ADOBE® ACROBAT ® XI HELP
Legal notices Legal notices For legal notices, see http://help.adobe.com/en_US/legalnotices/index.html.
iii Contents Chapter 1: What's new What’s new in Acrobat XI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Chapter 2: Workspace Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
iv ACROBAT XI Contents PDF fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157 Converting web pages to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 Chapter 4: Editing PDFs Edit text in PDFs . . . .
v ACROBAT XI Contents Crop PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274 Create and customize PDF Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
vi ACROBAT XI Contents Allow or block links to the Internet in PDFs Password protect PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
vii ACROBAT XI Contents Chapter 16: Preflight (Acrobat Pro) Viewing preflight results, objects, and resources (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 542 Preflight reports (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 545 Preflight profiles (Acrobat Pro) . . . . . . . . . . .
1 Chapter 1: What's new What’s new in Acrobat XI Edit PDFs Edit text and images Correct, update, and enhance PDFs using a new point-and-click interface. Add or replace content or images. Change fonts and typeface size, adjust alignment, or add superscripts or subscripts. Easily flip, rotate, crop, or resize images. Choose Tools > Content Editing > Edit Text & Images. Outlines identify the text and images you can edit. Select the text or images you want to edit.
2 What's new Reflow text on a page Reflow paragraph text on a page by inserting new text or resizing a paragraph with a simple drag. The text in the paragraph automatically reflows to accommodate the edited content. Choose Tools > Content Editing > Edit Text & Images to outline the text boxes. Then click where you want to insert text. To resize the text box, place the pointer over , drag the handle to resize. For more a selection handle.
3 What's new For more information, watch How to manipulate pages in Acrobat. Improved Action Wizard Simplify routine, multistep tasks using the Action Wizard. Stop, restart, skip, or rerun tasks as needed. Acrobat includes several actions to automate common tasks, such as archiving, redacting sensitive content, and optimizing for the web. You can easily customize these actions or set up your own.
4 What's new Distribute and collect form data online With the Adobe FormsCentral subscription service, you can post forms on the web that users can complete online. Monitor response data in real time with easy-to-understand tables and charts in FormsCentral. Share and publish summary reports and customize charts for your needs. Export data to a spreadsheet for further analysis.
5 What's new Sign and distribute for signatures Sign PDFs where you want, how you want Place your signature anywhere on a PDF. Choose from a typewritten or hand-drawn appearance, or import an image of your signature. Choose Sign > Place Signature. For more information, watch Sign PDF files electronically, or see Signing PDFs with Adobe EchoSign Electronic Signature.
6 What's new Undock the Comments List Detach the Comments List from the Comments pane. Resize and reposition the Comments List to streamline your workflow. Choose Comment > Comments List. Then from the Options menu in the Comments List, choose Undock Comment List. Acrobat remembers the size and position the next time you undock it. Touch mode for tablet and mobile devices Touch mode makes it easier to use Acrobat and Reader on touch devices.
7 What's new For more information, watch Remove and Redact Sensitive Information from PDF Files, or see Removing sensitive content from PDFs. Add password protection Prevent others from editing your PDF files without being a security expert. The new Restrict Editing tool lets you add a password to a PDF. Choose Tools > Protection > Restrict Editing. For more information, watch Protect PDF Files with Passwords and Permissions, or see Securing PDFs with passwords.
8 What's new Validate the accessibility of a PDF The Full Check option steps through your PDF to see if it conforms to accessibility standards, such as PDF/UA and WCAG 2.0. Choose which accessibility issues to analyze and review the results in the Accessibility Checker panel or in a PDF report. For more information, see Check Accessibility of PDFs . Export formats and options PDF to PowerPoint (Acrobat Pro) Convert PDF files to fully editable Microsoft PowerPoint files.
9 Chapter 2: Workspace Workspace basics Workspace overview Adobe Acrobat XI opens in two different ways: as a stand-alone application, and in a web browser. The associated work areas differ in small but important ways. The menu bar and two toolbars are visible at the top of the work area. The work area for the stand-alone application includes a document pane, a navigation pane, and a group of task panes on the right side. The document pane displays Adobe® PDFs.
10 Workspace A Menu bar B Toolbars C Navigation pane (Bookmarks panel displayed) D Document pane E Task panes Note: Some, but not all, PDFs appear with a document message bar. PDF Portfolios appear with a specialized work area. Welcome Screen The Welcome Screen is a window in the document pane that appears when no document is open. You can quickly access the recently opened files, open a file, and launch some commonly used workflows with a single click.
11 Workspace Note: In Mac OS, you can turn off the Welcome Screen by setting a preference. Choose Acrobat/Reader > Preferences. In the Categories on the left, click General. In the Application Startup section, deselect Show Welcome Screen. There is no similar option in Windows. 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.
12 Workspace A Create button B Quick Tools toolbar C Common Tools toolbar D Page Navigation commands E Select & Zoom commands F Page Display commands Position the pointer over a tool to see a description of the tool. All tools are identified by name in the View > Tools menu and View > Show/Hide > Toolbar Items menu. Quick tools You can add tools you use frequently from the Tools and Comment panes to the Quick Tools toolbar. 1 In the Quick Tools toolbar, click the Customize Quick Tools button .
13 Workspace Hide and show toolbars When your work does not involve using the tools in a toolbar, you can close the toolbar to tidy up the work area. If several PDFs are open, you can customize the toolbars for each PDF independently. The different customized states persist as you switch between PDFs. • To hide all toolbars, choose View > Show/Hide > Toolbar Items > Hide Toolbars. • To return toolbars to their default configuration, choose View > Show/Hide > Toolbar Items > Reset Toolbars.
14 Workspace Create a tool set 1 Choose Customize > Create New Tool Set. 2 To customize the Quick Tools Toolbar, do any of the following: • To add a tool to the toolbar, click the panel on the left, select the tool, and click the Add To Toolbar • To remove a tool from the toolbar set, select its icon, and click the Delete icon. • To change a tool’s position in the toolbar, select its icon, and click either the move left .icon.
15 Workspace A Arrange or delete tools in Quick Tools Toolbar B Add custom panels, instructions, or divider line between tools C Rename, arrange, or delete tools or panels D Add to Quick Tools Toolbar above or Custom Tools pane on right 3 To customize the Tools pane, do any of the following: • To add a panel to the Custom Tools pane, click the panel on the left, and then click the Add To Tools Pane icon. • To create your own panel, click the Add Panel icon on the right.
16 Workspace Edit, delete, rename, or share tool sets Use the Manage Tool Sets dialog box to edit, rename, copy, delete, rearrange, or share tool sets. You can specify the order the tool sets appear in the Customize menu by moving them up or down in the list. You can share tool sets with your workgroup using the Import and Export options. • Choose Customize > Manage Tool Sets. Navigation pane The navigation pane is an area of the workspace that can display different navigation panels.
17 Workspace Document message bar The document message bar appears only in certain types of PDFs. Typically, you see this area when you open a PDF form, a PDF that has been sent to you for signing or review, a PDF with special rights or security restrictions, or a PDF that is compliant with PDF/A standards. The document message bar appears immediately below the toolbar area. To on the left side of the work area.
18 Workspace Set preferences Many program settings are specified in the Preferences dialog box, including settings for display, tools, conversion, signatures, and performance. Once you set preferences, they remain in effect until you change them. Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). 1 Under Categories, select the type of preference you want to change.
19 Workspace • The Acrobat folder, which contains preferences for forms (MRUFormsList), collaboration (OfflineDocs), and color settings (AcrobatColor Settings.csf) 3 Restart Acrobat If the problem recurs after you restore the Acrobat preferences files, then the problem isn’t related to preferences files. To restore custom settings, drag the files you moved in step 2 back to their original location. Then click OK to the alert “A newer item named ‘[filename]’ already exists in this location.
20 Workspace View PDFs in Full Screen mode In Full Screen mode, only the document appears; the menu bar, toolbars, task panes, and window controls are hidden. A PDF creator can set a PDF to open in Full Screen mode, or you can set the view yourself. Full Screen mode is often used for presentations, sometimes with automatic page advancement and transitions. The pointer remains active in Full Screen mode so that you can click links and open notes.
21 Workspace 2 Under Categories, select General. 3 In Basic Tools, choose the desired default setting from the Touch Mode menu. Change the PDF/A viewing mode PDF/A is an ISO standard for long-term archiving and preservation of electronic documents. Documents you scan to PDF are PDF/A-compliant. You can specify whether you want to view documents in this viewing mode. When you open a PDF/A compliant document in PDF/A viewing mode, the document is opened in Read mode to prevent modification.
22 Workspace • To show each of the documents in its own window, from the options menu , choose Show Documents Tiled or Show Documents Side By Side. To synchronize the relevant pages while showing the documents in their own windows, from the options menu, choose Synchronize Pages. • Click a page thumbnail to go directly to that page. To change the size of the page thumbnails, from the options menu, choose Thumbnail Size > [option].
23 Workspace Allow Documents To Hide The Menu Bar, Toolbars, And Window Controls Allows the PDF to determine whether the menu bar, toolbar, and window controls are hidden when the PDF is opened. Documents In Recently Used List Sets the maximum number of documents listed in the File menu. Save Settings Automatically Save Document Changes To Temporary File Every _ Minutes Determines how often Acrobat automatically saves changes to an open document.
24 Workspace Advance Every _ Seconds Specifies whether to advance automatically from page to page every set number of seconds. You can page through a document using mouse or keyboard commands even if automatic paging is selected. Full Screen Appearance Background Color Specifies the window’s background color in Full Screen mode. You can select a color from the color palette to customize the background color. Mouse Cursor Specifies whether to show or hide the pointer when Full Screen mode is in operation.
25 Workspace Messages From Adobe Show Me Messages When I Launch Acrobat Allows in-product marketing messages from Adobe to appear in the Welcome Screen when you launch the application without a document open. Click a message to get information about features, updates, or online services, or to open an element in the application, such as a task pane. Deselect the option to prevent in-product marketing messages from appearing.
26 Workspace Use Local Fonts Specifies whether the application uses or ignores local fonts installed on your system. When deselected, substitute fonts are used for any font not embedded in the PDF. If a font cannot be substituted, the text appears as bullets and an error message appears. Enhance Thin Lines When selected, clarifies thin lines in the display to make them more visible.
27 Workspace Setting accessibility preferences Change updating preferences How to use Acrobat XI on touch devices Learn about the new Touch mode for tablet and mobile devices. How to use Acrobat XI on touch devices 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.
28 Workspace Tool Windows/UNIX action Mac OS action Cycle through Multimedia tools: Flash, Video Shift+M Shift+M Edit Document Text tool T T Redaction Y Y Cycle through Touch Up tools: Touch Up Text, Shift+T Touch Up Reading Order, Touch Up Object Shift+T JavaScript Debugger Ctrl+J Command+J Insert Blank Pages tool Shift+Ctrl+T Shift+Command+T Insert Files Ctrl+Shift+I Delete pages Ctrl+Shift+D Open Output Preview ~ ~ Touch Up Reading Order tool (or if already selected, return fo
29 Workspace Keys for navigating a PDF Result Windows/UNIX Action Mac OS Action Previous screen Page Up or Shift+Enter Page Up or Shift+Return Next screen Page Down or Enter Page Down or Return First page Home or Shift+Ctrl+Page Up or Shift+Ctrl+Up Home or Shift+Command+Up Arrow Arrow Last page End or Shift+Ctrl+Page Down or Shift+Ctrl+Down Arrow End or Shift+Command+Down Arrow Previous page Left Arrow or Ctrl+Page Up Left Arrow or Command+Page Up Next page Right Arrow or Ctrl+Page Down
30 Workspace Result Windows Action Mac OS Action Select or deselect all files Ctrl+A or Shift+Ctrl+A Command+A or Shift+Command+A If in the body of the file list, extend the selection by adding the next row above or below the selected row Shift+Up Arrow or Shift+Down Arrow Shift+Up Arrow or Shift+Down Arrow Change whether the row with focus is in the selection Ctrl+Spacebar Command+Spacebar Move focus up or down one row without changing the selection Ctrl+Up Arrow or Ctrl+Down Arrow Command+U
31 Workspace Result Windows Action Mac OS Action Run the command in focus Spacebar or Enter Spacebar or Enter Navigate to the next item in the active panel Tab in the Create New Action, Edit Action, Create New Tool Set, or the Edit Tool Set dialog boxes Tab Navigate to the previous item in the active panel in the Create New Action, Edit Action, Create New Tool Set, and the Edit Tool Set dialog boxes Shift+Tab Shift+Tab Keys for general navigating Result Windows/UNIX Action Mac OS Action Move
32 Workspace Result Windows/UNIX Action Mac OS Action Search next document (with Search results displaying multiple files) Alt+Shift+Right Arrow (Windows only) Command+Shift+Right Arrow Select text (with Select tool selected) Shift+arrow keys Shift+arrow keys Select next word or deselect previous word (with Select tool selected) Shift+Ctrl+Right Arrow or Left Arrow Not available Keys for working with navigation panels Result Windows/UNIX Action Mac OS Action Open and move focus to navigation
33 Workspace Result Windows/UNIX Action Mac OS Action Move focus to the previous link within a pane Shift+Tab Not available Activate highlighted link Enter Not available Print Help topic Ctrl+P Command+P Result Windows Action Mac OS Action Change reading settings for the current document Shift+Ctrl+5 Shift+Command+5 Reflow a tagged PDF, and return to unreflowed view Ctrl+4 Command+4 Activate and deactivate Read Out Loud Shift+Ctrl+Y Shift+Command+Y Read only the current page out loud
34 Workspace The Page Navigation toolbar opens by default. The default toolbar contains frequently used tools: the Show Next Page , Show Previous Page , and Page Number. Like all toolbars, the Page Navigation toolbar can be hidden and reopened by choosing it in the Toolbars menu under the View menu.
35 Workspace 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. Note: Depending on how the bookmark was defined, clicking it may not take you to that location but perform some other action instead.
36 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.
37 Workspace 2 Double-click the Article icon to go to the beginning of that article. The icon changes to the Follow Article pointer . Note: If the Articles panel is blank, then the author has not defined any article threads for this PDF. 3 With the article thread open, do any of the following: • To scroll through the article one pane at a time, press Enter or click in the article. • To scroll backward through the article one pane at a time, Shift-click in the article, or press Shift+Enter.
38 Workspace A Marquee Zoom tool B Continuous 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. Or, simply clicking the Marquee Zoom tool increases the magnification by one preset level, centering on the point where you clicked.
39 Workspace • Drag the Marquee Zoom tool Zoom > Marquee Zoom) to define the area of the page that you want to fill the document pane. (View > • Drag the Continuous Zoom tool (also called Dynamic 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.
40 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.
41 Workspace You can also display buttons for each of these options in the Quick Tools toolbar by choosing View > > Show/Hide > Toolbar Items > Page Display, and selecting them in the menu. Note: In Single Page View, choosing Edit >Select All selects all text on the current page. In other layouts,Select All selects all text in the PDF. Rotate the page view You can change the view of a page in 90-degree increments. This changes the view of the page, not its actual orientation.
42 Workspace 3 Adjust the zoom level, as needed: • In Split view, click a pane to make it active, and change the zoom level for that pane only. • In Spreadsheet Split view, adjust the zoom level to change the displays in all four panes. 4 Scroll, as needed: • In Split view, click a pane to make it active, and scroll to change that pane only. • In Spreadsheet Split view, click a pane, and scroll vertically to change the views in the active pane and the pane beside it.
43 Workspace Internet Explorer 8 and 9 1 Open Internet Explorer, and choose Tools > Manage Add-ons. 2 Under Add-on Types, select Toolbars And Extensions. 3 In the Show menu, select All Add-ons. 4 In the list of add-ons, select Adobe PDF Reader. Note: If you do not see the Adobe PDF Reader add-on, try the other options on the menu. For example, on some systems, the add-on appears when you select Run Without Permission.
44 Workspace Google Chrome 1 Open Chrome, and go to: chrome://plugins 2 Locate the Adobe PDF plug-in, and do one of the following: • To have the Adobe PDF plug-in open PDFs in the browser, click Enable. • To use the Chrome PDF Viewer instead of the Adobe PDF viewer, click Disable for the Adobe PDF viewer. The Chrome PDF Viewer becomes enabled. • To have Chrome download PDFs instead of displaying them in the browser, shift-click Disable for the currently enabled viewer.
45 Workspace 3 Click the Enable or Disable button (it toggles depending on the status of the selected add-on): Enable sets plugin to open PDFs in the browser. Disable turns off the plugin so it does not open PDFs in the browser. For more information, see the Mozilla Firefox help topic Using a PDF Reader Plug-in. Apple Safari Make Acrobat or Reader the default viewer for PDFs 1 In the Finder, select a PDF, and choose File > Get Info. 2 Click the arrow next to Open With to expose the product menu.
46 Workspace 4 Click the Change All button. 5 When asked if you want to change all similar documents, click Continue.
47 Workspace 2 In the 'Preferences' window click on 'Security' and then click on 'Website Settings' button under 'Internet plug-ins' 3 Now select 'Adobe Reader' in the list of plugins. Under the option 'When visiting other Websites', in the drop down list select 'Allow Always' and click on 'Done' Note: This will set the browser to use the 'Adobe Reader' plugin to view pdfs Disable AdobePDFViewer plug-in You must have root user privileges to change the Safari plug-ins.
48 Workspace 4 Type /Library in the Go To The Folder field, and click Go. 5 Create a new folder in the Library folder, and name it Internet Plug-ins Disabled. 6 Open the Internet Plug-ins folder, and move both the AdobePDFViewer.plugin and the AdobePDFViewerNPAPI.plugin into the new Internet Plug-ins Disabled folder. Note: If both AdobePDFViewer plug-ins are still in the Internet Plug-ins folder, drag them now to the trash. You may be asked for your name and password.
49 Workspace Flash Player needed | Acrobat, Reader XI Why an alert about Flash Player? You need Flash Player to view Flash content in PDFs, PDF Portfolios, and other features. Adobe Reader and Acrobat no longer include Flash Player and features that require Flash now leverage the machine’s local copy of Flash. This new strategy allows users and administrators to manage Flash Player updates independently of Acrobat product updates.
50 Workspace 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. Turn the Snap To Grid option on or off Choose View > Show/Hide > Rulers & Grids > Snap To Grid.
51 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.
52 Workspace Measuring tool options To set measuring tool options, select the tool, then right-click anywhere in the PDF to view the 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.
53 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 Choose View > Show/Hide > Cursor Coordinates. 1 Move the pointer to view x and y coordinates.
54 Workspace You can specify the URL using the following options: • (Windows) URL of the repository; for example, http://mysharepointserver/mysite/mydoclib • (Windows) Complete UNC path; for example, \\mysharepointserver\mysite\mydoclib • Mapped network drives Check out a file from SharePoint The safest way to work on a PDF file that resides on an Office 365 or SharePoint Server is to check out the file. Other users cannot edit the file while you're working on it.
55 Workspace Check in When you complete your edits, you can check the file into the Office 365 or SharePoint server. Other users can see the changes. If versioning is enabled, Office 365 or SharePoint also manages version history for the file. 1 Choose File > SharePoint/Office 365 Server > Check In. The Check In dialog box appears. 2 If version numbering is enabled, the version information appears. Choose major version, minor version, or overwrite current version. 3 Enter the Version Comments.
56 Workspace 2 In the Security Settings, select Load Security Settings From A Server. 3 Type the server address in the URL field. 4 Select how often you want to check for security updates. 5 Select Ask Before Installing to receive notification before the server is checked for policy updates. Adobe Digital Editions Use the free Adobe® Digital Editions software to read and organize eBooks and other publications.
57 Workspace Open a PDF in a web browser When PDFs open in a web page, they open in Read mode. Read mode displays the PDF without the menus, panes, or toolbars visible. Near the bottom of the window, a floating toolbar appears with basic functionality for viewing document. • To show the toolbar, roll your cursor near the bottom of the window. • To page through the PDF, use the navigation buttons in the toolbar. • To close Read mode and display the work area, click the Acrobat icon in the toolbar.
58 Workspace Asian language PDFs You can use Acrobat to view, search, and print PDF documents that contain Asian text (Traditional and Simplified Chinese, Japanese, and Korean). You can also use these languages when you fill in forms, add comments, and apply digital signatures. Almost all of the Acrobat features are supported for Traditional and Simplified Chinese, Japanese, and Korean text if you install the respective Asian language font packs.
59 Workspace Common keyboard actions and functions Windows Mac OS Right-click Control-click Alt Option Ctrl+[character] Command+[character] Ctrl-click Option-click Ctrl-drag Option-drag My Computer [disk name] Windows Explorer Finder Open the Preferences dialog box To open the Preferences dialog box in Mac OS, choose Acrobat > Preferences. Expand a nested list Items such as bookmarks sometimes appear in nested lists that can be expanded or collapsed.
60 Workspace Open the Preferences dialog box To open the Preferences dialog box in Mac OS, choose Acrobat > Preferences. Expand a nested list Items such as bookmarks sometimes appear in nested lists that can be expanded or collapsed. To expand a list in Mac OS, click the right-pointing triangle to the left of the icon. Click the down-pointing triangle to collapse the list. To expand or collapse all items in a multilevel list, Option-click the triangle. PDFMaker PDFMaker is not available for Mac OS.
61 Workspace • The Loupe Tool window displays a magnified portion of the PDF that matches the area in an adjustable rectangle on the document pane. Resize a page to fit the window • To resize the page to fit entirely in the document pane, choose View > Zoom > Zoom To Page Level. • To resize the page to fit the width of the window, choose View > Zoom > Fit Width. Part of the page may be out of view. • To resize the page to fit the height of the window, choose View > Zoom > Fit Height.
62 Workspace 1 Click the area of the document you want to view in closer detail. A rectangle appears in the document, corresponding to the area shown in the Loupe Tool window. You can drag or resize the rectangle to change the Loupe tool view. 2 To change the magnification of the Loupe tool, do any of the following: • Drag the slider. • Click the plus or minus buttons. • Enter a value in the zoom text box. You can change the color of the Loupe tool rectangle.
63 Workspace Display off-screen areas of a magnified page When you zoom in to a high magnification, you may be able to see only part of a page. You can shift the view to show other areas of the page without changing the magnification level. ❖ Do either of the following: • Use the vertical scroll bars to move up and down the pages or the horizontal scroll bars to move across the page. • Select the Hand tool in the Common Tools toolbar and drag to move the page, as if moving a piece of paper on a table.
64 Workspace Note: The PDF opens with the page layout specified in Preferences unless a different page layout is specified in Document Properties (File > Properties > Initial View). The Document Properties setting overrides the Preferences setting. If using Document Properties, be sure to save and close the document for the change to take effect. Acrobat users can change the initial view, unless security settings prevent changes. Reader users cannot change the initial view.
65 Workspace Close a window ❖ Click the close box in the window. You are prompted to save any changes. Closing a window does not close a document if more than one window is open. Close all windows for a document ❖ Choose File > Close. You are prompted to save any changes before each window is closed.
66 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.
67 Workspace Note: If you do not see the Adobe PDF Reader add-on, try the other options on the menu. For example, on some systems, the add-on appears when you select Run Without Permission. 5 Click the Enable or Disable button (it toggles depending on the status of the selected add-on): Enable sets the Adobe PDF Reader add-on to open PDFs in the browser. Disable turns off the add-on so it does not open PDFs in the browser.
68 Workspace For more information, see the Google Chrome help topic Plug-ins. Mozilla Firefox 1 Choose Tools > Add-ons. 2 In the Add-ons Manager window, click the Plugins tab, then select the Acrobat or Reader plugin. 3 Click the Enable or Disable button (it toggles depending on the status of the selected add-on): Enable sets plugin to open PDFs in the browser. Disable turns off the plugin so it does not open PDFs in the browser.
69 Workspace For more information, see the Mozilla Firefox help topic Using a PDF Reader Plug-in. Apple Safari Make Acrobat or Reader the default viewer for PDFs 1 In the Finder, select a PDF, and choose File > Get Info. 2 Click the arrow next to Open With to expose the product menu. 3 Choose either Adobe Acrobat or Adobe Reader from the application menu.
70 Workspace 4 Click the Change All button. 5 When asked if you want to change all similar documents, click Continue.
71 Workspace 2 In the 'Preferences' window click on 'Security' and then click on 'Website Settings' button under 'Internet plug-ins' 3 Now select 'Adobe Reader' in the list of plugins. Under the option 'When visiting other Websites', in the drop down list select 'Allow Always' and click on 'Done' Note: This will set the browser to use the 'Adobe Reader' plugin to view pdfs Disable AdobePDFViewer plug-in You must have root user privileges to change the Safari plug-ins.
72 Workspace 4 Type /Library in the Go To The Folder field, and click Go. 5 Create a new folder in the Library folder, and name it Internet Plug-ins Disabled. 6 Open the Internet Plug-ins folder, and move both the AdobePDFViewer.plugin and the AdobePDFViewerNPAPI.plugin into the new Internet Plug-ins Disabled folder. Note: If both AdobePDFViewer plug-ins are still in the Internet Plug-ins folder, drag them now to the trash. You may be asked for your name and password.
73 Workspace Flash Player needed | Acrobat, Reader XI Why an alert about Flash Player? You need Flash Player to view Flash content in PDFs, PDF Portfolios, and other features. Adobe Reader and Acrobat no longer include Flash Player and features that require Flash now leverage the machine’s local copy of Flash. This new strategy allows users and administrators to manage Flash Player updates independently of Acrobat product updates.
74 Workspace 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. Turn the Snap To Grid option on or off Choose View > Show/Hide > Rulers & Grids > Snap To Grid.
75 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.
76 Workspace Measuring tool options To set measuring tool options, select the tool, then right-click anywhere in the PDF to view the 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.
77 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 Choose View > Show/Hide > Cursor Coordinates. 1 Move the pointer to view x and y coordinates.
78 Workspace Tool Windows/UNIX action Mac OS action Link tool L L Text Field tool F F Cycle through tools in forms authoring mode: Shift+F Text Field, Check Box, Radio Button, List Box, Dropdown Box, Button, Digital Signature, Barcode Shift+F 3D tool M M Cycle through Multimedia tools: Flash, Video Shift+M Shift+M Edit Document Text tool T T Redaction Y Y Cycle through Touch Up tools: Touch Up Text, Shift+T Touch Up Reading Order, Touch Up Object Shift+T JavaScript Debugger Ctrl+J
79 Workspace Result Windows/UNIX Action Mac OS Action Move focus to next comment or form field Tab Tab Move focus to previous comment or form field Shift+Tab Shift+Tab Open pop-up note (or text field in Comments Enter List) for comment that has focus Return Closes pop-up (or text field in Comments List) Esc for comment that has focus Esc Keys for navigating a PDF Result Windows/UNIX Action Mac OS Action Previous screen Page Up or Shift+Enter Page Up or Shift+Return Next screen Page Down
80 Workspace Result Windows Action Mac OS Action Press the Go Back button in a folder if focus is on the button. Enter or Spacebar Enter or Spacebar If pressed when focus is on a row in the file list Enter representing a subfolder, navigate to a subfolder, or open an attachment in Preview mode.
81 Workspace Result Windows Action Mac OS Action Close the pane that lists the tasks of an Action Ctrl+Shift+F4 Ctrl+Shift+F4 Open the menu and move the focus to the first menu option when focus is on a command with a submenu or submenu element with a flyout Spacebar or Enter Spacebar or Enter Move the focus back to the parent command button with a submenu or submenu element with a flyout Esc Esc Run the command in focus Spacebar or Enter Spacebar or Enter Navigate to the next item in the act
82 Workspace Result Windows/UNIX Action Mac OS Action Move to next search result and highlight it in the document F3 F3 Search previous document (with Search results displaying multiple files) Alt+Shift+Left Arrow (Windows only) Command+Shift+Left Arrow Search next document (with Search results displaying multiple files) Alt+Shift+Right Arrow (Windows only) Command+Shift+Right Arrow Select text (with Select tool selected) Shift+arrow keys Shift+arrow keys Select next word or deselect previou
83 Workspace Result Windows/UNIX Action Mac OS Action Move to next pane Ctrl+Tab See Help for your default browser Move to previous pane Shift+Ctrl+Tab See Help for your default browser Move focus to the next link within a pane Tab Not available Move focus to the previous link within a pane Shift+Tab Not available Activate highlighted link Enter Not available Print Help topic Ctrl+P Command+P Result Windows Action Mac OS Action Change reading settings for the current document Shift+
84 Workspace Page through a document There are many ways to turn pages in a PDF. Many people use the buttons on the Page Navigation toolbar, but you can also use arrow keys, scroll bars, and other features to move forward and backward through a multipage PDF. The Page Navigation toolbar opens by default. The default toolbar contains frequently used tools: the Show Next Page , Show Previous Page , and Page Number.
85 Workspace 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. Note: Depending on how the bookmark was defined, clicking it may not take you to that location but perform some other action instead.
86 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.
87 Workspace 2 Double-click the Article icon to go to the beginning of that article. The icon changes to the Follow Article pointer . Note: If the Articles panel is blank, then the author has not defined any article threads for this PDF. 3 With the article thread open, do any of the following: • To scroll through the article one pane at a time, press Enter or click in the article. • To scroll backward through the article one pane at a time, Shift-click in the article, or press Shift+Enter.
88 Workspace If more than one document is open, you can switch between documents by choosing the document name from the Window menu. 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.
89 Workspace Allow Speculative Downloading In The Background Choose to allow the browser to continue downloading PDF pages from the web, even after the first page displays. Connection Speed Choose a connection speed from the menu. The connection speed helps Acrobat or other media provide a smooth display when content is read on the Internet. Internet Settings [or Network Settings] Click to open the Internet or network connection dialog box or panel for your computer.
90 Workspace 4 Select how often you want to check for security updates. 5 Select Ask Before Installing to receive notification before the server is checked for policy updates. Adobe Digital Editions Use the free Adobe® Digital Editions software to read and organize eBooks and other publications.Adobe Digital Editions is a separate web-based rich Internet application (RIA) that replaces the eBooks features in previous versions of Acrobat.
91 Workspace The pointer remains active in Full Screen mode so that you can click links and open notes. There are two ways to advance through a PDF in Full Screen mode. You can use keyboard shortcuts for navigational and magnification commands, and you can set a Full Screen preference to display Full Screen navigation buttons that you click to change pages or exit Full Screen mode. Set the Full Screen navigation bar preference 1 In the Preferences dialog box under Categories, select Full Screen.
92 Workspace Change the PDF/A viewing mode PDF/A is an ISO standard for long-term archiving and preservation of electronic documents. Documents you scan to PDF are PDF/A-compliant. You can specify whether you want to view documents in this viewing mode. When you open a PDF/A compliant document in PDF/A viewing mode, the document is opened in Read mode to prevent modification. A message is displayed in the document message bar. You will be unable to make changes and add annotations to the document.
93 Workspace • Drag the splitter bar at the bottom of the Compare panel up to show thumbnails of the old document. Click a thumbnail from the old document to open it in a new window. Document Description options Reports, Spreadsheets, Magazine Layouts Compares the content as one continuous text body, from end to end. Presentation Decks, Drawings Or Illustrations Looks at each slide or page as a mini-document, and matches ones that are similar. Then compares the content of each matching document.
94 Workspace Save Settings Automatically Save Document Changes To Temporary File Every _ Minutes Determines how often Acrobat automatically saves changes to an open document. Save As Optimizes For Fast Web View Restructures a PDF document for page-at-a-time downloading from web servers. PDF/A View Mode View Documents In PDF/A Mode Specifies when to use this viewing mode: Never, or Only For PDF/A Documents.
95 Workspace Full Screen Appearance Background Color Specifies the window’s background color in Full Screen mode. You can select a color from the color palette to customize the background color. Mouse Cursor Specifies whether to show or hide the pointer when Full Screen mode is in operation. Full Screen Transitions Ignore All Transitions Removes transition effects from presentations that you view in Full Screen mode.
96 Workspace Note: Transactional messages, which facilitate the Adobe Online Service, cannot be turned off. Application Startup Show Splash Screen (Mac OS) Determines whether the application startup screen appears each time the application starts. Use Only Certified Plug-Ins Ensures that only Adobe-certified third-party plug-ins are loaded. The notation Currently in Certified Mode indicates either Yes or No depending on its status.
97 Workspace Use Page Cache Places the next page in a buffer before the current page is viewed to reduce the time required to page through a document. Use 2D Graphics Acceleration (Windows only) (Appears only if your computer hardware supports 2D graphics acceleration.) Speeds up zooming, scrolling, and redrawing of page content, and speeds the rendering and manipulation of 2D PDF content. This option is selected by default.
98 Workspace Working with online accounts Acrobat and Reader let you open and save files to online file management services such as Adobe.com, Microsoft Office 365, and Microsoft SharePoint. You can access PDF files hosted on these online services either through their web interface or directly in Adobe Acrobat or Adobe Reader. Note: Your SharePoint administrator must configure the SharePoint server to enable editing of PDF documents. See this TechNote for details.
99 Workspace 2 A dialog box displays the filename and location. Click one of the following: • Check Out and Open • Open, to open the file without checking it out Note: If you are required to sign in to the SharePoint server, enter your user name and password when prompted. Cancel checkout You can discard the checked-out version of a PDF file if you don’t want to save your changes. 1 Choose File > SharePoint/Office 365 Server > Discard Check Out. 2 A confirmation message appears. Click OK.
100 Workspace A Menu bar B Toolbars C Navigation pane (Bookmarks panel displayed) D Document pane E Task panes Note: Some, but not all, PDFs appear with a document message bar. PDF Portfolios appear with a specialized work area. Welcome Screen The Welcome Screen is a window in the document pane that appears when no document is open. You can quickly access the recently opened files, open a file, and launch some commonly used workflows with a single click.
101 Workspace Note: In Mac OS, you can turn off the Welcome Screen by setting a preference. Choose Acrobat/Reader > Preferences. In the Categories on the left, click General. In the Application Startup section, deselect Show Welcome Screen. There is no similar option in Windows. 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.
102 Workspace A Create button B Quick Tools toolbar C Common Tools toolbar D Page Navigation commands E Select & Zoom commands F Page Display commands Position the pointer over a tool to see a description of the tool. All tools are identified by name in the View > Tools menu and View > Show/Hide > Toolbar Items menu. Quick tools You can add tools you use frequently from the Tools and Comment panes to the Quick Tools toolbar. 1 In the Quick Tools toolbar, click the Customize Quick Tools button .
103 Workspace Hide and show toolbars When your work does not involve using the tools in a toolbar, you can close the toolbar to tidy up the work area. If several PDFs are open, you can customize the toolbars for each PDF independently. The different customized states persist as you switch between PDFs. • To hide all toolbars, choose View > Show/Hide > Toolbar Items > Hide Toolbars. • To return toolbars to their default configuration, choose View > Show/Hide > Toolbar Items > Reset Toolbars.
104 Workspace Create a tool set 1 Choose Customize > Create New Tool Set. 2 To customize the Quick Tools Toolbar, do any of the following: • To add a tool to the toolbar, click the panel on the left, select the tool, and click the Add To Toolbar • To remove a tool from the toolbar set, select its icon, and click the Delete icon. • To change a tool’s position in the toolbar, select its icon, and click either the move left .icon.
105 Workspace A Arrange or delete tools in Quick Tools Toolbar B Add custom panels, instructions, or divider line between tools C Rename, arrange, or delete tools or panels D Add to Quick Tools Toolbar above or Custom Tools pane on right 3 To customize the Tools pane, do any of the following: • To add a panel to the Custom Tools pane, click the panel on the left, and then click the Add To Tools Pane icon. • To create your own panel, click the Add Panel icon on the right.
106 Workspace Edit, delete, rename, or share tool sets Use the Manage Tool Sets dialog box to edit, rename, copy, delete, rearrange, or share tool sets. You can specify the order the tool sets appear in the Customize menu by moving them up or down in the list. You can share tool sets with your workgroup using the Import and Export options. • Choose Customize > Manage Tool Sets. Navigation pane The navigation pane is an area of the workspace that can display different navigation panels.
107 Workspace Document message bar The document message bar appears only in certain types of PDFs. Typically, you see this area when you open a PDF form, a PDF that has been sent to you for signing or review, a PDF with special rights or security restrictions, or a PDF that is compliant with PDF/A standards. The document message bar appears immediately below the toolbar area. To on the left side of the work area.
108 Workspace Set preferences Many program settings are specified in the Preferences dialog box, including settings for display, tools, conversion, signatures, and performance. Once you set preferences, they remain in effect until you change them. Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). 1 Under Categories, select the type of preference you want to change.
109 Workspace • The Acrobat folder, which contains preferences for forms (MRUFormsList), collaboration (OfflineDocs), and color settings (AcrobatColor Settings.csf) 3 Restart Acrobat If the problem recurs after you restore the Acrobat preferences files, then the problem isn’t related to preferences files. To restore custom settings, drag the files you moved in step 2 back to their original location. Then click OK to the alert “A newer item named ‘[filename]’ already exists in this location.
110 Chapter 3: Creating PDFs Create PDFs with Acrobat There are various ways to create a PDF file using Acrobat. Generate a PDF quickly by using menu commands, clicking files onto the Acrobat application icon, or converting clipboard data. This document provides instructions for Acrobat XI. If you're using Adobe Reader, see What can I do with Adobe Reader. if you're using Acrobat X, see Acrobat X Help. And, if you're using Adobe Acrobat 7, 8, or 9, see previous versions of Acrobat Help.
111 Creating PDFs 3 Optionally, click Settings to change the conversion options if you're converting an image file to PDF. The options available vary depending on the file type. Note: The Settings button is unavailable if you choose All Files as the file type or if no conversion settings are available for the selected file type. (For example, the Settings button is unavailable for Microsoft Word and Microsoft Excel files.) 4 Click Open to convert the file to a PDF.
112 Creating PDFs If a message appears saying that the file could not be opened in Acrobat, then that file type cannot be converted to PDF by the drag-and-drop method. Use one of the other conversion methods for that file. Note: You can also convert PostScript and EPS files to PDF by dragging them onto the Acrobat window or the Acrobat application icon. 3 Save the PDF. (Windows only) You can also right-click a file in Windows Explorer and choose Convert to Adobe PDF.
113 Creating PDFs This process can be useful for creating a one-page PDF. 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 XI, close all open documents. 2 Do one of the following: • (Windows) Choose Tools > Pages >More Insert Options > Insert Blank Page. • (Mac OS) Press Command+Shift+Q. A blank single-page PDF is created.
114 Creating PDFs How to create mobile-ready PDF files How to work with files in the cloud Learn how you can open or save PDFs to Acrobat.com. How to work with files in the cloud Create 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.
115 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.
116 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.
117 Creating PDFs View Adobe PDF Result Opens the converted document directly into Acrobat. (Exception: when you choose Convert To Adobe PDF And Email.) Prompt For Adobe PDF File Name Lets you enter a custom filename for the resulting PDF. Deselect this option to save the file in the same folder as the source file, using the same name but with a .pdf extension. Convert Document Information Adds document information from the Properties dialog box of the source file.
118 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.
119 Creating PDFs You can convert one currently open email message to PDF (not to a PDF Portfolio) by choosing File > Print, and selecting Adobe PDF as the printer in the Print dialog box. The PDFMaker conversion settings do not affect this process. Specify whether email messages become merged PDFs or PDF Portfolios 1 Do one of the following: • (Outlook) Choose Adobe PDF > Change Conversion Settings. • (Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings.
120 Creating PDFs 4 (Outlook only) If a message appears, alerting you that the existing PDF was created using an earlier version of PDFMaker, do one of the following: • To create a PDF Portfolio from the original PDF archive, click Yes, and select a name and location for the new archive. (The default name adds _Portfolio to the original PDF filename.) When the conversion is complete and the Creating Adobe PDF dialog box closes, the new archive opens in Acrobat. • Click No to cancel the process.
121 Creating PDFs • To start archiving email immediately, click Run Archival Now. Create PDFs from Word mail merges Mail merges from Word generate documents like form letters—for one common example—that are personalized with information like the names and addresses of the recipients. With Acrobat PDFMaker, you can save steps by using a Word mail merge document and corresponding data file to output mail merges directly to PDF.
122 Creating PDFs PDFs from Microsoft Project (Acrobat Pro) There are specific differences to be aware of when you create PDFs from files authored in Microsoft Project. You can create PDFs of only the current selected view. Views designated as non-printable in Project cannot be converted to PDF.
123 Creating PDFs Note: If you select Retain Some Layers In The Selected Page, you’ll be prompted to choose which Visio layers to include. 7 Click Convert To Adobe PDF, specify a location and filename, and click Save. Select Visio layers to convert (Acrobat Pro) You can convert a Visio drawing that contains layers to a PDF and retain some or all of the layers in the resulting PDF, or you can flatten the layers.
124 Creating PDFs 2 (Optional) From the Files Of Type menu, select Autodesk AutoCAD, then click the Settings button and change the conversion settings as needed. The settings are the same as the AutoCAD-specific Acrobat PDFMaker settings, with the following additions: Convert Model Space To 3D When selected, the model space layout is converted to a 3D annotation in the PDF. Click Choose 3D Settings to specify 3D conversion options.
125 Creating PDFs Note: To change the On, Frozen, or Plot properties for a layer, click Cancel, change the properties in the AutoCAD drawing, and restart the procedure. 3 To select the AutoCAD layers to convert, do any of the following: • Choose a previously saved set of layers from the PDF Layer Settings menu. • Select one or more layers from the Layers In Drawing List. • To convert all of the layers in the drawing, click Add All Layers, and go to step 5.
126 Creating PDFs 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. Create Bookmarks Converts certain elements in original Office documents to PDF bookmarks: Word headings, Excel worksheet names, or PowerPoint titles.
127 Creating PDFs Embed Index For Faster Search Creates an embedded index, which speeds up searches, especially when you convert large numbers of email messages or message folders. Block Download Of External Content When selected, prevents the downloading of any external Internet content, such as images, CSS, and JavaScript. Page Layout options Specifies page properties, like the properties found in the Print dialog box: page dimensions, orientation, and margins.
128 Creating PDFs Include When deselected, does not include the comments in the PDF. Notes Open Specifies whether the PDF comment windows automatically open or are closed for that reviewer’s comments. Color Shows the color for that reviewer’s comment icons. Clicking the color icon repeatedly cycles through a limited set of available colors. # Of Comments Shows the number of comments that the reviewer made.
129 Creating PDFs In Windows, you can either use the Autodetect Color Mode and let Acrobat determine the paper document’s content type, or use other presets (Black & White Document, Grayscale Document, Color Image, and Color Document) based on your judgment. You can configure the scanning presets or use the Custom Scan option to scan with the settings of your choice. Note: Preset scanning is available only for scanner drivers that support Hide Scanner’s Native Interface mode.
130 Creating PDFs Scanning options Scanner Select an installed scanner. You must have the manufacturer scanning software installed on your computer. In Windows only, click the Options button to specify scanner options. Presets Select a Preset to modify. Sides Specify single or double-sided scanning. If you select Both Sides and the settings of the scanner are for only one side, the scanner setting overrides the Acrobat settings.
131 Creating PDFs User Interface The Hide Scanner’s Native Interface option bypasses the windows and dialog boxes provided by the scanner manufacturer. Instead, scanning starts directly with the settings specified in the Custom Scan settings. Invert Black And White Images This option creates positive images from black-and-white negatives, for example.
132 Creating PDFs Scanning tips • Acrobat scanning accepts images between 10 dpi and 3000 dpi. If you select Searchable Image or ClearScan for PDF Output Style, input resolution of 72 dpi or higher is required. Also, input resolution higher than 600 dpi is downsampled to 600 dpi or lower.
133 Creating PDFs 4 In the Recognize Text - General Settings dialog box, specify the options, and then click OK. Recognize Text - General Settings dialog box Primary OCR Language Specifies the language for the OCR engine to use to identify the characters. PDF Output Style Determines the type of PDF to produce. All options require an input resolution of 72 dpi or higher (recommended). All formats apply OCR and font and page recognition to the text images and convert them to normal text.
134 Creating PDFs Creating PDFs with Acrobat Distiller Acrobat Distiller overview In Acrobat Distiller, you can select settings used to convert documents to PDFs, security options, and font information. You also use the Acrobat Distiller window to monitor the jobs you’ve lined up for PDF conversion. A Menus B Adobe PDF settings files C Files in job queue D Failed job E Context menu F Status window To convert PostScript files automatically in Acrobat Pro, set up a watched folder in Distiller.
135 Creating PDFs 3 Open the PostScript file and start the conversion process, using either method: • Choose File > Open, select a PostScript file, and click Open. • Drag one or more PostScript files from the desktop to the Acrobat Distiller window. Click Pause before doing step 3 if you want to review the queue before Distiller starts converting the files. Change the queue during processing Do any of the following: • To temporarily stop processing the current job, click Pause.
136 Creating PDFs Guidelines for creating PostScript files If you want to fine-tune the creation of the PDF with Distiller parameters or pdfmark operators, first create a PostScript file and then convert that file to PDF. For more information about the Adobe Acrobat XI SDK, see the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (English only). In authoring applications such as Adobe InDesign, use the Print command with the Adobe PDF printer to convert a file to PostScript.
137 Creating PDFs 3 To define security options for a folder, select the folder and click Edit Security. Click OK to return to the Watched Folders dialog box. Note: A security icon is prepended to any folder name for which security is set. To return a folder to the original options selected in the Distiller window, select the folder, and click Clear Security.
138 Creating PDFs • In an Adobe Creative Suite® application, choose File > Print, select Adobe PDF as the target printer, and click Print Settings (Photoshop) or Setup > Preferences (InDesign). • (Windows) In Office 2007 or later applications, choose Acrobat > Preferences. • (Windows) In another authoring application or utility, choose Adobe PDF > Change Conversion Settings. 2 Choose a preset from the Default Settings (or Conversion Settings) menu.
139 Creating PDFs PDF/X-1a uses PDF 1.3, downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi. It embeds subsets of all fonts, creates untagged PDFs, and flattens transparency using the High Resolution setting. Note: The PDF/X1-a:2003 and PDF/X-3 (2003) presets are placed on your computer during installation. However, they aren’t available until you move them from the Extras folder to the Settings folder. PDF/X-4 (2007) (Acrobat Pro) This preset is based on PDF 1.
140 Creating PDFs The most widely used standards for a print publishing workflow are several PDF/X formats: PDF/X-1a, PDF/X-3, and (in 2008) PDF/X-4. The most widely used standards for PDF archiving are PDF/A-1a and PDF/A-1b (for less stringent requirements). Currently, the only version of PDF/E is PDF/E-1. For more information on PDF/X, PDF/E, and PDF/A, see the ISO and AIIM websites. For details on creating and working with PDF/A files, see www.adobe.com/go/learn_acr_pdfa_en.
141 Creating PDFs The custom file is saved in (Windows) /Documents and Settings/[user name]/Application Data/Adobe/Adobe PDF/Settings, (Vista) User/[user name]/AppData/Roaming/Adobe/Adobe PDF/Settings, or (Mac OS) Users/[user name]/Library/Application Support/Adobe PDF/Settings. Delete custom Adobe PDF settings files 1 In Acrobat Distiller, choose Settings > Remove Adobe PDF Settings. 2 Select the custom file and click Remove.
142 Creating PDFs Default Page Size Specifies the page size to use when one is not specified in the original file. EPS files give a bounding box size, not a page size. Images panel options The options in the Images panel specify compression and resampling for color, grayscale, and monochrome images. You may want to experiment with these options to find an appropriate balance between file size and image quality. The resolution setting for color and grayscale images should be 1.
143 Creating PDFs Fonts panel options The Fonts options specify which fonts to embed in a PDF, and whether to embed a subset of characters used in the PDF. You can embed OpenType®, TrueType, and PostScript fonts. Fonts that have license restrictions are listed with a lock . If you select a font that has a license restriction, the nature of the restriction is described in the Adobe PDF icon Options dialog box.
144 Creating PDFs Tag (Or Convert) Everything For Color Management Tags color objects with an ICC profile and calibrates colors, making them device-independent in PDFs compatible with Acrobat 4.0 (PDF 1.3) and later. Converts devicedependent color spaces in images (RGB, Grayscale, and CMYK) to device-independent color spaces (CalRGB, CalGray, and Cie L*a*b) in Acrobat 3.0 (PDF 1.2) compatible PDFs.
145 Creating PDFs Remove Deletes any applied transfer functions. Applied transfer functions should be removed, unless the PDF is to be output to the same device that the source PostScript file was created for. Preserve Retains the transfer functions traditionally used to compensate for dot gain or dot loss that may occur when an image is transferred to film. Dot gain or loss occurs when the ink dots that make up a printed image are larger or smaller than in the halftone screen.
146 Creating PDFs Save Portable Job Ticket Inside PDF File Preserves a PostScript job ticket in a PDF. Job tickets describe the PostScript file and can be used later in a workflow or for printing the PDF. Use Prologue.ps and Epilogue.ps Sends a prologue and epilogue file with each job. These files can be used to add custom PostScript code that you want to have executed at the beginning or end of every PostScript job being converted. Sample Prologue.ps and Epilogue.
147 Creating PDFs Note: If you set up a watched folder for creating PDF/A-compliant files in Acrobat Pro, do not add security to the folder. The PDF/A standard does not allow encryption. Compliance Standard Produces a report that indicates whether the file complies with the standard you select, and if not, what problems were encountered. The .log file appears at the bottom of the dialog box. Note: PDFs that complied with both PDF/X-1a and PDF/X-3 standards in Acrobat 6.0 default to PDF/X-1a in Acrobat XI.
148 Creating PDFs Note: Acrobat 8.0 and 9.0 also use PDF 1.7. Acrobat 4.0 (PDF 1.3) Acrobat 5.0 (PDF 1.4) Acrobat 6.0 (PDF 1.5) Acrobat 7.0 (PDF 1.6) and Acrobat X (PDF 1.7) PDFs can be opened with Acrobat PDFs can be opened with Acrobat 3.0 and Acrobat Reader 3.0 and 3.0 and Acrobat Reader 3.0 and later. later. However, features specific to later versions may be lost or not viewable. Most PDFs can be opened with Acrobat 4.0 and Acrobat Reader 4.0 and later.
149 Creating PDFs 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. Line art is described with a mathematical equation and is usually created with a drawing program such as Adobe Illustrator. Images—whether color, monochrome, or grayscale—are described as pixels and are created with applications like Adobe Photoshop or by scanning.
150 Creating PDFs 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. Acrobat supports only 8-bit ZIP compression, which is lossless; that is, data is not removed to reduce file size, so image quality is not affected.
151 Creating PDFs More Help topics PDF/X- and PDF/A-compliant files (Acrobat Pro) Find PostScript font names Overview of PDF creation What’s the best way to create a PDF? You create a PDF by converting other documents and resources to Portable Document Format. You can usually choose from several PDF creation methods, depending on the type of file you start with and your requirements for the PDF.
152 Creating PDFs 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 or Adobe PDF ribbon. Save AsAdobe PDF (Mac OS) Within the authoring application, choose File > Print > PDF > Adobe PDF. Adobe PDF printer (Windows only) Within the authoring application, in the Print dialog box. Drag and drop On the desktop or from a folder.
153 Creating PDFs Context menu On the desktop or in a folder, by right-clicking. 3D files (Acrobat Pro) Create menu Within Acrobat Pro, by choosing PDF From File. Drag and drop On the desktop or from a folder. Adobe Presenter slideshows Adobe PDF Within Microsoft PowerPoint, choose Adobe Presenter > Publish. 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.
154 Creating PDFs Note: (Windows) For Microsoft Office documents, the Adobe PDF printer does not include some of the features that are available from PDFMaker. For example, you cannot create bookmarks and hyperlinks using the Adobe PDF printer. If you’re creating a PDF from a Microsoft Office document and you want to use these features, use PDFMaker. The Adobe PDF printer creates untagged PDFs.
155 Creating PDFs PDF-specific options appear on the Adobe PDF Settings tab. The Paper Quality tab and Layout tab contain other familiar options for the paper source, printer ink, page orientation, and number of pages per sheet. Note: Printing Preferences are different from printer Properties. The Preferences include Adobe PDF-specific options for the conversion process; the Properties dialog box contains tabs of options that are available for any type of printer.
156 Creating PDFs 5 Select Adobe PDF Port (Windows XP) or Adobe PDF Port Monitor (Vista/Windows 7) from the list of available port types, and click New Port. 6 Select a local folder for PDF output files, and click OK. Then click Close to quit the Printer Ports dialog box. 7 In the Adobe PDF Properties dialog box, click Apply, and then click OK. For best results, select a folder on the same system where Distiller is installed.
157 Creating PDFs 4 Specify the name, height, width, and margins. The unit of measurement depends on the system language. Use the custom page size 1 Choose File > Print. 2 Click the Page Setup button. 3 Select the new custom page size from the Paper Size menu.
158 Creating PDFs If you have difficulty copying and pasting text from a PDF, first check if the problem font is embedded (File > Properties > Font tab). For an embedded font, try changing the point where the font is embedded, rather than sending it inside the PostScript file. Distill the PDF without embedding that font. Then open the PDF in Acrobat and embed the font using the Preflight fixup.
159 Creating PDFs Find PostScript font names If you need to enter a font name manually on the Fonts panel of the Adobe PDF Settings dialog box, you can use a PDF to find the exact spelling of the name. 1 Use any application to create a one-page document with the font. 2 Create a PDF from the document. 3 Open the PDF in Acrobat, and choose File > Properties > Fonts.
160 Creating PDFs Convert web pages to PDF in Internet Explorer, Google Chrome, and Firefox (Windows) Acrobat installs an Adobe PDF toolbar in Internet Explorer (version 7.0 or later), Google Chrome, and Firefox (version 3.5 or later). Using the commands on this toolbar, you can convert the currently displayed web page to PDF in various ways. For example, you can convert the entire web page or selected areas of it. Or, you can create a PDF or append the converted web page to an existing PDF.
161 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 (Internet Explorer) or Convert Selection to Adobe PDF (Firefox). Then select a name and location for the PDF. • To append the selected content to another PDF, choose Append To Existing PDF(Internet Explorer) or Append Selection to Existing PDF (Firefox). Then locate and select the PDF to which the selection will be added.
162 Creating PDFs Note: You can view PDF pages while they are downloading; however, you cannot modify a page until the download process is complete. 7 If you closed the Download Status dialog box, choose Tools > Document Processing > Web Capture > Bring Status Dialogs To Foreground to see the dialog box again. You do not need to wait for the conversion to complete before adding more requests. While a conversion is in progress, you can convert another page to PDF and that gets added to the queue.
163 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, Google Chrome, 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.
164 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.
165 Chapter 4: Editing PDFs Edit text in PDFs Easily correct, update, and add text to PDF files. Reflow paragraphs and correct typos— without returning to your original source document. Use the Typewriter too to fill in noninteractive PDF forms or sign PDFs. This document provides instructions for Acrobat XI. If you're using Adobe Reader, see What can I do with Adobe Reader. If you're using Acrobat X, see Acrobat X Help. And, if you're using Acrobat 7, 8, or 9, see previous versions of Acrobat Help.
166 Editing PDFs 2 Select the text you want to edit. 3 Edit the text by doing one of the following: • Type new text to replace the selected text, or press Delete to remove it. • Select a font, font size, or other formatting options under Format in the Content Editing panel. Click the plus sign to expand the panel and expose the advanced options: line spacing, character spacing, horizontal scaling, stroke width, and color.
167 Editing PDFs Add to a numbered or bulleted list You can add items to a numbered or bulleted list. 1 Choose Tools > Content Editing > Edit Text & Images . 2 Select the item in the numbered or bullet list above where you want to insert new text. 3 Right-click the text box, and choose Add List Item from the menu that appears. 4 Select the text in the new list item, and type the replacement text. 5 To change the number of a newly added list item, select the number, and type the new number.
168 Editing PDFs Add, edit, or move text on noninteractive forms or when signing (Typewriter tool) Organizations sometimes provide PDF versions of their paper forms without interactive form fields (called "flat forms"). Use the Add Text tool on the Sign panel to fill in non-interactive forms or to add text to documents you need to sign. Text added with this tool is actually a comment and does not change the original PDF. (The Add Text tool is often called the Typewriter tool.
169 Editing PDFs Note: For Reader 10.1.1 or earlier, the Add Text tool is available only when the PDF author has explicitly enabled it. To allow all Reader users to add text to a PDF (Acrobat Pro only), open the PDF and choose File > Save As Other > Reader Extended PDF > Enable Adding Text in Documents. Add text to a noninteractive (flat form) PDF 1 Choose Sign > I Need to Sign > Add Text to open the Add Text toolbar. 2 Click where you want to add text.
170 Editing PDFs How to edit text in a PDF Learn how to edit text in Acrobat XI. How to edit text in a PDF How to edit images in PDF files Learn how to edit images in Acrobat XI. How to edit images in PDF files Rotate, move, delete, and renumber PDF pages To manipulate pages in a PDF, make sure that you have permissions to edit the PDF. To check, choose File > Properties, and then click the Security tab. Permissions appear in the Document Restrictions Summary.
171 Editing PDFs To temporarily change your view of the page, choose View > Rotate View > Clockwise or Counterclockwise. The original page orientation is restored the next time you open the PDF. Extract pages Extraction is the process of reusing selected pages of one PDF in a different PDF. Extracted pages contain not only the content but also all form fields, comments, and links associated with the original page content.
172 Editing PDFs 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. Top-level Bookmarks If the document includes bookmarks, creates one document for every top-level bookmark. 3 To specify a target folder for the split files and filename preferences, click Output Options.
173 Editing PDFs Move or copy a page within a PDF, using page thumbnails 1 Click the Page Thumbnails button in the Navigation pane to open the Page Thumbnails panel, and select one or more page thumbnails. 2 Do one of the following: • To move a page, drag the page number box of the corresponding page thumbnail or the page thumbnail itself to the new location. A bar appears to show the new position of the page thumbnail. The pages are renumbered.
174 Editing PDFs Delete pages, using the Delete command Note: You cannot undo the Delete command. 1 Choose Tools > Pages > Delete. 2 Enter the page range to be deleted, and click OK. You cannot delete all pages; at least one page must remain in the document. If you select Use Logical Page Numbers in the Page Display panel of the Preferences dialog box, you can enter a page number in parentheses to delete the logical equivalent of the page number.
175 Editing PDFs Replace the contents of a page 1 Open the PDF that contains the pages you want to replace. 2 Choose Tools > Pages > Replace. 3 Select the document containing the replacement pages, and click Select. 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.
176 Editing PDFs The pages you selected in the first document replace the same number of pages in the second document, starting at the page number you selected to drop the new pages on. Renumber pages The page numbers on the document pages do not always match the page numbers that appear below the page thumbnails and in the Page Navigation toolbar. Pages are numbered with integers, starting with page 1 for the first page of the document.
177 Editing PDFs 4 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. How to edit a scanned PDF file Learn how to edit a PDF created from a scanned document.
178 Editing PDFs Rotate, flip, crop (clip), or replace an image 1 Choose Tools > Content Editing > Edit Text & Images . 2 Select the image (or images). 3 Under Format in the Content Editing panel, click one of the following tools: Flips the image vertically, on the horizontal axis. Flip Vertical Flips the image horizontally, on the vertical axis. Flip Horizontal Rotate Counterclockwise Rotate Clockwise Crop Image Rotates the selected image ninety degrees in the counterclockwise direction.
179 Editing PDFs • Transparency information is preserved only for masks that are specified as index values in an indexed color space. • If you are working in Photoshop, flatten the image. • Image masks are not supported. • If you change image modes while editing the image, you may lose valuable information that can be applied only in the original mode. 5 In the editing application, choose File > Save. The object is automatically updated and displayed in the PDF when you bring Acrobat to the foreground.
180 Editing PDFs 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.
181 Editing PDFs Open To Page Specifies the page that appears when the document opens. Note: Setting Default for the Magnification and Page Layout options uses the individual users’ settings in the Page Display preferences. Window Options Determine how the window adjusts in the screen area when a user opens the document. These options apply to the document window itself in relationship to the screen area of the user’s monitor.
182 Editing PDFs More Help topics View document properties Set the page layout and orientation PDFs converted to web pages Links and bookmarks in web pages You can work with a PDF document created from web pages the same way you work with any other PDF. Depending on how you configured Acrobat, clicking a link on a converted web page adds the page for that link to the end of the PDF, if it isn’t already included. Note: Remember that one web page can become multiple PDF pages.
183 Editing PDFs PDF properties and metadata View document properties When you view a PDF, you can get information about it, such as the title, the fonts used, and security settings. Some of this information is set by the person who created the document, and some is generated automatically. In Acrobat, you can change any information that can be set by the document creator, unless the file has been saved with security settings that prevent changes. 1 Choose File > Properties.
184 Editing PDFs You can include prepress information, such as trapping, for the document. You can define print presets for a document, which prepopulate the Print dialog box with document-specific values. You can also set reading options that determine how the PDF is read by a screen reader or other assistive device. Add a description to Document Properties You can add keywords to the document properties of a PDF that other people might use in a search utility to locate the PDF.
185 Editing PDFs Edit or append document metadata 1 Choose File > Properties, click the Description tab, and then click Additional Metadata. 2 Select Advanced from the list on the left. 3 To edit the metadata, do any of the following, and then click OK. • To add previously saved information, click Append, select an XMP or FFO file, and click Open. • To add new information and replace the current metadata with information stored in an XMP file, click Replace, select a saved XMP or FFO file, and click Open.
186 Editing PDFs View object metadata (Acrobat Pro) Choose Tools > Content Editing >Edit Text & Image tool. 1 Select an object, right-click the selection, and choose Show Metadata. (If Show Metadata is unavailable, the image has no metadata associated with it.) View and edit Visio object metadata Choose Tools > Analyze > Object Data Tool. 1 Double-click an object on the page to show its metadata. The Model Tree opens and shows a hierarchical list of all structural elements.
187 Editing PDFs In Acrobat Pro, you can rename, flatten, and merge layers, change the properties of layers, and add actions to layers. You can also rearrange layers, import layers from image files and other PDFs, and lock layers to prevent them from being hidden. Acrobat Pro does not allow you to author layers that change visibility according to the zoom level.
188 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. You cannot change layer visibility using the eye icon until you deselect this command.
189 Editing PDFs Reorder layers You can reorder individual layers in the Layers pane. This action is useful if you want to change the order of layers in the list, or move a layer from one layer group to another. Note: You cannot reorder locked layers, and you cannot reorder layers in nested layer groups. 1 In the Layers navigation panel, select a layer. 2 Position the cursor to the left of the layer name, then hold down the Alt key while you drag the layer to the new location.
190 Editing PDFs Import layers (Acrobat Pro) You can import layers from a PDF or image file into a target PDF. Supported image file formats are BMP, GIF, JPEG, JPEG 2000, PCX, PNG, and TIFF. 1 Click the Layers button in the navigation pane. 2 Choose Import As Layer from the options menu . 3 In the Import As Layer dialog box, click Browse and locate the file to import. If the source file is a multipage document, enter the page number you want to import in Page Number.
191 Editing PDFs In Acrobat, if the content that you edit or delete is associated with one layer, the content of the layer reflects the change. If the content that you edit or delete is associated with more than one layer, the content in all the layers reflects the change.
192 Editing PDFs Most desktop publishing programs allow you to generate article threads automatically as you convert the files to Adobe PDF. If the file you’re viewing has articles, you can show the names of the articles on a tab and navigate easily through them. 1 Choose Tools > Document Processing > Add Article Box. The pointer appears as a cross-hair pointer in the document window. 2 Drag a rectangle to define the first article box.
193 Editing PDFs 3 Draw a new article box. The new box is inserted into the article flow, and all following boxes are renumbered. Move or resize an article box ❖ Using the Article tool, select the article box, and do one of the following: • To move the box, drag it to the new location. • To resize the box, drag a center handle to change only height or width, or drag a corner handle to change both dimensions. Edit article properties 1 Using the Article tool, select the article box that you want to edit.
194 Editing PDFs If you do not see page thumbnails in the navigation pane, try using F4 to open the navigation pane. Or choose View > Show/Hide > Navigation Panes > Page Thumbnails. Create page thumbnails Page thumbnails increase file size, so Acrobat does not create them automatically. Note: Acrobat no longer supports embedding and unembedding page thumbnails. However, Acrobat Distiller® provides an alternate method of embedding page thumbnails.
195 Editing PDFs Define the tabbing order In the Page Thumbnails panel, you can set the order in which a user tabs through form fields, links, and comments for each page. 1 Click the Page Thumbnails button on the left. 2 Select a page thumbnail, and choose Page Properties from the options menu . 3 In the Page Properties dialog box, click Tab Order, and select the tab order: Use Row Order Moves through rows from left to right, or right to left for pages with a right-to-left binding.
196 Editing PDFs Create a bookmark 1 Click the Bookmarks button on the left to open the Bookmarks panel. 2 Open the page where you want the bookmark to link to, and adjust the view settings. 3 Use the Select tool to select the area of the page you want to bookmark: • To bookmark a single image, click in the image, or drag a rectangle around the image. • To bookmark a portion of an image, drag a rectangle around the portion. • To bookmark text, drag to select it.
197 Editing PDFs Note: The Set Bookmark Destination option is context sensitive. It appears only when you have an existing bookmark selected. Add an action to a bookmark 1 In the Bookmarks panel, select a bookmark. 2 From the options menu , choose Properties. 3 In the Bookmark Properties dialog box, click Actions. 4 Choose an action from the Select Action menu, and click Add. Delete a bookmark ❖ In the Bookmarks panel, select a bookmark or range of bookmarks, and then press Delete.
198 Editing PDFs Expand or collapse all top-level bookmarks ❖ From the options menu , choose Expand Top-Level Bookmarks or Collapse Top-Level Bookmarks. Add tagged bookmarks Tagged bookmarks give you greater control over page content than do regular bookmarks.
199 Editing PDFs Save using PDF Optimizer (Acrobat Pro) PDF Optimizer provides many settings for reducing the size of PDF files. Some of the PDF Optimizer settings are comparable to the settings that are available when you create a PDF file using Distiller. Whether you use all of these settings or only a few depends on how you intend to use the files and on the essential properties a file must have.
200 Editing PDFs To optimize several documents at the same time, use the Output options for the Actions Wizard. PDF Optimizer options (Acrobat Pro) Use the options from the panels in the PDF Optimizer dialog box to reduce the size of a PDF. Images panel The Images panel of the PDF Optimizer lets you set options for color, grayscale, and monochrome image compression, and image downsampling.
201 Editing PDFs Optimize Images Only If There Is A Reduction In Size When selected, if the image setting will cause an increase in file size, the optimization for that image is skipped. Fonts panel To ensure an exact match to the source document, it’s a good idea to embed all fonts used in the document. If you don’t need an exact match and you prefer a smaller file, you can choose not to embed fonts for roman text and East Asian text (Traditional Chinese, Simplified Chinese, Korean, and Japanese).
202 Editing PDFs Detect And Merge Image Fragments Looks for images or masks that are fragmented into thin slices and tries to merge the slices into a single image or mask. Discard Embedded Print Settings Removes embedded print settings, such as page scaling and duplex mode, from the document. Discard Embedded Search Index Removes embedded search indexes, which reduces file size. Discard Bookmarks Removes all bookmarks from the document.
203 Editing PDFs Check with your webmaster to make sure that the web server software you use supports page-at-a-time downloading. To ensure that the PDF documents on your website appear in older browsers, you can also create HTML links (versus ASP scripts or the POST method) to the PDF documents and use relatively short path names (256 characters or fewer). Verify that an existing PDF is enabled for Fast Web View ❖ Do one of the following: • Open the PDF in Acrobat, and choose File > Properties.
204 Editing PDFs Create a link Links let you jump to other locations in the same document, to other electronic documents including attachments, or to websites. You can use links to initiate actions or to ensure that your reader has immediate access to related information. You can also add actions to play a sound or movie file. Create a link using the Link tool 1 Choose Tools > Content Editing > Add or Edit Link.
205 Editing PDFs Change the appearance of a link 1 Select the Add or Edit Link tool (Tools > Content Editing > Add or Edit Link). 2 Double-click the link rectangle. 3 In the Appearance tab of the Link Properties dialog box, choose a color, line thickness, and line style for the link. 4 Select a highlight style for when the link is selected: None Doesn’t change the appearance of the link. Invert Changes the link’s color to its opposite. Outline Changes the link’s outline color to its opposite.
206 Editing PDFs Link to a file attachment You can direct users to a PDF attachment by creating a link in the parent PDF document that jumps to the attachment. Note: Don’t confuse file attachments with files that can be opened from a link. Linked documents may be stored in different locations; file attachments are always saved with the PDF. 1 Open a PDF that contains a PDF file attachment. 2 Go to where you want to create a link.
207 Editing PDFs 2 Navigate to the location where you want to create a destination, and set the desired view. 3 In the Destinations panel, choose New Destination from the options menu , and name the destination. 4 Save the target document. 5 In the source document (where you want to create the link), choose Tools > Content Editing > Add or Edit Link , and drag a rectangle to specify a location for the link.
208 Editing PDFs Note: Acrobat does not open EXE, VBS, and ZIP file formats because these formats are associated with malicious programs, macros, and viruses that can damage your computer. 1 To open the Attachments panel, choose View > Show/Hide > Navigation Panes > Attachments. 2 In the Attachments panel, select the attachment.
209 Editing 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.
210 Editing PDFs View the geospatial measuring tools by choosing Tools > Analyze panel. Use the Geospatial Location tool to perform these tasks: • View latitude and longitude while the cursor is over an area containing geospatial information. • Mark a location with a geospatial annotation. • Search for a location in a document. Find map locations 1 Open a geospatial PDF and choose Tools > Analyze > Geospatial Location tool . 2 Right-click inside the map, and then click Find A Location.
211 Editing PDFs Measure distance, perimeter, and area on maps When you open a geospatial PDF, the Acrobat measuring tools read the geospatial information and measure distance and area instead of page or object dimensions. Use the measurement tools to calculate distance, perimeter, and area on any geospatially enabled PDF. As you move the mouse pointer over content in the document, snap markers are shown that indicate that you are on a path or path end point.
212 Editing PDFs Display Value As Determines how latitude and longitude values are calculated. Choose Decimal to display latitude and longitude as a decimal fraction. Choose Degrees, Minutes, Seconds to divide each degree of longitude into 60 minutes, each of which is divided into 60 seconds. Display Direction As Choose between Signed and Named. Named direction displays an N (north) or S (south) next to the Latitude, and an E (east) and W (west) for Longitude.
213 Editing PDFs For bookmarks or links, you specify an action that occurs when the bookmark or link is clicked. For other items, such as pages, media clips and form fields, you define a trigger that causes the action to occur and then define the action itself. You can add multiple actions to one trigger. The Locked option prevents the appearance and actions associated with an object from being accidentally changed.
214 Editing PDFs Open A File Launches and opens a file. If you are distributing a PDF file with a link to another file, the reader needs the native application of that linked file to open it successfully. (You may need to add opening preferences for the target file.) Open A Web Link Jumps to the specified destination on the Internet. You can use http, ftp, and mailto protocols to define your link. Play A Sound Plays the specified sound file.
215 Editing PDFs On Lose Focus (media clips only) When the focus moves to a different link area. About JavaScript in Acrobat The JavaScript language was developed by Netscape Communications as a means to create interactive web pages more easily. Adobe has enhanced JavaScript so that you can easily integrate this level of interactivity into your PDF documents. You can invoke JavaScript code using actions associated with bookmarks, links, and pages.
216 Editing PDFs Note: You can avoid password prompts when you run a sequence on PDFs that require passwords. Automate password entry, or specify a security method for these files in the Action Wizard panel of the Preferences dialog box. If you select Do Not Ask For Password, PDFs that require passwords are not processed. 1 Choose Tools > Action Wizard > [Action Name]. 2 The Tools panel changes to display each task included in the action, as well as any instructions provided by the author of the action.
217 Editing PDFs Moves the currently selected item down in the list. You can move a task, instructions, a divider line, or an entire panel grouping. Deletes the currently selected item. Be careful what you select. You can delete an entire panel grouping. 7 Click Save. 8 In the Save Action dialog box, enter a name and a description for the action and click Save. Manage custom actions Use the Manage Actions dialog box to edit, rename, copy, delete, reorder, import, or export actions.
218 Editing PDFs 3 In the Save As dialog box, specify the name and location of the file for saving the action. Action files have a .sequ extension. 4 Click Save. Import an action 1 Choose Tools > Action Wizard > Manage Actions. 2 In the Manage Actions dialog box, click Import. You can also double-click a .sequ file to start the import. 3 In the Open dialog box, specify the name and location of the action file to import. Action files have a .sequ extension. Click Open.
219 Chapter 5: Forms Filling in PDF forms More Help topics PDF forms basics Is the form fillable? Not all forms are fillable. Sometimes form creators don’t convert their PDFs to interactive fillable forms. Or, they intentionally design a form that you can fill in only by hand or with the Add Text tool. These non-interactive forms are called flat forms.
220 Forms 3 Click to select options, such as radio buttons. Click inside a text field to type. 4 Press Tab to move forward or Shift+Tab to move backward. 5 When finished, click the submit button to either send the data to a server or create an email to send the data. The submit button can appear in the purple message bar at the top of the form or in the form content. For troubleshooting tips on completing forms, see Troubleshooting forms.
221 Forms If the form appears in a browser window, roll your cursor near the bottom of the form and click the Save icon the semi-transparent floating toolbar. Open the PDF form in Acrobat, and choose Sign > Add Text. in 2 Click a blank form field and type. 3 (Optional) Adjust options in the purple message bar or floating toolbar to change the text size, position, or font.
222 Forms If you don’t see the Add Text toolbar and you can’t select or type in the fields, save the PDF to your computer. (Roll your in the semi-transparent floating toolbar.) Open the PDF cursor near the bottom of the form and click the Save icon form in Acrobat, and choose Sign > Add Text. Then click the page and start typing. If you close the Add Text toolbar, roll your cursor near the bottom of the form and click the Acrobat icon in the semitransparent floating toolbar.
223 Forms Enter (keypad) Accepts typing and deselects current form field (Windows) Ctrl+Tab Inserts tab into text field (Mac) Alt+Tab Inserts tab into text field Auto-Complete forms (interactive forms only) The Auto-Complete feature stores any entries that you type in an interactive form field. Auto-Complete then suggests or even automatically enters responses that match your typing in other form fields. The suggestions appear in a popup menu, from which you can select a match.
224 Forms Flat form To enable the Add Text tool, choose File > Save As Other > Reader Extended PDF > Enable Adding Text In Documents (That Are Not Fillable Forms). This option displays the Add Text tool in a purple message bar when the form is opened in either Acrobat or Reader. If the form is opened in a browser, the Add Text toolbar appears instead. The Add Text tool is enabled for the current form only. When you create a different form, redo this task to enable Reader users to use the Add Text tool.
225 Forms Be sure to read the information in the top text box of each sample form. Then move your cursor over the fields to see what actions are available. You can also print and save the forms to your computer. More Help topics Create forms using Acrobat Enable Reader users to save form data Adding form fields Learn to add form fields to a PDF. Adding form fields Where has the Typewriter Tool gone Learn where the Typewriter tool has moved and how to use it.
226 Forms How to analyze data in FormsCentral How to distribute existing PDF forms Learn to distribute a PDF form using Adobe FormsCentral, Email, or an internal server or network drive. How to distribute existing PDF forms Collecting and managing PDF form data When you distribute a form, Acrobat automatically creates a PDF Portfolio for collecting the data submitted by users. By default, this file is saved in the same folder as the original form and is named filename_responses.
227 Forms 2 In the Add Returned Forms dialog box, click Add File. Then locate and select the returned forms, and click Open. 3 Repeat the previous step to add any returned forms in other folders. When finished, click OK. When you finish, each added PDF form appears as a component file of the PDF Portfolio. Export user data from a response file Use this process to save all the entries in a PDF Portfolio response file to a spreadsheet or XML file.
228 Forms Merge exported data files to a spreadsheet If you want to compile data from forms that are not already in a data set, use the following process. Choose Tools > Forms > More Form Options > Manage Form Data > Merge Data Files Into Spreadsheet. 1 In the Export Data From Multiple Forms dialog box, click Add Files. 2 In the Select file Containing Form Data dialog box, select a file format option in File Of Type option (Acrobat Form Data Files or All Files).
229 Forms More Help topics Creating and distributing forms PDF form field basics PDF barcode form fields Form field properties Setting action buttons in PDF forms Publishing interactive PDF web forms Filling in PDF forms About forms You can use Acrobat to create forms using one of the following methods: • Convert an existing electronic document (for example an Adobe PDF, Microsoft Word, or Excel document) to a PDF form. • Scan a paper form to convert it to a PDF form.
230 Forms Show Text Field Overflow Indicator Displays a plus sign (+) in text fields that exceed the bounds specified when the fields were created. Always Hide Forms Document Message Bar Hides the forms document message bar by default whenever a PDF form is opened in Adobe Reader unless the document message bar has a Submit Form button. If the message bar has a Submit Form button, you can’t hide the message bar.
231 Forms • A button can change appearance in response to mouse actions. • A button can be easily copied across many pages. • Mouse actions can activate different button actions. For example, Mouse Down (a click), Mouse Up (releasing after a click), Mouse Enter (moving the pointer over the button), and Mouse Exit (moving the pointer away from the button) can all start a different action for the same button. Buttons are an easy, intuitive way to let users initiate an action in PDF documents.
232 Forms 4 In the Actions tab, choose Submit A Form on the Select Action menu, and then click Add. 5 In the Submit Form Selections dialog box, do one of the following: • To collect form data on a server, type the location in the Enter a URL for this link. For example, http://www.[domain]/[folder]/[subfolder]/ for an Internet address or \\[server]\[folder]\[subfolder]\ for a location on a local network. • To collect form data as attachments to email, type mailto: followed by the email address.
233 Forms 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 Edit a button 1 If you are not in form editing mode, choose Tools > Forms > Edit. The Forms task pane opens. 2 Select the Button field, and then do any of the following: • To edit the properties for the button field, double-click the button.
234 Forms Note: The Advanced button isn’t available if you choose Label Only from the Layout menu. 4 Select an option from the When To Scale menu: Always Scales the icon as defined regardless of its size in relation to the button size. Never Preserves the original size of the icon; the button border crops the icon if it doesn’t fit. If Never is selected, scale options aren’t available. Icon Is Too Big Scales the icon as defined only if it is larger than the button.
235 Forms If you want the image to be larger than the rollover area, or if you want the image to be in a different location than the image button that pops up, use the Show/Hide A Field action. First, you specify an icon for the button that will be shown and hidden. Next, you create a second button that acts as a hot spot when the mouse rolls over it. You do not assign an icon for the appearance of the second button.
236 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. Note: If the server returns data to the user in FDF or XFDF format, the server’s URL must end with the #FDF suffix—for example, http://myserver/cgi-bin/myscript#FDF.
237 Forms Note: The Import Form Data action searches for the data file from which to import data in different locations in Windows than on Mac OS. In Windows, the Import Form Data action searches the Acrobat or Adobe Reader folder, the current folder, the System folder, the Windows folder, My Documents\Adobe\Acrobat, and the folders that are in the PATH statement. On Mac OS, the Import Form Data action searches the Acrobat or Adobe Reader folder and the System Preferences folder.
238 Forms About form field properties How a form field behaves is determined by settings in the Properties dialog box for that individual field. You can set properties that apply formatting, determine how the form field information relates to other form fields, impose limitations on what the user can enter in the form field, trigger custom scripts, and so forth. You can set a variety of properties for an Acrobat form field, depending on the form field type.
239 Forms Required Forces the user to fill in the selected form field. If the user attempts to submit the form while a required field is blank, an error message appears and the empty required form field is highlighted. Appearance tab for form field properties Appearance properties determine how the form field looks on the page.
240 Forms interpret the returned data. Do not select this option if you will use a handheld barcode scanner, because most of these cannot decode compressed data. Decode Condition The preset decode conditions represent recommended starting points that you can adjust by clicking the Custom button. Custom Opens a dialog box in which you can select custom processing parameters that are best for your specific scanning and faxing hardware. (The available options vary according to barcode types.
241 Forms Delete Removes the selected item from the list. Sort Items Arranges the listed items numerically and alphabetically. A numerical sort (if applicable) is performed before an alphabetical sort. Allow User To Enter Custom Text (Dropdown only) Enables users to enter a value other than the ones in the list. Check Spelling (Dropdown only) Checks the spelling of user-entered text. This option is applicable only if Allow User To Enter Custom Text is selected.
242 Forms Comb Of Characters Spreads the user-entered text evenly across the width of the text field. If a border color is specified in the Appearance tab, each character entered in the field is separated by lines of that color. This option is available only when no other check box is selected.
243 Forms Note: Field names are case-sensitive. Custom Calculation Script Displays any custom scripts you have added for calculations. The Edit button opens a dialog box in which you can write and add new JavaScripts. Set the calculation order of form fields When you define two or more calculations in a form, the order in which they are carried out is the order in which you defined the calculations. In some cases, you may need to modify the calculation order to obtain correct results.
244 Forms Number Automatically imposes the selected formatting options on numeric data entries. Decimal Places Sets the number of digits that appear to the right of the decimal point. Separator Style Sets the placement of commas and periods. Currency Symbol Sets the type of currency, such as Euros, Dollars, or Yen. Symbol Location Sets the location of the currency symbol in relation to the number. This field is enabled if a currency symbol is selected.
245 Forms Custom Makes additional options available to form designers who want to write their own JavaScripts for formatting and keystrokes. For example, a custom script could define a new currency format or limit the user entry to specific keystroke characters. Custom Format Script Displays any custom scripts you have added for formats. The Edit button opens a dialog box in which you can write and add new scripts. Custom Keystroke Script Displays any custom scripts you have added to validate keystrokes.
246 Forms XML Encodes the data into the barcode in standard XFDF format. JavaScript script is automatically generated. Tab Delimited Encodes the fields into the barcode as tab-delimited values. JavaScript script is automatically generated. If the form is configured to output the data in individual XFDF or XDP files, the data must be in a tab-delimited format with the field names in the first line.
247 Forms Export or import a set of custom barcode parameters 1 In the Barcode Field Properties dialog box, click the Options tab, and then click Manage Barcode Parameters. 2 Choose the appropriate action: • Select a barcode parameter set from the list and click Export. Select a location and file name for the file that has the file name extension .bps. • Click Import, and navigate to and select the BPS file that you want to import.
248 Forms 2 Do one of the following: • Click Add New Field, and then select the type of form field you want to add. • 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. To create a field using a custom size, drag a rectangle to define the size of the field.
249 Forms Create a copy of a form field 1 If you are not in the form editing mode, choose Tools > Forms > Edit. 2 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. Tip: To constrain the vertical or horizontal movement as you drag, press and hold Shift.
250 Forms Select multiple form fields Selecting multiple form fields is the first step for several tasks, such as creating copies, aligning form fields, and adjusting the spacing between form fields. 1 If you are not in the form editing mode, choose Tools > Forms > Edit. 2 Do any of the following: • To select all form fields of all types, choose Edit > Select All. • To select a range of form fields, click the first form field in the range, and then Shift-click the last form field.
251 Forms Move individual form fields You can move form fields by simply dragging them. For greater precision in less time, you can use special features that align them with each other, adjust the spacing between them, and center them on the page. 1 If you are not in the form editing mode, choose Tools > Forms > Edit. 2 Select one or more form fields that you want to move. 3 Do one of the following: • To move to an approximate location, drag the selected form fields to the new location.
252 Forms • To distribute the fields evenly between the leftmost and rightmost fields, choose Align, Distribute Or Center >Distribute Horizontally.note: The Distribute command in Tools > Forms has a different function. Use that command to send your form to others, who fill in the information and return the data to you. Delete a form field 1 If you are not in the form editing mode, choose Tools > Forms > Edit. 2 In the Fields panel or the page view, select the form fields that you want to delete.
253 Forms Design tips for barcodes Issues that affect how you design and place barcodes include usability and space. As an example, the barcode size can also limit the amount of data that can be encoded. For the best results, follow these guidelines. • Position the barcode so that it’s unlikely to get folded when placed in an envelope, and position it far enough from the edges of the page so that it won’t get clipped off during printing or faxing. • Position it so that it can be easily seen and scanned.
254 Forms JavaScript code is generated automatically to encode the selected fields in the XML or Tab Delimited format. The Barcode Field Properties dialog box closes, and the barcode for which you specified values appears on the form. Note: If you add a new field to a form after you have created the barcode, it is not automatically included in the data for existing barcodes. However, you can manually include additional data fields in the barcode.
255 Forms Note: The National Association of Computerized Tax Processors (NACTP) guidelines, used by the United States Internal Revenue Service and state tax agencies, recommend using all uppercase characters for 2D barcode data. 3 To minimize the amount of barcode area for containing the data, double-click the barcode field, and in the Value tab, write a custom script that restricts data to alphanumeric characters and to a single case.
256 Forms Unspecified Uses the existing sequence. More Help topics Create a form Make Adobe PDF forms accessible Creating and distributing PDF forms More Help topics PDF forms basics Create a form from an existing document You can convert an existing electronic document (for example, a Word, Excel, or PDF document) or scan a paper document to a PDF form. Acrobat automatically adds interactive form fields to the form.
257 Forms A Certificate-based signature field B Drop-down list box C Text fields D Automatic message bar E Check boxes F Radio buttons G List box H Buttons 1 From the Create menu on the toolbar, choose Create Form. 2 Select From Existing Document, and click Next. 3 Select one of the following options: Use The Current Document Converts the currently open PDF to an interactive form. Choose Another File Converts an existing electronic document (for example, Word, Excel, or PDF) to an interactive PDF form.
258 Forms Buttons Initiate a change on the user’s computer, such as opening a file, playing a sound, or submitting data to a web server. These buttons can be customized with images, text, and visual changes triggered by mouse actions. Check boxes Present yes-or-no choices for individual items. If the form contains multiple check boxes, the user can typically select as many or few of these as wanted. Digital signature field Lets the user electronically sign a PDF document with a digital signature.
259 Forms Create forms for EchoSign You can convert an existing form into an EchoSign form or easily drag-and-drop EchoSign fields onto a PDF. You can send the form out to be filled in and signed using the EchoSign service. Not all fields convert to EchoSign fields, such as List Box, Dropdown, or Button fields. You can add additional EchoSign fields from the toolbar. 1 Open the PDF you want to convert to an EchoSign form. 2 Choose Tools > Forms > Edit.
260 Forms Adding specialized EchoSign fields You can create specialized EchoSign fields, such as dropdown lists or fields that validate or limit data to specific values. You name the field using a special text tag. The syntax of the tag includes all the information required to create the field. You do not see the features of the field in Acrobat. EchoSign uses the text tag to build the field after you upload the form to the EchoSign website.
261 Forms Acrobat Standard and Acrobat Pro include technology that can enable PDF documents with certain features by using a digital credential. This credential is located within the Software (“Key”). You agree not to access, attempt to access, control, disable, remove, distribute the Key for any purpose. Adding JavaScript to forms The JavaScript language lets you create interactive web pages. Adobe has enhanced JavaScript so that you can easily integrate interactivity into PDF forms.
262 Forms Distribute EchoSign forms After you create an EchoSign form, you can use the EchoSign service for sending it to recipients for filling in and signing. 1 If the form is in the Form Editing mode, click Close Form Editing on the taskbar. 2 Save the form if you haven't already. 3 To upload the form to EchoSign, choose Sign > Get Others To Sign > Send For Signatures. 4 When the message “The document has been uploaded to Adobe EchoSign” appears, click Proceed To Adobe EchoSign To Continue.
263 Chapter 6: Combining files Combine files into single PDF Arrange multiple documents and pages before merging them into a single PDF. Combine files into single PDF How to manipulate pages in Acrobat Learn how to insert, delete, and rearrange pages in Acrobat XI. How to manipulate pages in Acrobat Add headers, footers, and Bates numbering to PDFs Headers, footers, and Bates numbering Acrobat lets you add a header and footer throughout a PDF.
264 Combining files To prevent overlapping, click the Appearance Options button and select Shrink Document To Avoid Overwriting The Document’s Text And Graphics. To prevent resizing or repositioning when printing the PDF in large format, select Keep Position And Size Of Header/Footer Text Constant When Printing On Different Page Sizes. 3 Type the text in any of the header and footer text boxes. To insert page numbers or the current date, click in a box and then click the corresponding buttons.
265 Combining files 3 Type text in the header and footer text boxes to add more headers and footers. As you type, the preview updates the appearance of the complete headers and footers on the page. 4 Select new formatting options, as preferred, again noticing the updating in the preview. Replace all headers and footers 1 Open a single PDF. 2 Choose Tools > Pages > Header & Footer > Add Header & Footer, and then click Replace Existing in the message that appears. 3 Specify the settings, as needed.
266 Combining files 3 As needed, do any of the following in the list of files: • To change the order in which Bates numbers are assigned, select a file, then drag it or click Move Up or Move Down. • To sort the list, click a column name. Click again to sort in reverse order. 4 To specify a target folder for output files and filename preferences, click Output Options. Specify the options as needed, and then click OK. 5 Once you have added and arranged the files as needed, click OK.
267 Combining files 3 Click OK. Rotate, move, delete, and renumber PDF pages To manipulate pages in a PDF, make sure that you have permissions to edit the PDF. To check, choose File > Properties, and then click the Security tab. Permissions appear in the Document Restrictions Summary. This document provides instructions for Acrobat XI. If you're using Adobe Reader, see What can I do with Adobe Reader. If you're using Acrobat X, see Acrobat X Help.
268 Combining files Note: Any bookmarks or article threading associated with pages are not extracted. 1 Open the PDF in Acrobat and choose Tools > Pages > Extract. 2 Specify the range of pages to extract. 3 In the Extract Pages dialog box, do one or more of the following before you click OK: • To remove the extracted pages from the original document, select Delete Pages After Extracting. • To create a single-page PDF for each extracted page, select Extract Pages As Separate Files.
269 Combining files 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. Top-level Bookmarks If the document includes bookmarks, creates one document for every top-level bookmark. 3 To specify a target folder for the split files and filename preferences, click Output Options.
270 Combining files Move or copy a page within a PDF, using page thumbnails 1 Click the Page Thumbnails button in the Navigation pane to open the Page Thumbnails panel, and select one or more page thumbnails. 2 Do one of the following: • To move a page, drag the page number box of the corresponding page thumbnail or the page thumbnail itself to the new location. A bar appears to show the new position of the page thumbnail. The pages are renumbered.
271 Combining files Delete pages, using the Delete command Note: You cannot undo the Delete command. 1 Choose Tools > Pages > Delete. 2 Enter the page range to be deleted, and click OK. You cannot delete all pages; at least one page must remain in the document. If you select Use Logical Page Numbers in the Page Display panel of the Preferences dialog box, you can enter a page number in parentheses to delete the logical equivalent of the page number.
272 Combining files Replace the contents of a page 1 Open the PDF that contains the pages you want to replace. 2 Choose Tools > Pages > Replace. 3 Select the document containing the replacement pages, and click Select. 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.
273 Combining files The pages you selected in the first document replace the same number of pages in the second document, starting at the page number you selected to drop the new pages on. Renumber pages The page numbers on the document pages do not always match the page numbers that appear below the page thumbnails and in the Page Navigation toolbar. Pages are numbered with integers, starting with page 1 for the first page of the document.
274 Combining files 4 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. Crop PDF pages You can adjust the visible page area using the Crop tool and the Set Page Boxes dialog box.
275 Combining files Remove white margins 1 Choose Tools > Print Production > Set Page Boxes. 2 Under Margin Controls, select Remove White Margins. 3 To remove white margins from additional pages, set the range or click All under Page Range. Undo cropping Cropping a PDF does not reduce file size because information is merely hidden, not discarded. By resetting the page size, you can restore the page and its content to its original condition.
276 Combining files Note: In Windows, the Acrobat PDFMaker in Outlook and Lotus Notes can create PDF Portfolios when you convert email messages. Add files and folders to a PDF Portfolio You can add content to an existing PDF Portfolio. ❖ From an open PDF Portfolio, go to Edit mode and do any of the following: • Click the Add Content panel, and then click Add Files or Add Folder to add individual files or a folder of files. • To create a folder, click the Add Content panel, and then click Create Folder.
277 Combining files Customize a PDF Portfolio (Acrobat Pro) In Edit mode, you can customize the layout, theme, and color scheme. You can also customize the Details view with columns that you choose or create yourself. Change the PDF Portfolio layout PDF Portfolio layout options enable you to present content in a layout that best fits your needs. For example, the ClickThrough layout allows readers to flip through files in the PDF Portfolio one at a time.
278 Combining files 2 Select a template from the list in Header Properties. 3 In the header area, click in the boxes to add content. To add text, double-click to show the insertion point. 4 In the Text and Image Properties panels, specify size, background color, font, and other properties. Additional resources For videos on customizing a PDF Portfolio, see the following resources: • How to Customize a PDF Portfolio: www.adobe.com/go/lrvid_022_acrx_en. • How to Create a PDF Portfolio: www.adobe.
279 Combining files Working with component files in a PDF Portfolio You can sort and preview component files in a PDF Portfolio, as well as open, edit, and save component files in their native application. Some file types require that you install the native application on your computer. View files in a list In Preview mode, click the Files button in the PDF Portfolio toolbar. To sort file details by ascending and descending order, click a column name. Click it a second time to reverse the order.
280 Combining files Sort, filter, and change the order of files or folders (Acrobat Pro) By default, component files are arranged and sorted alphabetically by filename. Files appear and print in this order. You can change or customize the order in which files appear. However, files always print alphabetically. Note: Sorting files in Preview mode changes the order only for the current session. The next time you open the PDF Portfolio, it appears in the specified initial sort order.
281 Combining files Edit component filenames and descriptions in a PDF Portfolio ❖ In Edit mode, do any of the following: • To edit the displayed name of a component file, select the file. Then click in the Display Name text box to show on the card to edit the Display Name on the the insertion point. You can also click the Show Info View icon back of the card. (In Details view, Display Name is a column.) • To edit the description of a component file, click the Show Info View icon.
282 Combining files 3 (Optional) Edit the index.html file. For example, you can match the look of an existing website, or embed the PDF Portfolio within an existing web page. 4 Copy the entire data folder and the index.html file to a web server. To transfer the data, you can use FTP, mount the server as a local disk, or use some other method. 5 Note the web address (URL) of the saved HTML file. 6 In a web browser, enter the URL of the HTML page, starting with http:// or https://.
283 Combining files Working with component files in a PDF Portfolio Merging PDFs and including other content Overview of 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, email messages, spreadsheets, CAD drawings, and PowerPoint presentations.
284 Combining files For videos on PDF Portfolios, see the following resources: • What is a PDF Portfolio?: www.adobe.com/go/lrvid_021_acrx_en • Working in PDF Portfolios: www.adobe.com/go/lrvid_023_acrx_en • 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.
285 Combining files A PDF Portfolio toolbar B Card representing the component file C Component files and folders in the mini-navigator D Layout pane for customizing the appearance • The PDF Portfolio toolbar is located immediately below the menu. Look here for PDF Portfolio viewing options, a search tool, and buttons for common tasks, such as printing and saving. • Cards represent each component file in the PDF Portfolio. Click the Show Info View icon information about the file on the back of the card.
286 Combining files A PDF Portfolio is accessible when it opens in Files mode. This mode provides a better reading experience for people with disabilities—such as mobility impairments, blindness, and low vision. To open all PDF Portfolios in Files mode, open the Preferences dialog box by choosing Edit > Preferences (Windows). In Acrobat Pro only, choose Acrobat > Preferences (Mac OS). Under Categories, select Accessibility, and then select Show Portfolios In Files Mode.
287 Combining files • 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. • Layout (Preview mode) shows the PDF Portfolio in any of several views, depending on the design or type of file or layout specified by the author. For information about each type of preview, see Preview modes. • Files mode shows the file details in a list.
288 Combining files 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 (component files) appear alphabetically. To hide or show the mini-navigator, click the double arrow below the card. In Preview mode, the mini-navigator appears in Click-Through layout only. In Edit mode, the mini-navigator appears in Wave and Linear layouts.
289 Combining files 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 In Acrobat Pro, the button to switch between Preview and Edit modes is a toggle button in the PDF Portfolio toolbar. In Acrobat Standard, right-click in the PDF Portfolio window and choose Preview Portfolio or Edit Portfolio.
290 Combining files Secure Portfolio With Password Adds document security to a PDF Portfolio or to component PDFs within a PDF Portfolio. To add security to component PDFs, choose File > Portfolio Properties and select the Security tab. For more information, see Securing documents with passwords . To add security to the entire PDF Portfolio, use the Cover Sheet (View > Portfolio > Cover Sheet).
291 Combining files A Thumbnail and list view buttons B Slider to resize thumbnails C Undo and Redo buttons D Remove Selected Items button E Plus sign displays all pages in a document Note: If you add a folder that contains files that Acrobat does not support for PDF conversion, those files are not added. 3 As needed, do any of the following: Rearrange pages In the Thumbnail view, drag-and-drop the file or page into position.
292 Combining files 5 In the Options dialog box, specify the conversion settings as needed, then click OK. 6 When you have finished arranging the pages, click Combine Files. A status dialog box shows the progress of the file conversions. Some source applications start and close automatically. Insert one PDF into another 1 Open the PDF that serves as the basis of the combined file. Choose Tools > Pages > Insert From File. 2 Select the PDF.
293 Combining files Add watermarks to PDFs A watermark is text or an image that appears either in front of or behind existing document content, like a stamp. For example, you could apply a “Confidential” watermark to pages with sensitive information. You can add multiple watermarks to one or more PDFs, but you must add each watermark separately. You can specify the page or range of pages on which each watermark appears. Note: Unlike a stamp, a watermark is integrated into PDF pages as a fixed element.
294 Combining files 4 To change the size of an image watermark, do one of the following: • To resize the watermark in relation to the original image file size, enter a percentage in the Absolute Scale option (in the Source area of the dialog box). • To resize the watermark in relation to the PDF page dimensions, enter a percentage in the Scale Relative To Target Page (in the Appearance area of the dialog box). 5 Adjust the appearance and position of the watermark, as needed.
295 Combining files Remove watermarks ❖ Do one of the following: • Open a single PDF, or select one or more component PDFs in a PDF Portfolio. Then choose Tools > Pages > Watermark > Remove. • To remove watermarks from multiple PDFs, close any open PDFs and choose Tools > Pages > Watermark > Remove. In the dialog box that appears, click Add Files, choose Add Files, and then select the files. Click OK, and then in the Output Options dialog box, specify your folder and filename preferences.
296 Combining files 3 Specify the background: • To reuse a background and background options that you saved in an earlier session, select it from the Saved Settings menu. • To apply a solid color background, select From Color. Then select a color swatch or custom color from the color . picker • To use an image, select File, then select the image file. To select a specific image in a multipage file, enter it in Page Number. Note: Only PDF, JPEG, and BMP files can be used as background images.
297 Combining files Remove a background from all pages ❖ Do one of the following: • Open a single PDF, or select one or more component PDFs in a PDF Portfolio. Then choose Tools > Pages > Background > Remove. • To remove a background from multiple PDFs, close any open PDFs and choose Tools > Pages > Background > Remove. In the dialog box, click Add Files, choose Add Files or Add Open Files, and then select the files.
298 Chapter 7: Reviews and commenting Mark up text with edits 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 can use text edit comments in a PDF to indicate where text should be edited in the source file. Text edit comments do not change the actual text in the PDF.
299 Reviews and commenting Add a note to a text edit 1 Using the Select tool, right-click a text edit. 2 Select Open Pop-Up Note from the menu. 3 Type your note in the pop-up note. Insert text 1 Select the Insert tool from the Annotations panel. 2 Click between the words or characters where you want to insert text. 3 Do any of the following: • Type the text you want to insert. • To indicate that a new paragraph should be added, press Enter, and then close the pop-up note without adding appears. text.
300 Reviews and commenting 2 Drag from the beginning of the text you want to mark up. Control-drag to mark up a rectangular area of text. This feature is especially useful when you are marking up text in a column. 3 (Optional) To add a note, double-click the markup and add text in a pop-up note.
301 Reviews and commenting Note: For shared reviews, 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. Email-based reviews Email-based reviews are ideal when reviewers either don’t have access to a common server or don’t require a collaborative approach to reviewing documents. In an email-based review, the initiator sends a PDF to reviewers as an email attachment.
302 Reviews and commenting Choosing a distribution option for reviews and forms Acrobat provides several distribution options in the Send For Shared Review and Distribute Form wizard. When you choose an option, consider the security needs for the distributed file, what servers or websites your recipients can use to download the file, and how you want to receive comments or form data.
303 Reviews and commenting • (Mac OS) In Mail, choose Mail > Preferences, select General, and then choose the preferred email application from the Default Email Reader menu. Restart Acrobat to activate the change. If your application isn’t listed, choose Select from the menu and browse to the location. If you select an application that isn’t listed in the Default Email Reader menu, Acrobat does not necessarily support it.
304 Reviews and commenting 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. Alternatively, you can use a drawing tool to add a line, circle, or other shape and then type a message in the associated pop-up note. Text-editing tools let you add editing marks to indicate changes that you want in the source document.
305 Reviews and commenting 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.
306 Reviews and commenting Commenting preferences Commenting preferences affect both the appearance of and the way you view annotations and markups in PDFs. 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.
307 Reviews and commenting Note: To change how your name appears in comments, open the Preferences dialog box, select Commenting, and then deselect Always Use Log-in Name For Author Name. 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.
308 Reviews and commenting The most common type of comment is the sticky note. A sticky note has a note icon that appears on the page and a popup note for your text message. You can add a sticky note anywhere on the page or in the document area. A Annotations panel B Sticky Note tool C Options menu D Time stamp E Text message Add a sticky note comment 1 Select the Sticky Note tool in the Annotations panel, and either click where you want to place the note or drag to create a custom-sized note.
309 Reviews and commenting Add a line, arrow, or shape Note: In Reader, drawing tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. When selecting a drawing tool, consider the effect you want. 1 Choose Comment > Drawing Markups, and select a drawing tool: • The Rectangle tool shapes.
310 Reviews and commenting Ungroup markups ❖ Right-click the grouped selection, and choose Ungroup. Add comments in a text box or callout Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You can use the Text Box tool to create a box that contains text. You can position it anywhere on the page and adjust it to any size.
311 Reviews and commenting Text wraps automatically when it reaches the right edge of the box. 4 (Optional) To make further changes to the text box: • Using the Select tool or the Text Box tool, click an edge of the text box to select it, and then drag a corner to resize it. Use the Properties toolbar to change the border and fill options. • Double-click the text box to edit the text or change the text attributes. Drag across text to select it, and then select options from the Properties toolbar.
312 Reviews and commenting Record an audio comment 1 Choose Comment > Annotations > Record Audio and then click in the PDF where you want to place the audio comment. 2 In the dialog box that appears, click the Record button and then speak into the microphone. When you’ve finished recording, click the Stop button , and then click OK. 3 Specify options in the Properties dialog box, and then click OK.
313 Reviews and commenting • To resize the image, select it and then drag one of its handles. Press the Shift key when resizing the image to maintain the original proportions. • To change the image properties, right-click it and choose Properties. • To delete the image, right-click it and choose Delete.
314 Reviews and commenting Subject, Message Preview and edit the email subject and message as needed. Acrobat saves any changes you make and displays them the next time you send a document for review. To use the default email message, click Reset Default Message. Review Deadline Click to specify a different date or no deadline. After the review deadline expires, reviewers cannot publish comments.
315 Reviews and commenting You can hide comments that you don’t want to merge by using the Show menu in the Comments list. Save and reopen the PDF, and then select Yes in the Merge PDF dialog box. Sharing PDFs Share files using Adobe SendNow You can upload and share many file types to Acrobat.com, not just PDF files. 1 To open the Share task pane, do one of the following: • Choose File > Send File. • Click the Email button on the toolbar. 2 In the Send Email dialog box, click Use Adobe SendNow.
316 Reviews and commenting • If you are conducting the collaboration session on Acrobat.com, choose an option from the Access Level menu to specify who can download the file. 1 In the Collaborate Live email invitation, do one of the following: • If the email contains a PDF attachment, double-click the attachment. • If the email contains a URL, click the URL or type the URL in the address box of a browser. If prompted, log in with your Adobe ID and password.
317 Reviews and commenting Create a Buzzword document The feature to create an Adobe Buzzword document directly from Acrobat is not available in Acrobat X and later. If you have an Acrobat.com account, you can create and share Buzzword documents. For more information, see http://acrobat.com. Collaborate in ConnectNow meetings The feature to start a ConnectNow meeting directly from Acrobat is not available in Acrobat X and later. If you have an Acrobat.
318 Reviews and commenting To review the PDF later, reopen it from the Tracker. Doing so ensures that your comments are added to the tracked copy of the PDF, and that the initiator receives your comments. If you don’t send or publish your comments right away, save the PDF before you close it to avoid losing your comments. Until the initiator receives your comments, they appear only in your local copy of the PDF and aren’t visible to other reviewers. For a video on the basics of reviewing, see www.adobe.
319 Reviews and commenting Send Comments Creates an email message addressed to the review initiator that contains the commented PDF as an attachment. This option is always available for reviewers in email-based reviews. It appears in shared reviews if the reviewer has chosen to work offline or if an attempt to connect to the comment server has failed. Status An icon that displays the connected state of the comment server.
320 Reviews and commenting 2 Do one of the following: • Click OK when asked if you want to publish comments for this reviewer. The published comments appear in the PDF. Your name appears in the title bar and the author’s name appears in the body of the comments, preceded by the text “On behalf of.” To hide “On behalf of ” text, in the Preferences dialog box under Reviewing, uncheck Show “On Behalf of ” text in comment when user takes ownership of comments in a shared review.
321 Reviews and commenting 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 http://acrobatusers.com/tutorials/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.
322 Reviews and commenting 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.
323 Reviews and commenting Tracking and managing PDF reviews Tracker overview Use the Tracker to manage document reviews and distributed forms, view the status of review and form servers, and manage web broadcast subscriptions (known as RSS feeds). To open the Tracker from Acrobat, choose Comment > Review >Track Reviews. To open the Tracker from Reader, choose View > Tracker. For a video on how to track your review in acrobat see www.adobe.
324 Reviews and commenting The Server Status shows the state of all servers being used for reviews and distributed forms. The check mark icon next to the server name indicates that the last synchronization attempt was successful. The warning icon indicates that the last synchronization attempt was unsuccessful. The warning icon indicates that the server is disconnected from the network, has problems writing data to the disk, or has some other problem. Contact your network administrator for assistance.
325 Reviews and commenting Invite additional reviewers If you’re the review initiator, you can invite others to participate in the review. If you’re a reviewer and want other people to participate, ask the review initiator to invite them. That way, the initiator can automatically track all participants and receive notification when their comments are received. 1 In the Tracker, select the PDF under Sent, and then click Add Reviewers on the right.
326 Reviews and commenting 2 Deselect Always Use Log-In Name For Author Name. 3 Select Identity from the list on the left. 4 Edit your profile, making sure to include the email address that you’ll use for reviews. Click OK. Update your profile for a shared review 1 In the Preferences dialog box under Categories, select Identity. 2 Edit your profile, making sure to include a valid email address, and click OK. Subscribe to web broadcast services 1 Click the RSS button on the left side of the Tracker.
327 Reviews and commenting 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. 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. Click Expand All or Collapse All in the Comments List options menu.
328 Reviews and commenting 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.
329 Reviews and commenting 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.
330 Reviews and commenting 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. printed, choose 1 Filter the comments to show only those you want in the summary.
331 Reviews and commenting 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. Delete a comment ❖ Do one of the following: • Select the comment and press Delete. • In the Comments list, select the comments you want to delete, choose Delete from the options menu. note: Before pressing the Delete key, make sure that the comment is selected.
332 Reviews and commenting Importing and exporting comments Import Comments Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Comments can be imported from a PDF document. You can also import comments from a Forms Data Format (FDF) file or an XFDF file, which is an XML-based FDF file. You cannot open and view FDF files or XFDF files on their own.
333 Reviews and commenting Export comments to Word (Windows) In some instances, reviewers make comments in a PDF that was created from a Microsoft Word document. You can revise the original Word document by exporting these comments from the PDF. For example, text that has been inserted, crossed out, or replaced using the text edit tools in the PDF can be deleted or transferred directly to the source Word document.
334 Reviews and commenting Text comments that reference particular words, such as highlights, cross-outs, and insertion carets, appear within the word grouping where they were originally placed. Drawing markups and sticky notes appear in the same structural location as they did in the original document. Circle, polygon, rectangle, and stamp comments always appear on the same page as the original document.
335 Reviews and commenting Adding a stamp to a PDF Mark up text with edits Commenting in PDFs Managing comments Approval workflows Approval workflows About approval workflows Acrobat users (Traditional Chinese, Simplified Chinese, Japanese, and Korean only), can send PDFs as email attachments for others to approve. When participants open an approval request in Acrobat (all languages), they can approve the PDF by adding a digital identity stamp.
336 Reviews and commenting Only the default text message and instructions are forwarded to subsequent approvers. Note: The invitation email contains instructions to help participants complete the approval process. Avoid changing or removing this text. 8 Click Send Invitation. Participate in an approval workflow If you’re invited to participate in an approval workflow, you receive an email message that provides step-by-step instructions for approving the attached PDF.
337 Reviews and commenting Reject a PDF If the PDF you received in an approval request doesn’t meet the requirements for approval, use the options in the document message bar to reject the document and return it to the initiator. If a PDF is rejected, the approval workflow must be reinitiated. 1 Open the PDF attachment in the approval invitation email message. 2 Click the Reject button in the document message bar.
338 Reviews and commenting How to work with comment tools Learn how to add comments and mark text for corrections.
339 Chapter 8: Saving and exporting PDFs Saving PDFs You can save your changes to an Adobe® PDF orPDF 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.
340 Saving and exporting PDFs You can apply autosave changes to the original files when you restart Acrobat. When you close, save manually, or revert to the last-saved version of a file, the autosave file is deleted. Note: If you use assistive technology, such as a screen reader, you may want to disable the Autosave feature so that you don’t lose your place when the file is reloaded. The Autosave feature won’t work in the following cases: • A document that has its security changed.
341 Saving and exporting PDFs Note: In Acrobat Pro, if you select Acrobat 4.0 And Later, and the document contains transparency, the transparency will fail. 4 (Optional) To apply the same settings to multiple files, click Apply To Multiple, and add the files. Click OK, then in theOutput Options dialog box, specify your folder and filename preferences. Note: The Apply To Multiple button is not available inPDF Portfolios.
342 Saving and exporting PDFs Baseline (Standard) Displays the image when it has fully downloaded. This JPEG format is recognizable to most web browsers. Baseline (Optimized) Optimizes color quality of the image and produces smaller file sizes but is not supported by all web browsers. Progressive (3 scans-5 scans) Downloads the image first as a low-resolution image, with incremental quality improvements as downloading continues.
343 Saving and exporting PDFs Note: Some applications cannot open TIFF files that are saved with JPEG or ZIP compression. In these cases, LZW compression is recommended. RGB/CMYK/Grayscale/Other Specifies the type of color management for the output file. Colorspace/Resolution Specifies a color space and resolution for the output file. You can let Acrobat determine these settings automatically. To convert color images in the file to shades of gray, choose Grayscale.
344 Saving and exporting PDFs 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. The options available depend on whether you are converting a document to PostScript or EPS.
345 Saving and exporting PDFs Use Sub-Folder Specifies the folder in which to store generated images. The default is Images. Use Prefix Specifies the prefix added to the image filenames if you have several versions of the same image file. Filenames assigned to images have the format filename_img_#. Output Format Specifies the final format of images. The default is JPG. Downsample To Downsamples image files to the specified resolution.
346 Saving and exporting PDFs Choose File > Save As Other > More Options to access additional export options, such as Plain Text, Rich Text Format, and Accessible Text. Note: When you save a PDF in an image format, each page is saved as a separate file. 2 Optionally, click Settings to set conversion options. (If the Settings button is unavailable, the format you selected has no options.) Click OK to apply the settings. Conversion settings can also be edited in the Convert From PDF Preferences.
347 Saving and exporting PDFs Note: You can export raster images, but not vector objects. 1 Choose Tools > Document Processing > Export All Images. Note: Document Processing doesn't appear on the Tool palette by default. To make it appear, choose it from the options menu in the upper-right corner of the Tool palette. 2 In the Export All Images As dialog box, choose a file format for the images. By default, exported image files use the source filename. 3 Click Settings.
348 Saving and exporting PDFs Export selections from a PDF to another format If you need just a part of the PDF file in another format, you don’t need to convert the entire file and then extract the relevant content. You can select text in a PDF file and save it in one of the supported formats: DOCX, DOC, XLSX, RTF, XML, HTML, or CSV. 1 Use the Select tool and mark the content to save. 2 Right-click the selected text and choose Export Selection As. 3 Select a format from the Format list and click Save.
349 Saving and exporting PDFs • If the Cut, Copy, Copy with Formatting, and Paste commands are unavailable when you select text, the author of the PDF may have set restrictions against copying text. • If the text you copy uses a font that isn’t available on your system, the font will be substituted with a close match or a default font. Select text and images 1 Click the Select tool , and hover over an empty part of the page.
350 Saving and exporting PDFs Convert selected content to other formats You convert selected content other formats by exporting a selection. For example, you can select content and save it as a Word document, Excel spreadsheet, comma-separated values. 1 Click the Select tool . Press Ctrl(Windows) or Command (Mac OS) to create a rectangular selection. 2 Drag a rectangle over the content to copy. If you’re selecting text in columns, press Alt.
351 Saving and exporting PDFs Take a snapshot of a page You can use the Snapshot tool to copy all selected content (text, images, or both) to the clipboard or to another application. Text and images are copied as an image. You can use two methods to take a snapshop: use the Select tool or use the Snapshot tools. Using the Select tool draw a rectangle, and then right-click and choose Take a Snapshot.
352 Chapter 9: Security Enhanced security setting for PDFs PDFs have evolved from static pages to complex documents with features such as interactive forms, multimedia content, scripting, and other capabilities. These features leave PDFs vulnerable to malicious scripts or actions that can damage your computer or steal data. Enhanced security lets you protect your computer against these threats by blocking or selectively permitting actions for trusted locations and files.
353 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. If you add the data’s origin (its host domain) to your list of privileged locations, Acrobat and Reader allow loading the data.
354 Security If the PDF is secured with both types of passwords, it can be opened with either password. However, only the permissions password allows the user to change the restricted features. Because of the added security, setting both types of passwords is often beneficial. Note: You cannot add passwords to a signed or certified document. Add a password to a PDF You can add password security to a PDF. To open the PDF, the user must enter a password.
355 Security Encrypt All Document Contents Except Metadata Encrypts the contents of a document but still allows search engines access to the document metadata. Note: The iFilter and the Find or Advance Search commands of Acrobat do not look into the PDF’s metadata even when you select the Encrypt All Document Contents Except Metadata option. You can use a search tool that takes advantage of XMP metadata. Encrypt Only File Attachments Requires a password to open file attachments.
356 Security Note: If these options are unavailable, it’s either because the document or PDF Portfolio already includes security settings, was signed with a certificate-based signature, or was created in LiveCycle Designer ES. 2 If you receive a prompt, click Yes to change the security. 3 Select Restrict Editing And Printing Of The Document. All Adobe products enforce the restrictions set by the permissions password.
357 Security 8 Select an Acrobat version from the Compatibility menu. Choose a version equal to or lower than the recipients’ version of Acrobat or Reader. The Compatibility option you choose determines the type of encryption used. It is important to choose a version compatible with the recipient's version of Acrobat or Reader. For example, Acrobat 7 cannot open a PDF encrypted for Acrobat X and later. • Acrobat 6.0 And Later (PDF 1.5) encrypts the document using 128-bit RC4. • Acrobat 7.
358 Security Opening secured PDFs Note: For a full list of articles about security, see Overview of security in Acrobat and PDF content . 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.
359 Security • User policies are created and applied by individuals. If you apply the same security settings to numerous documents, you can save time by creating a user policy. Then, apply the user policy to documents. User policies for passwords and public key certificates are stored on your local computer. With access to Adobe LiveCycleRights Management ES, you can create a user policy that’s stored on Adobe LiveCycleRights Management ES. That policy is available only to you.
360 Security 1 Click New. 2 Select Use Passwords, and then click Next. 3 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. 4 Specify a compatibility setting and password options.
361 Security Choose Tools > Protection > More Protection > Create Security Envelope. If you don’t see the Protection panel, see the instructions for adding panels at Task panes. 1 Click Add File To Send, select the documents you want to attach, and then click Open. Click Next. 2 Select an envelope template, and click Next. 3 Select a delivery method, and click Next. 4 If an envelope policy has been created, select it or select New Policy. Then, follow the steps to create a policy.
362 Security 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 LiveCycleRights Management ES. Adobe LiveCycleRights Management security policies must be stored on a server, but PDFs to which the policies are applied need not. You can apply policies to PDFs using Acrobat, server-side batch sequences, or other applications, such as Microsoft Outlook.
363 Security 3 Review and modify the security settings as needed, and then click Export. 4 Select the method to use to encrypt the security settings (if desired), and then click OK. 5 Choose Recipients and click OK twice. Sign the file. Copy, edit, or delete a policy 1 Choose Tools > Protection > Encrypt > Manage Security Settings. If you don’t see the Protection panel, see the instructions for adding panels at Task panes.
364 Security Securing documents with Adobe LiveCycle Rights Management ES Adobe LiveCycle Rights Management ES Security warnings when a PDF opens You sometimes see a warning when you open a PDF. The warning comes in many forms (three are shown below). 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.
365 Security No Options, Allow, or Play button? If the warning does not contain an Options, Allow, or Play button, your administrator has disabled this feature. You cannot choose to trust or allow this content. Click the Close or Cancel button to hide the warning. You can view the PDF, but you cannot access any of the blocked content. Contact your administrator for more information. Note: For a full list of articles about security, see Overview of security in Acrobat and PDF content .
366 Security In addition to visible web links in a PDF document, form fields can contain hidden JavaScript that open a page in a browser or silently request data from the Internet. Note: Acrobat and Reader X, 9.3, and 8.2 enable enhanced security by default. Adobe recommends that you enable enhanced security if it is not already enabled, and bypass restrictions only for trusted content.
367 Security The encryption algorithm and key size are version-specific. Recipients must have the corresponding version (or later) of Acrobat or Reader to decrypt and read the document. • If you select 128-bit AES, recipients must have Acrobat 7 or later or Reader 7 or later to open the document. • If you select 256-bit AES, Adobe Acrobat 9 or later or Adobe Reader 9 or later is required to open the document. 5 Create a recipient list for the encrypted PDF.
368 Security Sharing certificates with others Businesses that use certificates for secure workflows often store certificates on a directory server that participants can search to expand their list of trusted identities. When you receive a certificate from someone, you can add it to your list of trusted identities. You can set your trust settings to trust all digital signatures and certified documents created with a specific certificate.
369 Security 1 Open the PDF containing the signature. 2 Open the Signatures panel, and select the signature. 3 On the Options menu, click Show Signature Properties, and then click Show Signer’s Certificate. 4 If the certificate is self-signed, contact the originator of the certificate to confirm that the fingerprint values on the Details tab are correct. Trust the certificate only if the values match the values of the originator. 5 Click the Trust tab, click Add To Trusted Certificates, and click OK.
370 Security 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. To import certificates, identify the file that contains the certificates, and determine the file location. 1 In Windows Explorer, right-click the certificate file and choose Install PFX. 2 Follow the onscreen instructions to add the certificate to the Windows certificate store.
371 Security Securing PDFs with Adobe LiveCycle Rights Management ES Note: For a full list of articles about security, see Overview of security in Acrobat and PDF content . Adobe LiveCycleRights Management ES is a server-based security system that provides dynamic control over PDFs. Adobe LiveCycleRights Management ES can be configured to run with LDAP, ADS, and other enterprise systems. Policies provided by Adobe LiveCycleRights Management ES are stored on the server and can be refreshed from the server.
372 Security Use the Remove Hidden Information feature to find and remove hidden content from a PDF. For example, if you created the PDF, the document metadata normally lists your name as the author. You may also want to remove content that can inadvertently change and modify the document’s appearance. JavaScript, actions, and form fields are types of content that are subject to change.
373 Security Search and remove text (Acrobat Pro) Use the Search & Remove Text tool to find and remove words or phrases in one or more PDFs that contain searchable text. Note: The Search & Remove Text tool doesn’t search secured (encrypted) PDFs. 1 Choose Tools > Protection, and select the Search & Remove Text tool . (If you don’t see the Protection panel, choose View > Tools > Protection.) 2 Specify if you want to search the current PDF or all PDFs in another location.
374 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. Items that are removed include digital signatures, document information added by thirdparty plug-ins and applications, and special features that enable Adobe Reader users to review, sign, and fill PDF documents.
375 Security PDFs can contain multiple layers that can be shown or hidden. Removing hidden layers removes these layers from the PDF and flattens remaining layers into a single layer. To view layers, choose View > Show/Hide > Navigation Panes > Layers. Embedded Search Index An embedded search index speeds up searches in the file. To determine if the PDF contains a search index, choose View > Tools > Document Processing > Manage Embedded Index.
376 Security • In the Redaction Mark Appearance area, click the Outline Color icon or Fill Color icon or both. Select a color from the color palette for the images and text you mark for redaction. Move the slider to adjust the opacity of the color. Choose No Color to leave the selected area blank. Properties for redaction text (Acrobat Pro) Custom Text Displays text you type into the Custom Text option over the redaction mark. Font Displays custom text in the selected font.
377 Security Edit redaction codes and code sets (Acrobat Pro) 1 Click Tools > Protection > Redaction Properties . (If you don’t see the Protection panel, choose View > Tools > Protection.) 2 Select Use Overlay Text, and then select Redaction Code. 3 Select a Code Set from the list on the left, and click Edit Codes. 4 In the Redaction Code Editor dialog box, do any of the following: • To remove a code set and all of the code entries within it, select the Code Set and click Remove Set.
378 Security When Protected View is enabled, only basic navigation is allowed. For example, you can open PDFs, scroll through pages, and click links. You can enable Protected View in a PDF that you view in either stand-alone Acrobat or in a web browser. PDF in stand-alone Acrobat In Protected View, Acrobat displays a warning for a PDF that doesn’t originate from a trusted location. The warning lets you decide whether to trust the document.
379 Security Overview of security in Acrobat and PDFs Security applies in two general contexts: application (software) security and content security. Application security involves customizing security features to protect Acrobat and Reader against vulnerabilities, malicious attacks, and other risks. Advanced users can customize the application through the user interface. Enterprise administrators can also configure the registry. See the following articles for details.
380 Security 3 In the JavaScript Security panel, set options to manage JavaScript: as needed. Enable Acrobat JavaScript Uncheck to disable JavaScript completely or restrict JavaScript through APIs. Enable Menu Items JavaScript Execution Privileges Enables executing JavaScript by clicking menu items. When off, privileged JavaScript calls can be executed through the menu. Executing non-privileged JavaScript calls through menu items is not blocked whether this box is checked or not.
381 Security You can get a digital ID from a third-party provider, or you can create a self-signed digital ID. Self-signed digital IDs Self-signed digital IDs can be adequate for personal use or small-to-medium businesses. Their use should be limited to parties that have established mutual trust. IDs from certificate authorities Most business transactions require a digital ID from a trusted third-party provider, called a certificate authority.
382 Security Register a digital ID To use your digital ID, register your ID with Acrobat or Reader. 1 Select Preferences > Signatures. In Identities & Trusted Certificates, and click More. 2 Select Digital IDs on the left. 3 Click the Add ID button . 4 Choose one of the following options: A File Select this option if you obtained a digital ID as an electronic file. Follow the prompts to select the digital ID file, type your password, and add the digital ID to the list.
383 Security After Lets you specify an interval. Once Per Session Prompts you once each time you open Acrobat. Never You’re never prompted for a password. 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.
384 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.
385 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. (See Securing documents with Adobe LiveCycle Rights Management ES .
386 Security For more information on using security features, see these resources: • Legal Professional: blogs.adobe.com/acrolaw/ • Security Matters blog: blogs.adobe.com/security 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.
387 Security For details, see the Application Security Guide at www.adobe.com/go/learn_acr_appsecurity_en. Manually add a file type to a black or white list Administrators can modify the black or white list through the registry. Users can manually add a new file type to a black or white list by attaching the file and then trying to open it. 1 Choose Tools > Content Editing > Attach A File. 2 Add a file type that is not in the black or white list.
388 Security Note: If the options in the Manage Internet Access dialog box are disabled, select Custom Setting. If options are still disabled, your product could be under an administrator’s control with those restrictions in place. 1 Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). 2 From the Categories on the left, select Trust Manager. 3 Click Change Settings to specify the default behavior for accessing the Internet from PDFs.
389 Chapter 10: Electronic signatures Signing PDFs with Adobe EchoSign Electronic Signature You can sign a document to attest to its contents or approve the document. Based on the intent, you use different types of signatures. This document provides instructions for Acrobat XI. If you're using Adobe Reader, see What can I do with Adobe Reader. If you're using Acrobat X, see Acrobat X Help. And, if you're using Acrobat 7, 8, or 9, see previous versions of Acrobat Help.
390 Electronic signatures 4 In the I Need To Sign panel, click Place Signature. The first time you sign, the Place Signature option opens a dialog box to allow you to create or import your signature. 5 (First time signing) In the Place Signature dialog box, choose the type of signature you want to place: Type my signature Type your name in the Enter Your Name field. You can choose from a small selection of signature styles; click Change Signature Style to view a different style.
391 Electronic signatures 6 Click in the PDF where you want to place your signature. 7 To move, resize, or rotate the signature, do one of the following. A Move pointer B Resize pointer C Rotate pointer Move Position the cursor over the signature and drag into position. Resize Drag a corner handle to resize. Rotate Position the cursor over the rotation handle (top-middle handle), when the cursor changes to a circular arrow, drag to rotate the signature.
392 Electronic signatures You can adjust the signature clarity by moving back or forth the paper that you hold. On correct positioning of your signature on the blue line, the signature is auto-captured. 4 Preview the captured signature. When you are satisfied with your signature, click Accept. Use an image 1 Sign your name in black ink on a clean, blank sheet of white paper. Sign in the middle of the paper so you don't photograph or scan the edges. 2 Photograph or scan your signature.
393 Electronic signatures 4 Follow the onscreen instruction to register and complete sending the document. Get PDFs signed by others using Adobe EchoSign You can get documents signed by others using EchoSign. EchoSign is an online service that lets users quickly sign documents in a web browser, without requiring a digital ID. The service keeps track of the entire process. The EchoSign service emails your signers that you'd like them to sign a document.
394 Electronic signatures Setting up digital 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.
395 Electronic signatures 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. 1 Open the Preferences dialog box. 2 Under Categories, select Signatures. 3 For Identities & Trusted Certificates, click More. 4 Select Trusted Certificates on the left. 5 Select a certificate from the list, and click Edit Trust.
396 Electronic signatures ❖ 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.
397 Electronic signatures Certify a PDF When you certify a PDF, you indicate that you approve of its contents. You also specify the types of changes that are permitted for the document to remain certified. For example, suppose that a government agency creates a form with signature fields. When the form is complete, the agency certifies the document, allowing users to change only form fields and sign the document. Users can fill the form and sign the document.
398 Electronic signatures For more information about signature warnings and valid and invalid signatures, see the Digital Signature Guide at www.adobe.com/go/acrodigsig. You assess the validity of a Digital Signature and Timestamp by checking the Signature Properties. 1 Set your signature verification preferences. For more information, see Set signature verification preferences. 2 Open the PDF containing the signature, then click the signature.
399 Electronic signatures Compare versions of a signed document After a document is signed, you can display a list of the changes made to the document after the last version. 1 In the Signatures panel, select the signature. 2 Choose Compare Signed Version To Current Version from the Option menu . 3 When you’re done, close the temporary document.
400 Electronic signatures If the PDF Portfolio approval or certification is invalid or has a problem, the Signature Badge shows a warning icon. To view an explanation of the problem, hover the pointer over a Signature Badge with a warning icon. Different warning icons appear for different situations. For a list and explanation of each warning, see the DigSig Admin Guide at www.adobe.com/go/acrodigsig.
401 Electronic signatures If all the elements of the certificate chain are available, the information is added to the PDF automatically. If a timestamp server has been configured, the timestamp is also added. Add verification information after signing In some workflows, signature validation information is unavailable at signing, but can be obtained later. For example, a company official may sign a contract using a laptop while traveling by air.
402 Electronic signatures 4 Select Digital IDs on the left. 5 Do one of the following: • To import an ID, click the Add ID button , and follow the onscreen instructions. • To export a certificate, click the Export button certificate to a file. , and follow the onscreen instructions to email or save the Setting certificate trust You build a list of trusted identities by getting digital ID certificates from signing participants and certificate security workflows.
403 Electronic signatures More Help topics Digital IDs Setting up digital signatures Signing PDFs Validating signatures Certificate-based signatures A certificate-based signature, like a conventional handwritten signature, identifies the person signing a document. Unlike a handwritten signature, a certificate-based signature is difficult to forge because it contains encrypted information that is unique to the signer.
404 Electronic signatures Signatures made with the Certify or Sign With Certificate options comply with data protection standards specified by the European Telecommunications Standards Institute (ETSI). In addition, both signature types comply with the PDF Advanced Electronic Signature (PAdES) standard. Acrobat and Reader provide an option to change the default signing format to a CAdES format. This option is compliant with Part 3 of the PAdES standard.
405 Electronic 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.
406 Electronic signatures 7 For Text Properties, specify the writing direction and type of digits used, and then click OK. See also Enable right- to-left languages. 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.
407 Electronic signatures 4 Select Directory Servers on the left, and then click Import. 5 Select the import/export methodology file, and click Open. 6 If the file is signed, click the Signature Properties button to check the current signature status. 7 Click Import Search Directory Settings. 8 Click OK, if prompted, to confirm your choice. The directory server appears in the Security Settings dialog box.
408 Electronic signatures If you have a security settings file, install it and don’t use the following instructions for configuring a server. Ensure that you obtained the security settings file from a trusted source. Don’t install it without checking with your system administration or IT department. 1 Open the Preferences dialog box. 2 Under Categories, select Signatures. 3 For Document Timestamping, click More. 4 Select Time Stamp Servers on the left.
409 Electronic signatures Validating signatures Manage trusted identities Sign documents electronically Easily sign a PDF yourself or get a file e-signed by others. Sign documents electronically Validating certificate-based signatures 1 Open the Preferences dialog box. 2 Under Categories, select Signatures. 3 For Verification, click More. 4 To automatically validate all signatures in a PDF when you open the document, select Verify Signatures When The Document Is Opened.
410 Electronic signatures 2 To return to the original document, choose the document name from the Window menu. 1 In the Signatures panel, select the signature. 2 Choose Compare Signed Version To Current Version from the option menu 3 When you’re done, close the temporary document. More Help topics Validate a timestamp certificate Configure a timestamp server Set signing preferences More Help topics Digital IDs Setting up digital signatures Signing PDFs Manage trusted identities Last updated 1/14/2015 .
411 Chapter 11: Printing Basic PDF printing tasks Print button missing? If you can't see the Print and Cancel buttons, your monitor is set to a low screen resolution. Acrobat and Reader weren't designed for low-resolution displays (the minimum recommended is 1024 x 768). However, you can work around this limitation. Do any of the following to print your document: • Press Enter or Return. • If a scroll bar appears on the right of the dialog box, drag the slider down to access the buttons.
412 Printing Print in black and white You can print a color PDF in shades of gray (also known as grayscale or composite gray). • In the Print dialog box, enable Print In Grayscale (Black And White). Print at a different size You can scale the page to shrink or enlarge pages when you print. You can automatically scale to fit the paper or manually scale by percentages • In the Print dialog box, click Size and then specify the scaling options.
413 Printing Choose Paper Source By PDF Page Size (Windows) Uses the PDF page size to determine the output tray rather than the page setup option. This option is useful for printing PDFs that contain multiple page sizes on printers that have different-sized output trays. Print posters and banners You can print a large format document, such as a poster or banner, by splitting the page across multiple sheets of paper (called "tiling"). The Poster option calculates how many sheets of paper are needed.
414 Printing Page Order Defines how the pages are ordered on paper. Horizontal places pages from left to right, top to bottom. Horizontal Reversed places pages from right to left, top to bottom. Vertical places pages top to 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 Prints the crop box (the page boundary of PDF pages).
415 Printing 2 Deselect Hide Comment Pop-ups When Comment List Is Open. 3 Open the pop-up comments that you want to print. 4 Adjust their placement on the page so that they don't overlap or spill off the page. 5 Click the Print tool . 6 In the Comments and Forms area, choose Document And Markups. Print a portion of a page You can print a portion of a page in a PDF. Use the Snapshot Tool (Edit > Take a Snapshot) to select just the area you want to print. The area can be text, graphics, or both.
416 Printing Document Prints the document contents and form fields. Document And Markups Prints document contents, form fields, and comments. Document And Stamps Prints the document, form fields, and stamps, but no other markups, such as note comments and pencil lines. Form Fields Only Prints interactive form fields but doesn’t print document contents. Summarize Comments Creates a separate, printable PDF of the comments in a document.
417 Printing Print Layers Normally, when you print a PDF that contains layers, just the content that is visible onscreen is printed. However, the creator of a layered PDF can control what prints, regardless of its visibility onscreen. The PDF creator can require that watermarks print or prevent the printing of confidential information. If the document is designed to print differently from how it currently appears onscreen, a message may appear in the Print dialog box.
418 Printing None Prevents automatic scaling to fit the printable area. Use this setting to preserve the scale in engineering documents or the point size required for legal reasons. 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.
419 Printing • Print to file option was available on Print dialog itself until Acrobat 10.X versions. What should I do to print comments available on the PDF document? There are certain annotations (example: pop-up notes) which are available on the PDF document and the annotations do not print by default unless you want them to be printed. This has been intentionally designed so that such annotations do not hinder the view of the content available behind them.
420 Printing To print booklets, your printer must support either automatic or manual duplex printing (printing on both sides of the paper). Manual duplex printing requires two separate printing passes: one to print the front side, and another to print the back side. To find out whether your printer supports duplex printing, check the printer manual or contact the printer manufacturer. Print a booklet 1 Choose File > Print and select the printer.
421 Printing Print PDFs in a PDF Portfolio A PDF Portfolio contains multiple documents wrapped in one PDF. You can print the component PDFs in a PDF Portfolio individually or together. Documents print in alphabetical order, regardless of the order of files. 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. 1 Open the PDF Portfolio. To print only certain PDFs, select those PDFs.
422 Printing More Help topics Basic PDF printing tasks About advanced print settings If normal print settings don’t produce the results you expect, you may need to specify options in the Advanced Print Setup dialog box. For example, if your printed output doesn’t match the document’s onscreen appearance, you may need to try printing the document as an image (PostScript printers only). Or, if a PDF uses fonts that aren’t embedded, you must download the fonts to the printer when you print the document.
423 Printing 6 Click OK to accept the settings and return to the Print dialog box. 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.
424 Printing Discolored Background Correction Prevents printing problems like red boxes over graphics, or pages printing mirrored or upside down. These problems can occur when Acrobat or Reader cannot use the default Color Rendering Dictionaries (CRDs) on some PostScript printers. Always Use Host Collation (Acrobat Pro) Specifies if you want Acrobat to always use host collation for printing without checking the printer driver. Acrobat uses printer collation by default.
425 Printing Note: When printing to a printer that supports overprinting, make sure that this option is unselected, so the native overprinting capabilities of the printer are used. Use Maximum Available JPEG2000 Image Resolution Controls how resolution progression information, if present, is used when generating PostScript. When selected, the maximum resolution data contained in the image is used.
426 Printing Note: Before creating your own halftone screens, check with your print service provider for the preferred frequencies and angles. Also, be aware that some output devices override the default frequencies and angles. Specify the emulsion and image exposure (Acrobat Pro) Depending on the type of printing press used and how information is transferred from the film to the printing plates, you may need to give your service provider film negatives or positives, with emulsion side up or down.
427 Printing The options in the Marks And Bleeds panel are unavailable under these circumstances: • The PDF includes printer marks added using a different Acrobat feature, the Add Printer Marks tool. • The crop, bleed, and trim boxes are all the same size. The crop box is defined in the Crop Box dialog box (choose Tools >Print Production > Set Page Boxes). If the artwork contains a bleed, make sure that the crop box is big enough to accommodate the bleed box and other printer marks.
428 Printing Printer Color Management Sends the document’s color data along with the document profile directly to the printer and lets the printer convert the document to the printer color space. The exact results of the color conversion can vary among printers. Same as Source (No Color Management) Discards all color management information and sends device color to the printer. Color Profile Determines the profile used for handling colors during printing.
429 Printing Managing color (Acrobat Pro) When you print a color-managed RGB or CMYK document, you can specify additional color management options to keep color consistent in the output. For example, suppose the document contains a profile tailored for prepress output, but you want to proof the colors on a desktop printer.
430 Printing If you are using a print service provider to produce separations, you’ll want to work closely with its experts before beginning each job and during the process. To reproduce color and continuous-tone images, printers usually separate artwork into four plates—one plate for each of the cyan (C), yellow (Y), magenta (M), and black (K) portions of the image. When inked with the appropriate color and printed in register with one another, these colors combine to reproduce the original artwork.
431 Printing 4 Click Advanced. 5 If you created a custom printer settings file with the appropriate separation settings, choose it from the Settings menu at the top of the Advanced Print Setup dialog box. 6 Select Output on the left, and choose an option from the Color menu: • Choose Separations if the PPD doesn’t support in-RIP separations. • Choose In-RIP Separations if the PPD supports in-RIP separations. Trapping options appear. From the Trapping menu, choose Adobe In-RIP or Off.
432 Printing Saving separations as PostScript (Acrobat Pro) Depending on the prepress software available, a service provider may be able to perform such prepress activities as trapping, imposition, separating, and OPI replacement at the output device’s RIP. Therefore, your service provider may prefer to receive a composite PostScript file of the document optimized for in-RIP separations rather than a preseparated PostScript file.
433 Printing Overlap Specifies the minimum amount of duplicated information you want printed on each tile for ease in assembly. The Overlap option uses the unit of measure specified for the document. The value should be greater than the minimum nonprinting margins for the printer. You can specify up to half the size of the shortest side of the document page to overlap. For example, tiles for a page that measures 11-by-17 inches (279.4mm-by-431.8mm) can overlap up to 5.5 inches (139.7mm).
434 Chapter 12: Accessibility, tags, and reflow Create and verify PDF accessibility (Acrobat Pro) Acrobat tools make it easy to create accessible PDFs, and let you check the accessibility of existing PDFs. You can create PDFs to meet common accessibility standards, such as Web Content Accessibility Guidelines (WCAG) 2.0 and PDF/UA (Universal Access, or ISO 14289.).
435 Accessibility, tags, and reflow Check accessibility of PDFs (Acrobat Pro) A good way to check the accessibility of a document is to use tools that your readers will use. Even if you do not have access to those tools, Adobe Acrobat provides an automated way to check the accessibility of a PDF file. The Full Check feature in Acrobat checks a PDF for many of the characteristics of accessible PDFs. You can choose which accessibility problems to look for and how you want the results reported.
436 Accessibility, tags, and reflow In addition to Full Check, Acrobat provides other methods to check PDF accessibility: •Use Reflow view to quickly check the reading order. • Use Read Out Loud to experience the document as readers who use the text-to-speech conversion tool experience it. • Save the document as accessible text and then read the saved text file in a word-processing application.
437 Accessibility, tags, and reflow Options: Opens the Accessibility Checker Options dialog box, so you can select which checks are performed. Accessibility issues Document Accessibility permission flag A document author can specify that no part of an accessible PDF is to be copied, printed, extracted, commented on, or edited.
438 Accessibility, tags, and reflow To specify tags manually, do one of the following: • Enable tagging in the application in which the PDF was authored, and re-create the PDF. • Choose Tools > Accessibility > Add Tags To Document in Acrobat. The Add Tags Report appears in the navigation pane if there are any issues. The report lists potential problems by page, provides a navigational link to each problem, and provides suggestions for fixing them.
439 Accessibility, tags, and reflow Bookmarks This check fails when the document has 21 or more pages, but doesn't have bookmarks that parallel the document structure. To add bookmarks to the document, select Bookmarks on the Accessibility Checker panel, and choose Fix from the menu. In the Structure Elements dialog box, select the elements that you want to use as bookmarks, and Options click OK. (You can also access the Structure Elements dialog box by clicking the Options menu on the Bookmark tab.
440 Accessibility, tags, and reflow • Tag the content by choosing Tools > Accessibility > Touch Up Reading Order. Select the content, and then apply tags as necessary. • Assign tags using the Tags Tags.) panel. (To display the Tags panel, choose View > Show/Hide > Navigation Panes > To have Acrobat assign tags automatically to annotations as they're created, choose Tag Annotations from the Options menu on the Tags panel. Note: See the related WCAG section: 1.3.1 Info and Relationships (Level A), 4.1.
441 Accessibility, tags, and reflow Note: See the related WCAG sections: 1.1.1 Non-text Content. (A), 1.2.1 Audio- only and Video- only (Prerecorded). (A), 1.2.2 Captions (Prerecorded). (A), 1.2.3 Audio Description or Media Alternative (Prerecorded). (A), 1.2.5 Audio Description (Prerecorded). (AA) Screen flicker Elements that make the screen flicker, such as animations and scripts can cause seizures in individuals who have photosensitive epilepsy.
442 Accessibility, tags, and reflow Field descriptions For accessibility, all form fields need a text description (tool tip). To add a text description to a form field: 1 Select one of the Form tools, and then right-click (Windows) or Ctrl-click (Mac OS) the form field. 2 Choose Properties from the context menu. 3 Click the General properties tab. 4 Enter a description of the form field in the Tooltip field. Note: See the related WCAG sections: 1.3.1 Info and Relationships. (Level A), 3.3.
443 Accessibility, tags, and reflow 3 Remove the alternate text from the Tags panel for any nested item that has no page content. Note: See the related WCAG section: 1.1.1 Non-text Content. (A) Hides annotation Alternate text can't hide an annotation. If an annotation is nested under a parent element with alternate text, then screen readers don't see it. To remove alternate text from nested elements: 1 Choose Show/Hide > Navigation Panes > Tags.
444 Accessibility, tags, and reflow Note: See the related WCAG section: 1.3.1 Info and Relationships. (Level A) Regularity To be accessible, tables must contain the same number of columns in each row, and rows in each column. See Correct table tags with the Tags panel. Note: See the related WCAG section: 1.3.1 Info and Relationships. (Level A) Summary Table summaries are optional, but can improve accessibility. 1 Choose Tools > Accessibility > Touch Up Reading Order.
445 Accessibility, tags, and reflow Appropriate nesting This rule checks nested headings. When this check fails, headings are not nested properly. To fix the list structure: 1 Find the list in the Accessibility Checker panel by right-clicking (Windows) or Ctrl-clicking (Mac OS) the failed element and choosing Show in Tags Panel. 2 Create elements, change the types of elements, or rearrange existing elements by dragging them. Note: See the related WCAG section: 2.4.6 Headings and Labels. (Level AA).
446 Accessibility, tags, and reflow 1.2.8 Media Alternative (Prerecorded). (AAA) • 7.18.6.2 addresses time-based media alternatives. Design-specific. It's necessary that authors and developers consider this provision and ensure conformance. 1.2.9 Audio- only (Live). (AAA) • Design-specific. It's necessary that authors and developers consider this provision and ensure conformance. 1.3.1 Info and Relationships. (Level A) • 7.1 - 7.10 and 7.20 address structure and relationships in content. • 7.
447 Accessibility, tags, and reflow 1.4.7 Low or No Background Audio. (Level AAA) • While ISO 14289 does not address this success criterion, conformance in PDF requires ISO 14289 conforming files and readers. The manner in which developers support this success criterion in PDF in not defined in ISO 14289 or ISO 32000. 1.4.8 Visual Presentation. (Level AAA) • Design-specific. It's necessary that authors and developers consider this provision and ensure conformance. 1.4.9 Images of Text (No Exception).
448 Accessibility, tags, and reflow 2.4.5 Multiple Ways. (Level AA) • PDFs can conform with this provision in several ways, including outlines (7.17), links (7.18.5), and page labels. • PDF2 • General Techniques: http://www.w3.org/WAI/WCAG20/quickref /#qr-navigation-mechanisms-mult-loc 2.4.6 Headings and Labels. (Level AA) • 7.4 • General Techniques: http://www.w3.org/WAI/WCAG20/quickref /#qr-navigation-mechanisms-descriptive 2.4.7 Focus Visible.
449 Accessibility, tags, and reflow 3.2.5 Change on Request. (Level AAA) • 7.19, paragraph 2 3.3.1 Error Identification. (Level A) • Design-specific. It's necessary that authors and developers consider this provision and ensure conformance. 3.3.2 Labels or Instructions (Level A) 4.1.2 Name, role, value • PDF5 • PDF22 • PDF5 • PDF10 • PDF10 • PDF12 More Help topics WCAG Specification PDF/UA Guide to understanding the WCAG Specification PDF Techniques for WCAG How to meet WCAG 2.
450 Accessibility, tags, and reflow • Remove nonessential content, such as ornamental page borders, from the logical structure tree To perform advanced reading order and tagging tasks, such as fixing complex tables, removing obsolete tags, and adding alternate text to links, use the Tags panel. The panel contains an alternate set of tools and features for manipulating PDF tags. For more information, see Edit tags with the Tags panel.
451 Accessibility, tags, and reflow Display Like Elements In A Single Block Adjacent squares with the same tag type are collapsed into a single, bigger square with the common tag type that encompasses the original square. Show Tables And Figures Outlines each table and figure with a crossed-out box. The box also indicates whether the element includes alternate text. Specify the box color by clicking the color swatch. Clear Page Structure Removes the tagging structure from the page.
452 Accessibility, tags, and reflow 5 Check the numbered order of all highlighted regions. If consecutive, numbered regions don’t follow one another, reorder them in the Order panel. 6 Click Show Order Panel, and then select each content entry (in brackets [ ]) in the Order panel to highlight that content region in the document pane. Use this method to find numbered regions that you can’t see or locate on the page. Change the reading order in the Order panel 1 Select the Touch Up Reading Order tool.
453 Accessibility, tags, and reflow 3 To select a highlighted region, do one of the following: • Drag to select it. • Click the number of a highlighted region. 4 Click the button for the tag type that you want for the highlighted region. Add or remove content from a tagged region The Touch Up Reading Order tool always displays as few highlighted regions as possible. If content within a highlighted region doesn’t flow properly, you may need to split a region to reorder it.
454 Accessibility, tags, and reflow Remove page elements from the tag structure When tagging a PDF, Acrobat can’t always distinguish between instructive figures and decorative page elements. Items that visually enhance page layout, such as decorative borders, lines, or background elements, can add clutter to the structure layout and should be removed. Therefore, Acrobat may incorrectly tag artifacts or page elements as figure tags.
455 Accessibility, tags, and reflow Check and add alternate text for figures If you want screen readers to describe graphical elements that illustrate important concepts in a document, you must provide the description using alternate text. Figures aren’t recognized or read by a screen reader unless you add alternate text to the tag properties. If you apply alternate text to text elements, only the description, not the actual text, is read. 1 Select the Touch Up Reading Order tool.
456 Accessibility, tags, and reflow Remove all tags from a PDF 1 Open the Tags panel (View > Show/Hide > Navigation Panels > Tags) and select the root (topmost) tag, Tags. 2 In the Tags panel, select Delete Tag from the options menu. Note: The Clear Page Structure command in the Touch Up Reading Order dialog box removes all tags from the currently visible pages. Replace the existing tag structure This procedure works best in pages that contain a single column of text.
457 Accessibility, tags, and reflow Set accessibility preferences with the Accessibility Setup Assistant 1 Start the Accessibility Setup Assistant by doing one of the following: • Choose Tools > Accessibility > Setup Assistant. • Choose Edit > Accessibility > Setup Assistant. • (Windows only) Start Acrobat for the first time while a screen reader or screen magnifier is running. 2 Choose the option that is appropriate for your assistive software and devices.
458 Accessibility, tags, and reflow Accessibility preferences in Multimedia panel • Show Subtitles When Available • Play Dubbed Audio When Available • Show Supplemental Text Captions When Available • Show Audio Description (Or Video Description, Or Descriptive Video) When Available These preferences don’t correspond to any options in the Accessibility Setup Assistant.
459 Accessibility, tags, and reflow technology. Because Acrobat sends page information about all visible pages, the assistive technology receives information about pages that may be only partially visible (such as the bottom of one page or the top of the next), as well as those pages that are completely visible.
460 Accessibility, tags, and reflow 1 Do any of the following: • To change the scrolling speed to a specific speed, press a number key (9 for fastest, 0 for slowest). • To increase or decrease the scrolling speed, press the Up Arrow or Down Arrow key, depending on the direction of scrolling. • To reverse the direction of scrolling, press the minus sign (-) key. • To jump to the next or previous page, press the Left Arrow or Right Arrow key.
461 Accessibility, tags, and reflow Reflow a tagged PDF Choose View > Zoom > Reflow. If the Page Display setting is Two Page View before you choose Reflow view, the Page Display setting automatically becomes Single Page View when the document is reflowed. If the Page Display setting is Two Page Scrolling before you choose Reflow view, the Page Display setting automatically becomes Enable Scrolling when the document is reflowed. Return to unreflowed view ❖ When in Reflow view, choose View > Zoom > Reflow.
462 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 ReadOut Loud. You can also use the Select Object tool to locate text. Activate Read Out Loud, and then choose Tools > Interactive Objects >Select Object.
463 Accessibility, tags, and reflow More Help topics Keys for navigating a PDF Keys for selecting tools Keys for working with comments Keys for general navigating Keys for working with navigation panels Keys for navigating the Help window Keys for accessibility Accessibility features Editing document structure withthe Content and Tags panels (Acrobat Pro) Correct reflow problems with the Content panel Use the Content panel to correct reflow problems in a PDF that can’t be corrected by using the Touch Up R
464 Accessibility, tags, and reflow Edit Container Dictionary Specifies the dictionary for the container. Errors in this dialog box may damage the PDF. Available only for containers that include dictionaries. Cut Cuts and copies the selected object (not the related page content). Paste Pastes content directly below the selected object at the same hierarchical level. Paste Child Pastes content into the selected object as a child content item.
465 Accessibility, tags, and reflow • Ctrl-click the plus sign (Windows) or Option-click the triangle (Mac OS) next to the Tags root to show all tags in the logical structure tree. Edit tags with the Tags panel You can edit a tag title, change a tag location, or change the tag type for an element. All page content must be tagged, marked as an artifact, or removed from the logical structure tree. Edit a tag title 1 In the Tags panel, expand the section of the logical structure that you want to edit.
466 Accessibility, tags, and reflow Edit Class Map Allows you to add, change, and delete the class map, or style dictionary, for the document. Class maps store attributes that are associated with each element. Edit Role Map Allows you to add, change, and delete role maps for the document. Role maps allow each document to contain a uniquely defined tag set. By mapping these custom tags to predefined tags in Acrobat, custom tags are easier to identify and edit.
467 Accessibility, tags, and reflow 2 Choose Highlight Content from the options menu in the Tags panel to see a highlighted area in the document that corresponds to the tag. 3 Choose Properties from the options menu in the Tags panel. 4 In the Touch Up Properties dialog box, click the Tag panel. 5 For Alternate Text, type text that describes the figure.
468 Accessibility, tags, and reflow Correct table tags with the Tags panel Use the Touch Up Reading Order tool to make sure that tables are tagged correctly. If you need to structure figures and text within the cells of your table, you may prefer to re-create the table in the authoring application before you convert it as an accessible PDF. Adding tags on a cell level in Acrobat is a labor-intensive procedure.
469 Accessibility, tags, and reflow Note: You can view and edit the role map of a PDF by choosing Options > Edit Role Map in the Tags panel. The standard Adobe element tag types are available in the New Tag dialog box. They are also available in the Touch Up Properties dialog box in Acrobat Pro. Adobe strongly encourages using these tag types because they provide the best results when tagged content is converted to a different format.
470 Accessibility, tags, and reflow TOCI Table of contents item element. An item contained in a list associated with a table of contents element. Table elements Table elements are special elements for structuring tables. Table Table element. A two-dimensional arrangement of data or text cells that contains table row elements as child elements and may have a caption element as its first or last child element. TR Table row element.
471 Accessibility, tags, and reflow Touch Up Reading Order tool for PDFs (Acrobat Pro) Keys for accessibility (Acrobat Pro) 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.
472 Accessibility, tags, and reflow For information on setting the tab order to use document structure, see Set form field navigation. Add other accessibility features to the PDF In Acrobat Pro, this stage includes setting the document language, making sure that security settings don’t interfere with screen readers, creating accessible links, and adding bookmarks.
473 Accessibility, tags, and reflow Whichever method you use to tag the PDF, use Acrobat to touch up the tagging and reading order for complex page layouts or unusual page elements. For example, the Add Tags To Document command can’t always distinguish between instructive figures and decorative page elements such as borders, lines, or background elements. It may incorrectly tag all of these elements as figures.
474 Accessibility, tags, and reflow The conversion process doesn’t always correctly interpret the document structure for the combined PDF, because the files being assembled often use different formats. Use Acrobat Pro to create an accessible PDF from multiple documents. When you combine multiple PDFs into one tagged PDF, it is a good idea to retag the combined document. Combining tagged and untagged PDFs results in a partially tagged PDF that isn’t accessible to people with disabilities.
475 Accessibility, tags, and reflow Authoring applications Most authoring applications that you can use to design forms don’t retain their fillable form fields when you convert the files to PDF. Use the forms tools in Acrobat Pro to add fillable form fields. Moreover, if you tag the form during conversion to PDF, the authoring application can generate inappropriate tags for the text labels of the form fields.
476 Accessibility, tags, and reflow Editing document structure with the Content and Tags panels (Acrobat Pro) Keys for accessibility (Acrobat Pro) Accessibility features in PDFs A document or application is accessible if people with disabilities, such as mobility impairments, blindness, and low vision, can use it.
477 Accessibility, tags, and reflow For more information about accessibility features, see these resources: • Acrobat accessibility, overview, new features, and FAQ: www.adobe.com/accessibility/products/acrobat/ • Information and news about accessibility in Adobe products: blogs.adobe.com/accessibility/pdf/ • Creating accessible PDF documents: www.adobe.com/accessibility • General accessibility tips: http://acrobatusers.
478 Accessibility, tags, and reflow 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/.
479 Chapter 13: Searching and indexing Searching PDFs You have lots of control and lots of possibilities for running effective and efficient searches in Adobe Acrobat XI. A search can be broad or narrow, including many different kinds of data and covering multiple Adobe PDFs. If you work with large numbers of related PDFs, you can define them as a catalog in Acrobat Pro, which generates a PDF index for the PDFs. Searching the PDF index—instead of the PDFs themselves—dramatically speeds up searches.
480 Searching and indexing A Find field B Find Previous C Find Next D Replace With expands to provide text field 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.
481 Searching and indexing 5 Click Replace to change the highlighted text or click Next to go to the next instance of the search term. Alternatively use the Previous to go back to the previous instance of the search term. Find text in multiple PDFs The Search window enables you to look for search terms in multiple PDFs. For example, you can search across all PDFs in a specific location or all files in an open PDF Portfolio. The Replace With option is not availble in the Search window.
482 Searching and indexing Makes the document active in the document window. Expand the list to show the individual search results within that document. (General) Search Result icon In PDFs, jumps to that instance of the search term, usually in the body text of the PDF. The instance of the search term is highlighted in the document. Non-PDF Search Result or Metadata icon [] In non-PDF files, opens the file; or if opening of that file type is restricted, opens a message dialog box.
483 Searching and indexing Use These Additional Criteria (text options) Includes the basic search options plus four additional options: Proximity Searches for two or more words that are separated by no more than a specified number of words, as set in the Search preferences. Available only for a search of multiple documents or index definition files, and when Match All Of The Words is selected. Stemming Finds words that contain part (the stem) of the specified search word.
484 Searching and indexing Search index files of cataloged PDFs A full-text index is created when someone uses Acrobat to define a catalog of PDFs. You can search that index rather than running a full-text search of each individual PDF in the catalog. An index search produces a results list with links to the occurrences of the indexed documents. Note: To search a PDF index, you must open Acrobat as a stand-alone application, not within your web browser.
485 Searching and indexing Creating PDF indexes Create and manage an index in a PDF You can reduce the time required to search a long PDF by embedding an index of the words in the document. Acrobat can search the index much faster than it can search the document. The embedded index is included in distributed or shared copies of the PDF. Users search PDFs with embedded indexes exactly as they search those without embedded indexes; no extra steps are required.
486 Searching and indexing • Remove extended characters, such as accented characters and non-English characters, from file and folder names. (The font used by the Catalog feature does not support character codes 133 through 159.) • Don’t use deeply nested folders or path names that exceed 256 characters for indexes that will be searched by Mac OS users.
487 Searching and indexing Choose Tools > Document Processing > Full Text Index With Catalog, and then click New Index. Note: If you don't see the Document Processing panel, see the instructions for adding panels at Task panes 1 In Index Title, type a name for the index file. 2 In Index Description, type a few words about the type of index or its purpose. 3 Click Options, select any advanced options you want to apply to your index, and click OK.
488 Searching and indexing Custom Properties Use this option to include custom document properties in the index; only custom document properties that already exist in the PDFs you index are indexed. Type the property, make a selection from the Type menu, and then click Add. These properties appear as a search option in the Search PDF window's additional criteria pop-up menus when you search the resulting index.
489 Searching and indexing 3 In the Index Definition dialog box, make any changes you want, and then click the function you want Acrobat to perform: Build Creates a new IDX file with the existing information, and updates it by adding new entries and marking changed or outdated entries as invalid. If you make a large number of changes, or use this option repeatedly instead of creating a new index, search times may increase.
490 Chapter 14: Multimedia and 3D models Setting 3D views in PDFs 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.
491 Multimedia and 3D models Display a view ❖ Use these methods to change the view, as appropriate: • From the 3D toolbar, select the view from the Views pop-up menu. • In the Model Tree, click the view name. • Click the Default View icon . Change the default view ❖ In the View pane of the Model Tree, do one of the following: • Select a view, and then choose Set As Default View from the Options menu. • Right-click a view, and then choose Set As Default View.
492 Multimedia and 3D models Named View Changes to the defined view that you select from the list appearing below this option. 5 (Optional) To make a bookmark or link also jump to a specific page and page view, choose Go To A Page View on the Selection Action menu, and click Add. Then use the scroll bars and zoom tools to adjust the page view before you click the Set Link button. When finished, click Close in the Properties dialog box.
493 Multimedia and 3D models Acrobat and Reader also let you play legacy multimedia files created using an earlier version of Acrobat. These include QuickTime, MPEG, ASF, RAM, and Windows® Media files. However, Acrobat and Reader X do not provide a way to create legacy multimedia files. To help protect your computer from viruses, Acrobat asks you if you want to play multimedia files from unverified sources. You can change this default behavior in the Multimedia Trust preferences.
494 Multimedia and 3D models Allow Multimedia Operations Select this option to allow media clips to be played. When selected, you can change the permission settings for a particular player and enable options that determine the appearance of the media during playback. Change Permission For Selected Multimedia Player To Select the player from the list, and then choose one of the following options from the menu: Always Allows the player to be used without prompting. Never Prevents the player from being used.
495 Multimedia and 3D models You can associate 3D measurements with specific views. If the default view is active when a measurement is added, a new measurement view is created. This view is added to the view hierarchy in the Model Tree. The measurement is associated with that view only. The measurement shows up as a child of the view. You can also display comments while taking measurements. These comments (also called measurement markups) are preserved after the document is closed.
496 Multimedia and 3D models 3D Snap To Radial Edges Snaps to a circumference. 3D Snap To Silhouettes Snaps to the apparent edge of a part, such as the side of a cylinder. 3D Snap To Planar Faces Snaps to the geometric plane making up a face of the part. Measurement Types options in the 3D Measurement Tool palette 3D Point To Point Measurement Measures the distance between two positions on the 3D model. Click to set a start point, and then click another location to set an end point or edge.
497 Multimedia and 3D models Measuring preferences Change the 3D Measuring preferences to determine how 3D data is measured. These options appear in the Measuring (3D) panel of the Preferences dialog box. Note: In Adobe Reader, these preferences apply to PDFs that have commenting enabled. Use Scales And Units From Model (When Present) Displays measurements based on the model units, if present, generated from the original 3D model. Deselect this option to specify the units of measurements manually.
498 Multimedia and 3D models 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 .
499 Multimedia and 3D models A Solid B Transparent Bounding Box C Transparent D Solid Wireframe E Illustration F Solid Outline G Shaded Illustration H Bounding Box I Transparent Bounding Box Outline J Wireframe K Shaded Wireframe L Transparent Wireframe M Hidden Wireframe N Vertices O Shaded Vertices Hide, isolate, and change the appearance of parts Some 3D models are composed of individual parts. You can use the Model Tree to hide or isolate parts, zoom in to parts, or make parts transparent.
500 Multimedia and 3D models Note: The items that appear on the Options menu depend on whether the 3D model is composed of just one part or multiple parts. Many of these options are also available by right-clicking a part in the 3D model. Model Render Mode Changes the surface appearance of the entire 3D model according to the item you choose from the submenu: Transparent Bounding Box, Solid, Transparent, Solid Wireframe, and so on. Show All Parts Displays the entire 3D model.
501 Multimedia and 3D models Note: Using the Model Tree requires version 7.0.7 or later of either Acrobat or Adobe Reader. Users with earlier versions can interact with 3D models but not with the Model Tree. The Model Tree has three panes, each of which displays a specific type of information or controls. Structure pane The topmost pane shows the tree structure of the 3D object. For example, a 3D object depicting a car has separate groups of objects (called nodes) for the chassis, engine, and wheels.
502 Multimedia and 3D models 1 Click the Toggle Cross Section icon on the 3D toolbar to turn on or off the cross section. 2 (Optional) Click the arrow next to the Toggle Cross Section icon, and choose Cross Section Properties, which opens the Cross Section Properties dialog box. Then do any of the following: • Change settings under Alignment, Display Settings, and Position And Orientation. • Click the Save Section View button to save the current cross-sectional view.
503 Multimedia and 3D models To understand how each axis divides the 3D model, select an axis and then drag the Offset slider back and forth. Observe the changes in the embedded 3D model. Flip Reverses the cross-section. For example, if the top half of the model is cut off, click Flip to display the top half and cut off the bottom half. Tilt sliders Determine the angles between the cutting plane and the axes. Drag the sliders left or right, or change the percentages.
504 Multimedia and 3D models 5 In the Position section, select Angle Units to change the X, Y, and Z values to Azimuth, Altitude, and Distance. These values enable you to manipulate the camera by azimuth (distance) and altitude (X axis), and to zoom using the distance value. 6 Move the sliders in the Camera and Target positions to the desired location. 7 To change the focal angle of the camera, drag the Field Of View slider to the desired degree.
505 Multimedia and 3D models A Model Tree B 3D toolbar C 3D object 3D toolbar overview The 3D toolbar appears after you click the 3D model with the Hand tool. This action activates the 3D model and plays animations that are set to play when the file is enabled. The 3D toolbar always appears in the area above the upper-left corner of the 3D model and cannot be moved. A small arrow appears to the right of the Rotate tool, which you can click to either hide or expand the toolbar.
506 Multimedia and 3D models Pivots horizontally around the scene when you drag horizontally. Moves forward or backward in the scene when you drag vertically; maintains a constant elevation level, regardless of how you drag. The Walk tool is especially useful for architectural 3D models. To change the walking speed, change the default display units in the Preferences (3D).
507 Multimedia and 3D models Opens the color picker, which you can use to select a different color for the space surrounding the 3D object. Toggle Cross Section Shows and hides cross sections of the object. Click the pop-up menu to open the Cross Section Properties dialog box. For more information, see Create cross sections. 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 Commenting on 3D designs in PDFs .
508 Multimedia and 3D models Optimization Scheme For Low Framerate Specifies what happens to animations of complex models when the framerate becomes low. None does not compromise the visuals and leaves the framerate low. Bounding Box shows the threedimensional planes enclosing the parts instead of the parts themselves, which keeps the framerate high. Drop Objects does not show some parts of the model, which keeps the framerate high.
509 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. 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. 3D comments added to other views are listed as components of that view in the Model Tree.
510 Multimedia and 3D models • 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.
511 Multimedia and 3D models Interactive content developed in Flash and produced as SWF files (.swf) can be added to PDFs to provide complimentary tools for text. Examples of applications developed in Flash include an RSS Reader, calculator, and online maps. For more information about the interactive applications that you can download from Adobe, see www.adobe.com/go/learn_acr_interactive_en. Note: FLV files and H.264-compliant MP4 and MOV files are supported with Flash Media Server 3.0.1.
512 Multimedia and 3D models Different options are available in the dialog box depending on the format of the file. SWF tab Displays when you insert SWF files. Flash Vars Flash developers can use the FlashVars field to add ActionScript™ variables for the selected file. Pass Context Menu Click to SWF SWF file developers can select this option to replace the Acrobat Pro context menu with the context menu of the originating SWF file.
513 Multimedia and 3D models After adding a video to a Word or PowerPoint document, you can convert the document to PDF and edit the video properties if needed. 1 In the Word or PowerPoint document, select the position where you want the video to appear. 2 Do one of the following: • In Office 2003, click the Embed Flash button in the PDFMaker toolbar. • In Office 2007/2010, click the Embed Flash button in the Acrobat ribbon. 3 Click the Browse button, and then locate the video you want to include.
514 Multimedia and 3D models Add 3D models to a PDF page (Acrobat Pro) You can use the 3D tool to place a 3D file (in U3D 3rd Edition or PRC format) on a PDF page. Acrobat Pro can create 3D PDFs but only from U3D ECMA 1 files. After you place a 3D file, you can adjust the area or canvas in which the 3D model appears, edit the presentation properties for the 3D toolbar and content, and create additional views. Add a 3D model to a page Choose Tools > Interactive Objects > Add 3D.
515 Multimedia and 3D models Launch Settings Enable When Specifies when the 3D model is activated. When the 3D model is enabled, you can interact with it by using the 3D navigation tools, for example. Disable When Determines how the 3D model can be deactivated. When a 3D model is disabled, the 2D preview image or poster appears in the canvas. Playback Style Enables you to display the 3D model in a floating window outside the page.
516 Multimedia and 3D models Interacting with 3D models Measuring 3D objects in PDFs Setting 3D views in PDFs Commenting on 3D designs in PDFs Add comments to videos (Acrobat Pro) When you view a video, you can add comments to individual frames. Each comment is attached to a specific frame, so that when you view the comments, they appear in the context in which they were made. 1 With the video open, open the Comment task pane. 2 Start the video and click Pause where you want to add a comment.
517 Chapter 15: Print production tools (Acrobat Pro) Print production tools overview(Acrobat Pro) AdobeAcrobat Pro adds sophisticated print production tools that enable a complete PDF workflow for high-end color output. The print production tools are in the Print Production panel of the Tools pane. Open the Print Production panel ❖ If the Print Production panel is not visible in the Tools pane, choose View > Tools > Print Production.
518 Print production tools (Acrobat Pro) Set Page Boxes Allows you to define the crop, trim, bleed, art, and media boxes on a page. The elements are important for proper page positioning and placement of printer marks, especially for imposition. Add Printer Marks Adds standard printer marks to a PDF page for positioning. These marks are embedded in the PDF. Fix Hairlines Based on user settings, finds hairlines and replaces them with heavier-weight lines.
519 Print production tools (Acrobat Pro) You can switch between boxes without losing the margins you set for each. As you adjust individual boxes, the preview in the Set Page Boxes dialog box is redrawn to reflect the new settings. For example, if you expand the crop or media box, the page content “shrinks” in the preview. Note: When the crop box is expanded, the media box adjusts accordingly. Open the Set Page Boxes dialog box Choose Tools > Print Production >Set Page Boxes.
520 Print production tools (Acrobat Pro) 2 Select the unit of measurement from the Units menu. 3 (Optional) Select Include Type3 Fonts or Include Patterns to replace hairlines in Type 3 characters or patterns with the same replacement width as other hairlines. Font characters and patterns can be used in a variety of contexts in the same document (for example, different magnification values), so changing the line width may produce unexpected results.
521 Print production tools (Acrobat Pro) Note: If you are using a color management system (CMS) with accurately calibrated ICC profiles and have calibrated your monitor, the onscreen separation preview colors more closely match the final color separation output.
522 Print production tools (Acrobat Pro) Choose simulation profile and preview options Select an existing profile for simulating how your document looks when printed. 1 In the Output Preview dialog box, select an option from the Simulation Profile. 2 Select any of the following options: Simulate Overprinting simulates the blending and overprinting of colors in the color-separated output. Simulate Black Ink Simulates black and dark colors according to the black specified in the simulation profile.
523 Print production tools (Acrobat Pro) Check ink coverage Too much ink can saturate paper and cause drying problems or change the expected color characteristics of the document. Total Area Coverage specifies the total percentage of all inks used. For example, 280 means 280% ink coverage, which could be accomplished with 60C, 60M, 60Y, and 100K. Ask your print service provider for the maximum ink coverage of the press you use for printing.
524 Print production tools (Acrobat Pro) Rich Black Indicates areas that print as rich black—process black (K) ink mixed with color inks for increased opacity and richer color. Rich black is used for large areas since you need the extra darkness to make the text look black rather than gray. Type the Start Cutoff percentage to define the minimum percentage of black to diagnose the content as rich black.
525 Print production tools (Acrobat Pro) Flattener Preview dialog box overview Use the preview options in the Flattener Preview dialog box to highlight the areas and objects that are transparent, as well as those affected by transparency flattening. Transparent content is highlighted in red, and the rest of the artwork appears in grayscale. Use this information to adjust the flattener options before you apply the settings, and then save them as flattener presets.
526 Print production tools (Acrobat Pro) 2 From the Highlight menu, choose the kind of areas you want to highlight. The availability of options depends on the content of the artwork. 3 Select the flattening settings you want to use: Either choose a preset or, if available, set specific options. Note: (Illustrator) If the flattening settings aren’t visible, select Show Options from the panel menu to display them.
527 Print production tools (Acrobat Pro) All Rasterized Regions (Illustrator and InDesign) Highlights objects and intersections of objects that will be rasterized because there is no other way of representing them in PostScript or because they are more complex than the threshold specified by the Rasters/Vectors slider. For example, the intersection of two transparent gradients will always be rasterized, even if the Rasters/Vectors value is 100.
528 Print production tools (Acrobat Pro) (Illustrator only) Select Preserve Alpha Transparency (Flatten Transparency dialog box only) Preserves the overall opacity of flattened objects. With this option, blending modes and overprints are lost, but their appearance is retained within the processed artwork, along with the level of alpha transparency (as when you rasterize artwork using a transparent background).
529 Print production tools (Acrobat Pro) Flattener presets are stored in the same location as printer settings files: (Windows XP) \Documents and Settings\[current user]\Application Data\Adobe\Acrobat\10.0\Preferences (Windows Vista®/Windows 7) \Users\[current user]\AppData\Roaming\Adobe\Acrobat\10.0\Preferences (Mac OS) Users/[current user]/Library/Preferences/Adobe/Acrobat/10.
530 Print production tools (Acrobat Pro) Acrobat uses the source color spaces of objects in a PDF to determine what (if any) color conversion is required, for example, from RGB to CMYK. For images and objects that contain embedded color profiles, Acrobat uses the information in the profile to manage the appearance of the color. For files that comply with the PDF/X family of standards, the OutputIntent is used to manage the colors in the file.
531 Print production tools (Acrobat Pro) • Objects set in spot colors can be preserved, converted, or mapped (aliased) to any other ink present in the document. Objects include Separation, DeviceN, and NChannel color spaces. Spot colors can also be mapped to a CMYK process color, if the process color model of the destination space is CMYK. Spot colors mapped to other inks can be previewed in the Output Preview dialog box.
532 Print production tools (Acrobat Pro) 10 Click Document Colors to see a list of color spaces and spot colors in your document. 11 Click Ink Manager to specify the ink settings and create an ink alias. If an alias is set up in the Ink Manager, the alias name is next to the Ink Manager button in the Convert Colors dialog box. 12 Select a command from the list of Conversion Commands, and Move Up or Move Down to change the order of the conversion.
533 Print production tools (Acrobat Pro) 3 Click Decalibrate Colors. Ink Manager overview The Ink Manager provides control over inks at output time. Changes you make using the Ink Manager affect the output, not how the colors are defined in the document. Ink Manager options are especially useful for print service providers. For example, if a process job includes a spot color, a service provider can open the document and change the spot color to the equivalent CMYK process color.
534 Print production tools (Acrobat Pro) Separate spot colors as process Using the Ink Manager, you can convert spot colors to process colors. When spot colors are converted to process color equivalents, they are printed as separations rather than on a single plate. Converting a spot color is useful if you’ve accidentally added a spot color to a process color document, or if the document contains more spot colors than are practical to print.
535 Print production tools (Acrobat Pro) You can compensate for misregistration by slightly expanding one object so that it overlaps an object of a different color—a process known as trapping. By default, placing one ink over another knocks out, or removes, any inks underneath to prevent unwanted color mixing; but trapping requires that inks overprint, or print on top of each other, so that at least a partial overlap is achieved. Most traps employ spreading—expanding a light object into a dark object.
536 Print production tools (Acrobat Pro) 4 Select Output from the list on the left. 5 For Color, choose In-RIP Separations. 6 For Trapping, choose Adobe In-RIP. Note: This option works only when you target an output device that supports Adobe In-RIP Trapping. 7 Click Ink Manager. As necessary, select an ink, specify the following options (only if your service provider recommends changing the settings), and then click OK: Type Choose an ink type that describes the selected ink.
537 Print production tools (Acrobat Pro) 1 In the Trap Presets dialog box, click Assign. 2 For Trap Preset, choose the preset you want to apply. 3 Select the pages you want to apply the trap preset to. 4 Click Assign. Note: If you click OK without clicking Assign, the dialog box closes without changing the trap assignments. Trap assignments previously made using the Assign button are preserved. 5 After you finish assigning trap presets, click OK.
538 Print production tools (Acrobat Pro) In InDesign, the value you set for Black Color determines the value for a solid black or a rich black, a process black (K) ink mixed with color inks for increased opacity and richer color. Note: (InDesign) If you choose Application Built-In trapping, and you specify a Default trap width or Black trap width larger than 4 points, the resulting trap width is limited to 4 points.
539 Print production tools (Acrobat Pro) Black Density Indicates the neutral density value at or above which InDesign considers an ink to be black. For example, if you want a dark spot ink to use the Black trap width setting, enter the neutral density value here. This value is typically set near the default of 1.6. Sliding Trap Determines when the trapping engine starts to straddle the centerline of the color boundary.
540 Print production tools (Acrobat Pro) The Black Color setting is useful when you must compensate for extreme dot gain (as when using low-grade paper stock). These situations cause black percentages lower than 100% to print as solid areas. By screening back blacks or rich blacks (using tints of solid black) and decreasing the Black Color setting from its default of 100%, you can compensate for dot gain and ensure that the trapping engine will apply the proper trap width and placement to black objects.
541 Print production tools (Acrobat Pro) Other spot inks Some spot colors, such as turquoise or neon orange, are significantly darker or lighter than their CMYK equivalents. You can determine whether this is the case by comparing printed swatches of the actual spot inks to printed swatches of their CMYK equivalents. You can adjust the spot ink’s ND value higher or lower as necessary. Customize trapping for specialty inks Using certain inks involves special trapping considerations.
542 Chapter 16: Preflight (Acrobat Pro) Viewing preflight results, objects, and resources (Acrobat Pro) More Help topics Analyzing documents with the Preflight tool (Acrobat Pro) About preflight results You can view the results of a preflight inspection as a list, as comments, or individually in the Preflight dialog box. In the Results list, mismatches appear according to their severity, with all errors first, followed by warnings, and then just information.
543 Preflight (Acrobat Pro) • To see an object in a separate view, select Show In Snap. • To embed an audit trail, click Embed Audit Trail. You can embed an audit trail only if you used a profile to run the preflight inspection. • If you switched to a different view in the Preflight dialog box, click Results to get back to the Results list. • To see an object in context on the PDF page, double-click the item. The object is highlighted with a dotted line for easier identification.
544 Preflight (Acrobat Pro) View resources and general information The Overview section of the Preflight dialog box lists all types of properties and resources for the document. It lists the color spaces, fonts, patterns, halftone settings, graphic states, and images used in the document. It also lists general information about the analyzed document. This information includes the application used to create it, the date it was created, and the date it was last modified.
545 Preflight (Acrobat Pro) 5 To view basic Audit Trail information, click the Standards icon in the navigation pane on the left. In the Standards panel, do any of the following, as needed: • To verify that the profile used on the document is the same as the profile on your local system, clickCheck Profile Fingerprint. For example, if you asked a customer to use a specific profile, you can use this check to confirm it was used.
546 Preflight (Acrobat Pro) Details Reports additional information about each problem object—for example, where the object is located on the page. Problems Highlighted By Transparent Masks places a colored mask, similar to a Photoshop mask, over areas to make the problem areas stand out. You can change the mask color using Preflight preferences. Problems Highlighted By Comments inserts preflight results as comments.
547 Preflight (Acrobat Pro) Form XObjects Objects that are referenced within a PDF. For example, if a PDF contains many occurrences of the same object, it exists as a single resource that is referenced many times. Include XMP Metadata Includes information embedded in the PDF that can be used by an XMP-enabled application or device in the workflow. This information can include meaningful descriptions and titles, searchable keywords, the author’s name, and copyright information.
548 Preflight (Acrobat Pro) View profiles 1 Do one of the following: • If the Preflight dialog box is not open, choose Tools > Print Production > Preflight. • If another panel is displayed in the Preflight dialog box, click the Profiles tab. 2 Expand the profile groups as desired. The list includes all predefined profiles, and any custom profiles you’ve created. Set up favorite profiles 1 Do one of the following: • If the Preflight dialog box is not open, choose Tools > Print Production > Preflight.
549 Preflight (Acrobat Pro) Add and remove profiles You can create your own custom preflight profiles. Before you create a new profile from scratch, review existing profiles for ones that achieve results similar to those you want. If possible, duplicate an existing profile and modify only the relevant portion. A preflight profile must contain at least one check or fix and one property that validate the PDF content.
550 Preflight (Acrobat Pro) Import a preflight profile 1 Do one of the following: • In the Preflight dialog box, choose Import Preflight Profile from the Options menu. • In the Preflight Edit Profile dialog box, click the Import icon . 2 Locate the preflight package file (.kfp extension), and click Open. The profile appears in the Profiles list in the Imported Profiles group. 3 (Optional) If the profile is locked, choose Unlocked from the pop-up menu in the Preflight Edit Profile dialog box.
551 Preflight (Acrobat Pro) 3 Type and reenter the password, and click OK. You can use uppercase and lowercase letters, numerals, or punctuation marks. The options become unavailable. Unlock or unprotect a profile 1 In the Preflight Edit Profile dialog box, select a profile. 2 Choose Unlocked from the pop-up menu at the upper left of the dialog box. 3 If prompted, enter the correct password, and click OK. Change profile settings You can change the settings of a single profile.
552 Preflight (Acrobat Pro) Preflight alert options For each check in a profile, you specify how to handle mismatches during the inspection. You can select from the menu next to each alert icon. The icon for the alert appears next to the check in the Preflight dialog box. Error Generates an error message for this check (or any checks in this category). Choose this option for mismatches that you must correct before proceeding to the next stage in the workflow.
553 Preflight (Acrobat Pro) More Help topics Analyzing documents with the Preflight tool (Acrobat Pro) Convert PDFs to PDF/X, PDF/A, or PDF/E You can validate PDF content against PDF/X, PDF/A, PDF/VT or PDF/E criteria. You can also save a copy of the PDF as PDF/X, PDF/A, or PDF/E, provided it complies with the specified requirements. For example, under certain circumstances, an ICC profile that describes the destination device is required for PDF/X-1a, PDF/X-3, and PDF/X-4 compliance.
554 Preflight (Acrobat Pro) The Conformance information indicates the standard used to create the file, the ISO name, and whether the file has been verified as PDF/X-, PDF/A-, PDF/VT-, PDF/UA-, or PDF/E-compliant. The Output Intent information indicates the color settings file associated with the file. To verify the standards conformance for the file, click Verify Conformance.
555 Preflight (Acrobat Pro) Create output intents 1 On the Output Intents tab of Preflight Preferences, do one of the following: • To create a new output intent from scratch, click the Create A New Output Intent icon . • To create an output intent based on an existing one, select an option from the list on the left, and then click the . An integer is appended to the name of the duplicated output intent. Duplicate Selected Output Intent icon 2 Set output intent options.
556 Preflight (Acrobat Pro) About preflight fixups You can use the Preflight tool to fix many errors in a document. To do this, you add error corrections, called fixups, to a profile. The fixup automatically corrects the problem, if possible, or provides information so that you can correct the problem in the source file. A profile with a fixup has the gray wrench icon next to it. An outline of a wrench means that no fixups are associated with the profile.
557 Preflight (Acrobat Pro) 3 If necessary, unlock the profile so that you can modify it. Choose Unlock from the pop-up menu at the top. 4 Select Fixups from the items under the profile. 5 Select a fixup from the column on the right and click the left-facing arrow to move the fixup to the column on the left.
558 Preflight (Acrobat Pro) You can add as many fixups as you want. Note: To remove a fixup from a profile, select the fixup from the list on the left and click the right-facing arrow. Edit Fixup dialog box overview TheEdit Fixup dialog box lists the types of predefined fixups you can add to a profile, and the values associated with each fixup. You can use the Edit Fixup dialog box to change the values associated with a fixup, or create a custom fixup based on an existing one.
559 Preflight (Acrobat Pro) 2 Select a profile and click the Edit button next to the profile name. 3 On the left side of the dialog box, under the profile, select Fixups. 4 If necessary, choose Unlocked from the pop-up menu. 5 Under Fixups In This Profile, click the New icon . 6 Name the fixup and specify the criteria. Create a fixup based on an existing one 1 Follow steps 1 through 4 for creating a fixup for a profile.
560 Preflight (Acrobat Pro) About droplets and actions If you routinely use the same preflight profile to inspect documents, you can use a droplet or a preflight action to process files. A droplet in Preflight is a small application that runs a Preflight inspection on one or more PDFs that you drag onto the . You can save a droplet on the desktop or to another location on your computer.
561 Preflight (Acrobat Pro) Create Report And Save In Success/Error Folder Lets you specify the type of report and amount of detail. This report indicates the results of the preflight inspection. Settings Lets you change report options. Success/Error Folder Lets you specify a folder and location for the files and optional reports. Display A Summary PDF Creates a report of files that generated mismatches during the inspection.
562 Preflight (Acrobat Pro) Before you use the Preflight tool or create a PDF for print, follow these recommendations: • If you created PDFs using Acrobat Distiller, InDesign, or Illustrator, optimize them for print or press. Use either the predefined settings in Distiller or InDesign PDF styles, or settings provided by your print service provider. • Embed all fonts from within the authoring application. Embedding ensures that fonts aren’t substituted.
563 Preflight (Acrobat Pro) 5 (Optional) Select a profile or single check, expand Further Options, and do any of the following, as needed: • Specify whether to limit the inspection to visible layers. Selecting this option disables any fixups. • Specify a page range for the inspection. 6 If you selected a profile, click Analyze to run the inspection without fixing the errors or Analyze And Fix to identify and fix the problems. If you selected a single check only, the Analyze option is available.
564 Preflight (Acrobat Pro) Locked This option is a safeguard against accidental modification of the output intent. All the text fields are dimmed. Highlighting tab The Highlighting tab includes options for identifying problem objects on a PDF page. The Highlighting preferences control the appearance of masks in mask reports. They also control the appearance of lines on screen when you doubleclick Highlighting in the Preflight Results window.
565 Preflight (Acrobat Pro) Check PDF syntax, view the results of a fixup, or determine the cause of a mismatch. Choose between five view modes that organize content streams in different ways. You cannot edit the PDF in the Internal PDF Structure window. Note: Do not confuse the internal structure with the logical structure in tagged PDFs that improves accessibility for low- or non-sighted readers. The internal structure is a superset of all objects in the document, including tags.
566 Preflight (Acrobat Pro) Shows the area used by the selected glyph and the maximum area used by all glyphs using blue lines that coincide on the top and bottom. Display Filling Shows the areas of a filled glyph as medium gray. Display Points Shows all the points used to define the glyph’s outline. Black points indicate the outline’s contour. Red points indicate bezier curves and are offset from the outline’s contour.
567 Preflight (Acrobat Pro) Property groups The properties for defining a check are grouped in categories. You can view a list of all property groups in the Edit Check dialog box. In addition, you can view the individual properties that make up each group, as well as an explanation of how the Preflight tool uses the properties.
568 Preflight (Acrobat Pro) Pages Includes page numbers and page sizes that represent the various document boxes supported by Adobe PDF 1.3 and later technology (media box, bleed box, trim box, and art box). This group also includes plate names for PDF pages that belong to a preseparated PDF. Document Includes all the pieces of information that apply to the PDF as a whole, such as whether the document is encrypted, contains form fields, or contains bookmarks.
569 Preflight (Acrobat Pro) A Search B Description C Alerts D CreateNew Check And Include in Current Profile E Duplicate Check And Assign To Current Profile F Edit Check G RemoveCheck From Profile H IncludeIn Profile I New Check J Duplicate Check K Edit Check L Delete Check Add checks to a profile Acrobat includes several predefined preflight profiles, which you can use as is or modify to create custom profiles.
570 Preflight (Acrobat Pro) • To add a check to the profile, select the check in the right panel, click the left-facing arrow, and adjust the alert type, if needed, from the pop-up menu at the lower left of the dialog box. The alert type, which is Error by default, specifies what kind of alert the Preflight tool displays if it finds a mismatch. You can add as many checks as needed. • To remove a check from the profile, select it in the left panel, and click the right-facing arrow.
571 Preflight (Acrobat Pro) 2 Expand the groups as desired. 3 Select a single check, click the flag next to the name, and then choose Favorite. See where a check or property is used ❖ In the Preflight Edit Profile dialog box, double-click a check, and then click Usage in the Edit Check dialog box to see which profiles use the check.
572 Chapter 17: Color management Working with color profiles About color profiles Precise, consistent color management requires accurate ICC-compliant profiles of all of your color devices. For example, without an accurate scanner profile, a perfectly scanned image may appear incorrect in another program, simply due to any difference between the scanner and the program displaying the image.
573 Color management when tagged with the Adobe RGB color space, these numbers specify an actual color or wavelength of light—in this case, a specific color of purple. When color management is on, Adobe applications automatically assign new documents a profile based on Working Space options in the Color Settings dialog box. Documents without assigned profiles are known as untagged and contain only raw color numbers.
574 Color management Calibrate and profile your monitor When you calibrate your monitor, you are adjusting it so it conforms to a known specification. Once your monitor is calibrated, the profiling utility lets you save a color profile. The profile describes the color behavior of the monitor— what colors can or cannot be displayed on the monitor and how the numeric color values in an image must be converted so that colors are displayed accurately.
575 Color management More Help topics About color working spaces 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.
576 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.
577 Color management • Remove colorful background patterns on your monitor desktop. Busy or bright patterns surrounding a document interfere with accurate color perception. Set your desktop to display neutral grays only. • View document proofs in the real-world conditions under which your audience will see the final piece.
578 Color management Basic steps for producing consistent color Consult with your production partners (if you have any) to ensure that all aspects of your color management workflow integrate seamlessly with theirs. Discuss how the color workflow will be integrated with your workgroups and service providers, how software and hardware will be configured for integration into the color management system, and at what level color management will be implemented. (See Do you need color management?.
579 Color management Choose Edit > Creative Suite Color Settings. 2 Select a color setting from the list, and click Apply. If none of the default settings meet your requirements, select Show Expanded List Of Color Setting Files to view additional settings. To install a custom settings file, such as a file you received from a print service provider, click Show Saved Color Settings Files. Set up color management 1 Select the Color Management category of the Preferences dialog box.
580 Color management If an object has an embedded 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. Working space options Select the Color Management category of the Preferences dialog box. To view a description of any profile, select the profile and then position the pointer over the profile name.
581 Color management Color conversion options Color conversion options let you control how the application handles the colors in a document as it moves from one color space to another. Changing these options is recommended only if you are knowledgeable about color management and very confident about the changes you make. To display conversion options, select the Color Management category of the Preferences dialog box.
582 Color management Color-managing documents for online viewing Color management for online viewing is very different from color management for printed media. With printed media, you have far more control over the appearance of the final document. With online media, your document will appear on a wide range of possibly uncalibrated monitors and video display systems, significantly limiting your control over color consistency.
583 Color management Color-managing PDFs for printing (Acrobat Pro) When you createAdobe PDFs for commercial printing, you can specify how color information is represented. The easiest way to do this is using a PDF/X standard. For more information about PDF/X and how to create PDFs, search Help. In general, you have the following choices for handling colors when creating PDFs: • (PDF/X-3) Does not convert colors.
