit Document Text tool Edit text You can insert or replace text only if the font used for that text is installed on your system.
274 USING ACROBAT X STANDARD Editing PDFs Replace custom fonts with local fonts Documents scanned to PDF using the ClearScan option in Acrobat can’t be edited until you replace the fonts. During the conversion to PDF, ClearScan converts the fonts in the document to custom fonts. To edit the scanned text, replace the custom fonts with fonts that you have on your computer. These fonts are called system or local fonts. 1 Use the TouchUp Text tool to select the text you want to edit.
275 USING ACROBAT X STANDARD Editing PDFs Stroke Specifies the stroke color. Stroke Width Specifies the width of the stroke. Note: For legal reasons, you must have purchased a font and have it installed on your system to revise text using that font. Add new text You can add or insert new text into a PDF using any of the fonts installed on the system. 1 Select Tools > Content > Edit Document Text. 2 Ctrl-click where you want to add text.
276 USING ACROBAT X STANDARD Editing PDFs Embed fonts using the Edit Document Text tool Embedding fonts ensures that your PDF uses the same fonts as the original document, no matter where you open the PDF or what fonts are installed on that system. 1 Choose Tools > Content > Edit Document Text. 2 Click the text containing the font embedding or subsetting to edit. A paragraph of text is enclosed in a bounding box. You can select text within the paragraph by dragging.
277 USING ACROBAT X STANDARD Editing PDFs • Right-click the object and choose Select All from the context menu. If the Select Object tool is active and the document uses single-page layout, all objects on the current page are selected. If the document is in any other page layout, all objects in the document are selected. If a tool in the Content panel is active, all objects of that type in the document are selected. 2 (Optional) Add one or more objects to the current selection: • Ctrl-click an object.
278 USING ACROBAT X STANDARD Editing PDFs Normal view and Full Screen view. Define an initial view When a user opens your PDF document or PDF Portfolio, they see the initial view of the PDF. You can set the initial view to the magnification level, page, and page layout that you want. If your PDF is a presentation, you can set the initial view to Full Screen mode. In Acrobat Pro you can create Action Wizards to change default settings for multiple documents.
279 USING ACROBAT X STANDARD Editing PDFs • Choose Single Page from the Page Layout menu. • Set Open To Page to the page on which you want to start the presentation. 4 Select Open In Full Screen Mode to open the document without the menu bar, toolbar, or window controls displayed. Click OK. (You have to save and reopen the file to see the effects.) Note: Users can exit Full Screen mode by pressing Esc if their preferences are set this way.
280 USING ACROBAT X STANDARD Editing PDFs Add page transitions You can create an interesting effect that occurs each time a page advances by using page transitions. 1 Do one of the following: • Choose Tools > Document Processing > Page Transitions. • In the Page Thumbnails panel, select the page thumbnails you want to apply transitions to, and choose Page . Transitions from the options menu 2 In the Set Transitions dialog box, choose a transition effect from the Transition menu.
281 USING ACROBAT X STANDARD Editing PDFs Security Describes what changes and functionality are allowed within the PDF. If a password, certificate, or security policy has been applied to the PDF, the method is listed here. Fonts Lists the fonts and the font types used in the original document, and the fonts, font types, and encoding used to display the original fonts.
282 USING ACROBAT X STANDARD Editing PDFs Edit document metadata PDF documents created in Acrobat 5.0 or later contain document metadata in XML format. Metadata includes information about the document and its contents, such as the author’s name, keywords, and copyright information, that can be used by search utilities. The document metadata contains (but is not limited to) information that also appears in the Description tab of the Document Properties dialog box.
283 USING ACROBAT X STANDARD Editing PDFs View object data and metadata You can view the metadata information of certain objects, tags, and images within a PDF. You can edit and export metadata for Visio objects only. Use the Object Data tool to view object grouping and object data. More Help topics “Find text in multiple PDFs” on page 293 View and edit Visio object metadata 1 Choose Tools > Analyze > Object Data Tool. 2 Double-click an object on the page to show its metadata.
284 USING ACROBAT X STANDARD Editing PDFs Layers About PDF layers You can view, navigate, and print layered content in PDFs created from applications such as InDesign, AutoCAD, and Visio. You can control the display of layers using the default and initial state settings. For example, you can hide a layer containing a copyright notice whenever a document is displayed on screen, while ensuring that the layer always prints. Show or hide layers Information can be stored on different layers of a PDF.
285 USING ACROBAT X STANDARD Editing PDFs Apply Export Overrides Displays layers according to the Export settings in the Layer Properties dialog box (Exports When Visible, Never Exports, Always Exports). Apply Layer Overrides Displays all layers. This option affects all optional content in the PDF, even layers that are not listed in the Layers panel. All layers are visible, regardless of the settings in the Layer Properties dialog box.
286 USING ACROBAT X STANDARD Editing PDFs 4 Select the Link tool , and drag in the document pane to create a link. (Because content is added to all layers, it doesn’t matter that you are apparently creating the link on the target layer. The link works from any layer.) 5 In the Create Link dialog box, select Custom Link and click Next. 6 Click the Appearance tab in the Link Properties dialog box, and set the appearance of the link.
287 USING ACROBAT X STANDARD Editing PDFs Add an action 1 Do one of the following: • Using the Hand tool, right-click the bookmark or page thumbnail, and choose Properties. • Using the Select Object tool, double-click the link, media clip, or form field, and choose Properties. 2 Click the Actions tab. 3 From the Select Action menu, select the action type to occur, and then click Add. You can add multiple actions; actions execute in the order that they appear in the Actions list box.
288 USING ACROBAT X STANDARD Editing PDFs Play A Sound Plays the specified sound file. The sound is embedded into the PDF document in a cross-platform format. Play Media (Acrobat 5 Compatible) Plays the specified QuickTime or AVI movie that was created as Acrobat 5compatible. The specified movie must be embedded in a PDF document. Play Media (Acrobat 6 And Later Compatible) Plays a specified movie that was created as Acrobat 6-compatible. The specified movie must be embedded in a PDF document.
289 USING ACROBAT X STANDARD Editing PDFs Using Geospatial PDFs About geospatial PDFs A geospatial PDF contains information that is required to georeference location data. When geospatial data is imported into a PDF, Acrobat retains the geospatial coordinates. With the coordinates, you can view and interact with the PDF to find and mark location data. Geospatial data can be either vector or raster based or a combination of both.
290 USING ACROBAT X STANDARD Editing PDFs 5 (Optional) To add a comment (such as a place name or address), click the location marker, and then add the information in the comment box. 6 To end the search, right-click inside the map. Then select Hide Location Search, to remove the search boxes. Mark geospatial locations 1 Open a geospatial PDF and choose Tools > Analyze > Geospatial Location Tool .
291 USING ACROBAT X STANDARD Editing PDFs Acrobat copies the data in this format: latitude then longitude, separated by a space. Paste the data into the address bar of a web mapping service that can interpret the location data. Change measurement units within a document To change the type of measurement units, right-click inside the map with the Measuring tool and choose Distance Unit or Area Unit. Then select a measurement type.
292 Chapter 12: Searching and indexing You have lots of control and lots of possibilities for running effective and efficient searches in Adobe® Acrobat® X Standard. A search can be broad or narrow, including many different kinds of data and covering multiple Adobe PDFs. Searching PDFs Search features overview You run searches to find specific items in PDFs.
293 USING ACROBAT X STANDARD Searching and indexing A B C Find A. Find field B. Find Previous C. Find Next Open the Search window ❖ Do one of the following: • Choose Edit > Advanced Search (Shift+Ctrl/Command+F). • On the Find toolbar, click the arrow and choose Open Full Acrobat Search. Search appears as a separate window that you can move, resize, minimize, or arrange partially or completely behind the PDF window.
294 USING ACROBAT X STANDARD Searching and indexing Note: If documents are encrypted (have security applied to them), you cannot search them as part of a multiple-document search. Open those documents first and search them one at a time. However, documents encrypted as Adobe Digital Editions are an exception and can be searched as part of a multiple-document search. 1 Open Acrobat on your desktop (not in a web browser). 2 Do one of the following.
295 USING ACROBAT X STANDARD Searching and indexing 2 To view other instances, click another instance in the results. Sort instances in the search results ❖ Select an option from the Sort By menu near the bottom of the Search window. Results can be sorted by Relevance Ranking, Date Modified, Filename, or Location. Icons shown with search results The icon next to an instance of the search results indicates the search area in which the instance appears.
296 USING ACROBAT X STANDARD Searching and indexing • Boolean Query Uses the Boolean operators that you type with the search words into the What Word Or Phrase Would You Like To Search For box. Available only for searching multiple PDFs or PDF indexes. Note: You cannot run wildcard searches using asterisks (*) or question marks (?) when searching PDF indexes.
297 USING ACROBAT X STANDARD Searching and indexing OR Use to search for all instances of either term. For example, type email OR e-mail to find all documents with occurrences of either spelling. Searches with OR and no other Boolean operators produce the same results as selecting the Any Of The Words option. ^ (exclusive OR) Use to search for all instances that have either term but not both.
298 USING ACROBAT X STANDARD Searching and indexing Show Document Title In Search Results Displays document titles in search results. If a document does not have a title, displays the filename. When unselected, displays filenames in search results. Maximum Number Of Documents Returned In Results Limits the search results in the Search PDF window to a specific number of documents. The default value is 500, but you can enter any number from 1 to 10,000.
299 Chapter 13: Multimedia and 3D models The possibilities for Adobe PDFs extend to the richness of multimedia communication. PDFs can include video clips, digital audio, interactive content, and 3D models that readers can move, turn, zoom in on, and examine part by part.
300 USING ACROBAT X STANDARD Multimedia and 3D models Multimedia Trust preferences Multimedia files within PDFs sometimes need additional resources to play. For example, some files require resources from the Internet, such as a multimedia player. You can set trust settings to determine whether multimedia content is allowed to use external resources. • To set trust settings for playing content created with Acrobat 9, use Trust Manager preferences.
301 USING ACROBAT X STANDARD Multimedia and 3D models Clear Your List Of Trusted Documents Deletes the current list of trusted documents and authors. Use this option to prevent media from playing in documents that were previously trusted documents or created by trusted authors. This option is available only when a PDF that contains multimedia is open.
302 USING ACROBAT X STANDARD Multimedia and 3D models Note: You can also use the Hand tool to rotate an object. Ensure that Enable 3D Selection For The Hand Tool is selected in the 3D panel of the Preferences dialog box. Spin Pan Turns a 3D model in parallel to two fixed axes in the 3D model, the x-axis and the z-axis. Moves the model vertically and horizontally only. You can also pan with the Hand tool: Ctrl-drag. Zoom Moves you toward, or away from, objects in the scene when you drag vertically.
303 USING ACROBAT X STANDARD Multimedia and 3D models Add Multimedia/3D Comment Enables you to add a sticky note to any part of the 3D model. The note stays with the view. See “Comment on 3D designs” on page 314. Examples of model rendering modes The model rendering modes include combinations of factors that affect the appearance of the 3D object. The illustration below shows a simple object rendered in each of the available modes. A B C D E F G H I J K L M N O Model rendering modes A.
304 USING ACROBAT X STANDARD Multimedia and 3D models A B C D Changing the appearance of the 3D model A. Default appearance B. Wireframe rendering mode C. Colored lighting D. Different background color ❖ Use items on the 3D toolbar to make any of these changes: • To change the rendering mode, choose an option from the Model Render Mode pop-up menu . • To view an orthographic projection, click the Use Orthographic Projection button .
305 USING ACROBAT X STANDARD Multimedia and 3D models You can also add to and edit views in the View pane. For example, after you isolate and rotate a part, you can save that particular view, including the camera angle, background, lighting, and other attributes. This feature is not available for Adobe Reader. Object Data pane The lower pane displays other information, including properties and metadata, if any, about the object or part. You cannot edit this information for 3D objects in Acrobat.
306 USING ACROBAT X STANDARD Multimedia and 3D models A B C D Manipulating parts A. Selected part B. Hidden part C. Isolated part D. Transparent part 1 In the 3D model, use the Hand tool to click the part you want to manipulate. If a preference setting prevents you from using the Hand tool, select the part in the Model Tree list.
307 USING ACROBAT X STANDARD Multimedia and 3D models Transparent Displays a see-through version of the selected part. Export As XML Creates a separate XML file of either Whole Tree or Current Node of the 3D model. Export As CSV Creates a separate file in CSV format that contains all of the model data. You can export the data from the whole Model Tree or a selected node. The file can be opened in any program that supports CSV formatting, such as Microsoft Excel.
308 USING ACROBAT X STANDARD Multimedia and 3D models Align To 3 Points Cuts the cross-section on a plane defined by any three points that you click the 3D model. (The dialog box is dimmed until you click three points of a model.) Show Intersections Indicates where the cutting plane slices the 3D model by adding a colored outline. Click the color swatch if you want to select a different color. Show Cutting Plane Displays the two-dimensional field that cuts the 3D model.
309 USING ACROBAT X STANDARD Multimedia and 3D models 3D measurement display 1 Click a 3D model in a PDF to enable it. 2 Click the 3D Measurement Tool icon on the 3D toolbar. (If the 3D toolbar view is set for consolidated tools, select the 3D Measurement tool from the pop-up menu next to the Navigation tool.) 3 Select the options you want in the Snap Enables and Measurement Types areas of the 3D Measurement Tool palette. 4 Right-click the model background, and change the options as needed.
310 USING ACROBAT X STANDARD Multimedia and 3D models 3D Radial Dimension 3D Angle Measurement Measures the radius at the location clicked. Measures the angle between two edges. Units and markup options To use the Units and Markup measurement tools, select the 3D Measurement Tool, and then right-click inside the model. Define Model Units Select to change the measurement units. Enable Coordinate Display Displays or hides the coordinates of the mouse pointer location in the Measurement Info Window.
311 USING ACROBAT X STANDARD Multimedia and 3D models 3D Snap Settings Turns on snap and specifies whether points, arcs, edges, silhouette edges, or faces are snapped to. Sensitivity indicates how close the pointer must be to the item being snapped to. For Snap Hint Color, specify the color of the snap line that appears when you hold the pointer over the 3D object. Change camera properties Camera properties define the precise angle and positioning for a view of an object.
312 USING ACROBAT X STANDARD Multimedia and 3D models Set 3D views The default view of a 3D model lets you quickly revert to a starting point at any time as you interact with the model. A default view is different from a preview, which determines what the 3D model looks like when it’s not activated. The list of all available views for the 3D model appears in the Views menu on the 3D toolbar and in the View pane of the Model Tree.
313 USING ACROBAT X STANDARD Multimedia and 3D models 3 From the Select Action menu, choose Go To A 3D/Multimedia View, and then click Add. 4 In the Select A 3D View dialog box, select the 3D annotation for the 3D model from the list on the left, and then select a view option on the right: Current View Matches the 3D rotation, pan, and zoom characteristics that are active in your document at the time you create the link or bookmark, whether or not this view is listed on the Model Tree as a defined view.
314 USING ACROBAT X STANDARD Multimedia and 3D models Open Model Tree On 3D Activation Determines whether the Model Tree is displayed when the 3D model is activated. Choose Use Annotation’s Setting to use whichever setting the author used when adding the 3D model to the PDF. Default Toolbar State Determines whether the 3D toolbar is shown or hidden when a 3D model is activated. Choose Use Annotation’s Setting to use whichever setting the author used when adding the 3D model to the PDF.
315 USING ACROBAT X STANDARD Multimedia and 3D models If you don’t want a comment to be associated with a 3D view, add the comment outside the 3D object area. More Help topics “Commenting” on page 129 Add a 3D Comment to an object Comments created by using the 3D Comment Tool are like measurements in that they are associated with a specific part of the 3D geometry. When you add 3D comments to the default view of a model, a new view, called 3DCommentView is created.
316 USING ACROBAT X STANDARD Multimedia and 3D models • Click Comment > Comments List. • In the View pane of the Model Tree, click Options and choose List Comments. 2 Double-click a comment to open its comment window. 3 Repeat steps 1 and 2 to see other comments associated with other views. When you select a comment, the 3D model appears in the same view it was in when the comment was added. Run a JavaScript If a separate JavaScript file is associated with the 3D model PDF, you can activate it.
317 Chapter 14: Color management Understanding color management A color management system reconciles color differences among devices so that you can be reasonably certain of the colors your system ultimately produces. Viewing color accurately allows you to make sound color decisions throughout your workflow, from digital capture through final output. Color management also allows you to create output based on ISO, SWOP, and Japan Color print production standards.
318 USING ACROBAT X STANDARD Color management A color management system translates colors with the help of color profiles. A profile is a mathematical description of a device’s color space. For example, a scanner profile tells a color management system how your scanner “sees” colors. Adobe color management uses ICC profiles, a format defined by the International Color Consortium (ICC) as a crossplatform standard.
319 USING ACROBAT X STANDARD Color management Creating a viewing environment for color management Your work environment influences how you see color on your monitor and on printed output. For best results, control the colors and light in your work environment by doing the following: • View your documents in an environment that provides a consistent light level and color temperature.
320 USING ACROBAT X STANDARD Color management If you decide to change the default settings, easy-to-use presets let you configure Adobe color management to match common output conditions. You can also customize color settings to meet the demands of your particular color workflow. Keep in mind that the kinds of images you work with and your output requirements influence how you use color management.
321 USING ACROBAT X STANDARD Color management 6. Use color management when printing and saving files. Keeping the appearance of colors consistent across all of the devices in your workflow is the goal of color management. Leave color management options enabled when printing documents, saving files, and preparing files for online viewing. (See “Printing with color management” on page 324 and “Color-managing documents for online viewing” on page 322.
322 USING ACROBAT X STANDARD Color management • Select colors from a color library. Adobe applications come with several standard color libraries, which you can load using the Swatches panel menu. • Use Lab values (the default) to display predefined spot colors (such as colors from the TOYO, PANTONE, DIC, and HKS libraries) and convert these colors to process colors. Using Lab values provides the greatest accuracy and guarantees the consistent display of colors across Creative Suite applications.
323 USING ACROBAT X STANDARD Color management When you color-manage documents that will be viewed exclusively on the web, Adobe recommends that you use the sRGB color space. sRGB is the default working space for most Adobe color settings, but you can verify that sRGB is selected in the Color Management preferences. With the working space set to sRGB, any RGB graphics you create will use sRGB as the color space.
324 USING ACROBAT X STANDARD Color management Note: A soft proof alone doesn’t let you preview how overprinting will look when printed on an offset press. If you work with documents that contain overprinting, turn on Overprint Preview to accurately preview overprints in a soft proof. In Acrobat, the Overprint Preview option is automatically applied. A B C Using a soft proof to preview the final output of a document on your monitor A. Document is created in its working color space. B.
325 USING ACROBAT X STANDARD Color management If you choose this option, it is very important that you disable color management in your printer driver. Letting the application and the printer driver simultaneously manage colors during printing results in unpredictable color. Search Help for additional instructions.
326 USING ACROBAT X STANDARD Color management for most cameras). Advanced users may also consider using different profiles for different light sources. For scanner profiles, some photographers create separate profiles for each type or brand of film scanned on a scanner. Output device profiles Describe the color space of output devices like desktop printers or a printing press.
327 USING ACROBAT X STANDARD Color management About monitor calibration and characterization Profiling software can both calibrate and characterize your monitor. Calibrating your monitor brings it into compliance with a predefined standard—for example, adjusting your monitor so that it displays color using the graphics arts standard white point color temperature of 5000° K (Kelvin). Characterizing your monitor simply creates a profile that describes how the monitor is currently reproducing color.
328 USING ACROBAT X STANDARD Color management Install a color profile Color profiles are often installed when a device is added to your system. The accuracy of these profiles (often called generic profiles or canned profiles) varies from manufacturer to manufacturer. You can also obtain device profiles from your service provider, download profiles from the web, or create custom profiles using professional profiling equipment. • In Windows, right-click a profile and select Install Profile.
329 USING ACROBAT X STANDARD Color management If you open a document embedded with a color profile that doesn’t match the working space profile, the application uses a color management policy to determine how to handle the color data. In most cases, the default policy is to preserve the embedded profile. More Help topics “About missing and mismatched color profiles” on page 329 Working space options Select the Color Management category of the Preferences dialog box.
330 USING ACROBAT X STANDARD Color management In either case, the application uses a color management policy to decide how to handle the color data in the document. If the profile is missing or does not match the working space, the application may display a warning message, depending on options you set in the Color Settings dialog box. Profile warnings are turned off by default, but you can turn them on to ensure the appropriate color management of documents on a case-by-case basis.
331 USING ACROBAT X STANDARD Color management Saturation Tries to produce vivid colors in an image at the expense of color accuracy. This rendering intent is suitable for business graphics like graphs or charts, where bright saturated colors are more important than the exact relationship between colors. Relative Colorimetric Compares the extreme highlight of the source color space to that of the destination color space and shifts all colors accordingly.
332 Chapter 15: Printing Whether you send a quick draft to an inkjet or laser printer, provide a multicolored document to an outside service provider, or print a complex technical document with custom page sizes, you can set options in the Print dialog box to ensure that the finished document appears as intended. Basic printing tasks Print a PDF If the desired printing option is in the Print dialog box, set it there rather than through the printer driver.
333 USING ACROBAT X STANDARD Printing Pages Specifies the range of pages to print in the open PDF. Separate numbers in a range by using a hyphen, and separate multiple pages or ranges by using commas or spaces. If the Use Logical Page Numbers option is selected in Page Display Preferences, you can enter numbers that match the numbering printed on the pages using roman numerals or actual page numbers. For example, if the first page of a document is numbered iii, you can enter iii or 1 to print that page.
334 USING ACROBAT X STANDARD Printing bottom, left to right. Vertical Reversed places pages top to bottom, right to left. Both reversed options are suitable for Asian-language documents. Print Page Border Draws the crop box (the page boundary of PDF pages) during N-up printing. Auto-Rotate And Center Automatically selects the page orientation that best matches the content and paper. For example, a spreadsheet could print horizontally, while a newsletter could print vertically.
335 USING ACROBAT X STANDARD Printing Print Layers Normally, when you print a PDF that contains layers, just the content that is visible on-screen is printed. However, the creator of a layered PDF can specify that some layered content, such as watermarks or confidential information, must (or must not) print, regardless of its visibility on-screen. If the document is designed to print differently from how it currently appears on-screen, a message may appear in the Print dialog box.
336 USING ACROBAT X STANDARD Printing Note: The Page Scaling menu in the Print dialog box shows additional options, but you cannot prepopulate the dialog box with any of those options. Choose one of those options when you print. DuplexMode For best results, the selected printer should support duplex printing if you select a duplex option. • Simplex Prints on one side of the paper. • Duplex Flip Long Edge Prints on both sides of the paper; the paper flips along the long edge.
337 USING ACROBAT X STANDARD Printing Print a booklet 1 Choose File > Print and select the printer. 2 Under Page Handling, choose Booklet Printing from the Page Scaling menu. 3 In the Print Range area, specify which pages to print: • To print pages from front to back, select All. • To divide a large booklet into smaller groupings, select Pages and specify a page range for the first grouping. Print each page range separately.
338 USING ACROBAT X STANDARD Printing To rename a file or change the order of files within a PDF portfolio, use the Details view. See “Working with component files in a PDF Portfolio” on page 87. 1 Open the PDF Portfolio. To print only certain PDFs, select those PDFs. 2 Choose File > Print, and then choose one of the following: All PDF Files Prints all the PDFs in the PDF Portfolio. Selected PDF Files Prints the selected PDFs.
339 USING ACROBAT X STANDARD Printing You can also increase the scale of a standard-sized document and print it on multiple pages. 1 Choose File > Print. 2 From the Page Scaling menu, choose Tile All Pages if all pages of the document are oversized. If some of the pages are standard-sized, choose Tile Large Pages. 3 (Optional) Set any of these options, referring to the Preview image to check the output results: Tile Scale Adjusts the scaling.
340 USING ACROBAT X STANDARD Printing 2 Set options for PostScript printers, and then click OK. Note: Acrobat sets the PostScript level automatically, based on the selected printer. PostScript options Use the PostScript Options panel of the Advanced Print Setup dialog box to set options for a particular PostScript printer. These options include how to handle nonresident printer fonts and whether to download Asian fonts.
341 Chapter 16: Keyboard shortcuts This section lists common shortcuts for moving around a document. Keyboard shortcuts For common keyboard shortcuts you can use with Windows, see http://support.microsoft.com/kb/126449. Keys for selecting tools To enable single-key shortcuts, open the Preferences dialog box, and under General, select the Use Single-Key Accelerators To Access Tools option.
342 USING ACROBAT X STANDARD Keyboard shortcuts Keys for working with comments To enable single-key shortcuts, select the Use Single-Key Accelerators To Access Tools option in General preferences.
343 USING ACROBAT X STANDARD Keyboard shortcuts Result Windows/UNIX Action Mac OS Action Scroll (when Hand tool is selected) Spacebar Spacebar Zoom in Ctrl+equal sign Command+equal sign Zoom out Ctrl+hyphen Command+hyphen Keys for working with PDF Portfolios These keys are available in the files list of the Details pane.
344 USING ACROBAT X STANDARD Keyboard shortcuts Keys for navigating task panes Result Windows Action Mac OS Action Move focus to the next item among Document pane, Task panes, Message bar, and Navigation bar F6 F6 Move focus to the previous item among Document pane, Task panes, message bar, and Navigation bar Shift+F6 Shift+F6 Move focus to the next panel in the Task pane Ctrl+Tab Command+Tab Move focus to the previous panel in the Task pane Ctrl+Shift+Tab Command+ Shift+Tab Navigate to the
345 USING ACROBAT X STANDARD Keyboard shortcuts Result Windows/UNIX Action Mac OS Action Close current document Ctrl+F4 Command+F4 Close all open documents Not available Command+Option+W Move focus to next comment, link, or form field in the document pane Tab Tab Move focus to document pane F5 F5 Move focus to previous comment, link, or Shift+Tab form field in the document pane Shift+Tab Activate selected tool, item (such as a movie clip or bookmark), or command Spacebar or Enter Spaceb
346 USING ACROBAT X STANDARD Keyboard shortcuts Result Windows/UNIX Action Mac OS Action Expand the current bookmark (focus on Bookmarks panel) Right Arrow or Shift+plus sign Right Arrow or Shift+plus sign Collapse the current bookmark (focus on Bookmarks panel) Left Arrow or minus sign Left Arrow or minus sign Expand all bookmarks Shift+* Shift+* Collapse selected bookmark Forward Slash (/) Forward Slash (/) Move focus to next item in a navigation panel Down Arrow Down Arrow Move focus
347 USING ACROBAT X STANDARD Keyboard shortcuts Result Windows Action Mac OS Action Read out loud from the current page to the end of the document Shift+Ctrl+B Shift+Command+B Pause reading out loud Shift+Ctrl+C Shift+Command+C Stop reading out loud Shift+Ctrl+E Shift+Command+E Last updated 10/11/2011
