Quick Reference Guide
This Guide shows screen pictures made with Windows® XP. The appearance may vary under other Operating Systems.
Why are PDF files popular? The Portable Document Format has become a de-facto standard for document exchange across platforms and computing environments. More than 200 million PDF documents are posted on the World Wide Web. Key benefits that have driven this popularity are: • Integrity: PDF files look like the original documents they were created from. They conserve their appearance after sharing regardless of platform, operating system or local settings on each computer or device.
Create PDF Files Nuance® PDF Create! 5 lets you create PDF files from a wide range of file types. The Print dialog box in your print-capable applications will offer a printer named ScanSoft PDF Create! The PDF Create! Assistant lets you compile a list of files generated by different applications. You can also create PDFs from XPS files. Each file can be converted to a separate PDF file, or they can be combined, overlaid or packaged into a single file.
Installation and Activation PDF Converter Professional 5 detects previous versions and components and prompts for your confirmation to remove them. You should have administrator rights on the computer to install and activate the program. You need web access for activation. 1. Insert the CD-ROM in your CD-ROM drive The installation program will start automatically. If it does not, locate your CD-ROM drive in Microsoft® Windows® Explorer and double-click the converter's AutoRun.exe file.
4. Click Finish Registration runs at the end of installation. Select Register Online to establish a connection to the Nuance web site. We provide an easy electronic form that can be completed in a few moments. When the form is filled, click Submit. If you decide not to register or to be reminded later, you can go to http://www.nuance.com to register online any time later. Click on Support and from the main support screen choose Register in the left-hand column.
How to Get Help This printed Quick Reference Guide accompanies the Nuance PDF Professional when it is supplied on a CD. This guide is also available in a PDF file on the CD and after installation in the program folder. It can also be accessed from the About panel. When the program is delivered electronically, this PDF document should be consulted. It is available at the download site. Nuance PDF Converter Professional has a comprehensive HTML online Help system.
Create PDF Files Create PDFs from PDF Professional Click the New PDF button in the Main toolbar of PDF Professional, or select New PDF from the File menu. See the picture below. You can create a blank PDF or choose From File... to select one or more files from an Open dialog box, even if they were created in different applications. The next three commands lead to the PDF Create Assistant giving you full control over the creation process.
Create PDFs from Print dialogs The Print dialog box appearing in your print-capable applications will include a PDF Create! printer. Load a file you want to make a PDF from, then select File/Print. Select ScanSoft PDF Create! as the name of your printer. Specify a page range and other settings as desired. One PDF file is created; the number of copies value is ignored. Click Properties to check or change PDF Create! settings. Click OK to start the creation.
Remove selected files from the list Move selected files up or down Remove all files from the list Drag and drop input files onto this area, or use the Add button Assembly instruction* Select a profile This displays current saving settings Click to start PDF creation Click to change saving settings Change profile settings * other assembly instructions are: • Combine files into a single PDF (in the listed order) • Overlay files (with overlay options) • Package files as PDFs inside a container PDF (wi
Click the Profiles... button to change settings for any profile, or to create a new profile based on an existing one. 1. Select a profile here Select a profile, click this to name a new profile based on it, then change settings and save it with OK. 2. Make selections here Click this to delete the selected profile after a warning. 3. Specify settings for each selection here Click this to restore default settings for the selected profile.
Create PDFs from Windows Explorer Right click on a single file. The shortcut menu includes: Choose a profile from the first item's sub menu. The current settings for that profile will be used for the PDF creation. Click Edit… to modify profile settings or create a new one before PDF creation. The second item shows the current saving instruction. Click on it to set a different instruction.
4. Optionally, add document information (keywords etc.). 5. To create a PDF and attach a copy of it to an e-mail message, click . The Nuance PDF Settings for Word dialog box This can be accessed from a toolbar button or an item in the Nuance PDF menu. (In Word 2007 you can find this in the Nuance PDF tab.) It lets you define settings that are applicable only when creating a PDF from a Word document.
ScanSoft PDF Create! Properties dialog box This gives you full control over the conversions. In the General panel you define page size, orientation, resolution for the PDF and choose whether or not to view it after creation. The PDF Settings panel lets you define the PDF version, control font embedding, set compression types and severity, define passwords and add watermarks. It gives you choices for naming the created PDF file(s) and defining properties such as title, author, subject and keywords.
How to package files A package is a single PDF file that contains a set of PDF files. Packages help you group related files, making it easier to send them by e-mail. To package a set of files, maybe of differing file types, select them in the PDF Create Assistant. Choose packaging as the assembly instruction. Click Options to choose which cover page to use: a Create Assistant Template or the first listed file. Click GO to have PDF files created or transmitted into the package.
Edit PDF Files The main screen areas of PDF Converter Professional are as shown below: To view and edit PDF files PDF Converter Professional groups its controls in several toolbars. You can undock these and drag them into your working area. Here we present the main toolbars, in two cases describing the individual tools from left to right. You can customize toolbars to show or hide buttons.
The drop-down list of the PDF Converter tool is displayed. Use it to unlock the current PDF targeting the selected format. This toolbar presents basic operations, such as creating, opening, saving, printing, e-mailing, packaging and searching PDF files; or adding them to your favorites. Use the Hand tool for PDF viewing and scrolling. Selection tools let you select pieces of text and document areas.
Use this toolbar when working with forms. You can add the displayed form controls to a PDF form. Other tools enable you to highlight or reset form fields and set the tab order. FormTyper: Use this to have form elements detected and automatically activated and turn a static PDF into a fillable form. Note: Click this to add a note to the PDF; note conversations are possible when PDF files are shared. Sort notes by author, type, date and more.
Use this toolbar to include movies, sounds or 3D files in your PDF. You can view and edit 3D files. Imposition: Prepare the PDF for DTP-style physical printing. Use this toolbar to measure dimensions inside elements in the PDF, whose scale you can define. Document Security To modify the security settings for your document, click Document > Document Properties and choose the Security tab. This will always display your current settings.
PDF Optimizer Optimize your PDF to best fit its purpose. Click Tools > Optimize PDF and specify target requirements such as fast web view, object and image compression, scanned page settings, font embedding and more. You can also add tags to PDF files, to have their logical structure (paragraphs, titles, pictures, tables, cells, etc.) identified and logged. PDF Printing In addition to the usual print choices you can choose to print the PDF with or without comments.
Package PDF files Access this from the File menu or toolbar. This lets you select a set of files and have their copies grouped in a single PDF package file. Any nonPDF files you select enter the package as PDF files. To include non-PDF files in a package in their original format, open a package, open a PDF inside it, and attach these files. You can add a cover page to the package. Online help explains how different PDF programs let you use and unpack received packages.
Redaction Document text confidentiality is achieved by redaction - the blacking out of pieces of text or images. Select text or images to be marked for redaction with the Redact tool in the Document menu or the Security toolbar. This menu also allows marking for redaction by searching. The program finds all occurrences of a given text string in the document, letting you review them and choose which will be marked for redaction.
Export PDF Files Exporting PDF from the Professional program The component that lets you export the content of PDF files to editable formats is called PDF Converter. Access it from the Convert PDF button in the File toolbar. Choose a direct conversion to be performed with current settings or choose the last item to open the PDF Converter Assistant for full control. You can also perform direct conversions by selecting the Save As command from the File menu.
PDF Converter 5 offers four levels of control: Quick View: This allows quick conversions using current settings for everything beyond four basic choices. Full View: This presents the same four buttons from Quick View, but also displays page previews and offers all settings that influence the conversions. Choose a mode to see its settings. Choose a target (or click the Output tool when there is no choice) to set saving options.
Converting with Quick View Choose Quick View in the View menu. Then your conversions are an easy 4-step process, using current settings for everything else: 1. File Open: Select one or more PDF/XPS files or drag and drop them onto the Quick View window. Mode Tool Output Tool Convert All Tool 2. Choose a processing mode: Standard Document, Legal, Spreadsheet or Form. 3. Choose a target: Microsoft Word, Excel, PowerPoint, Corel WordPerfect or Rich Text Format. 4. Start the conversion.
Converting with Full View Here is the Assistant in Full View. Three sample files are loaded, the sample form is displayed in the Preview panel on the left. Restore preview Open files Select conversion mode and target and display their settings Convert selected file Remove files from list Convert all listed files Preview panel showing current page of selected file List of loaded or converted files. Icons show file status. You can add files by drag-anddrop.
Starting the Program from other places To make the services of PDF Converter 5 easy to call on, it can be started from several locations, as described in the following procedures: The Windows Start Menu Choose PDF Converter Assistant from the Nuance PDF Professional 5 group in Programs or All Programs. All conversions started from the Start menu use the PDF Converter Assistant. It allows you to name input PDF files and decide how to handle output files. Display of the created file is optional.
The Open Dialog Box in Microsoft Word 1. Click Word's File Open button File menu and click Open... 2. Select PDF (Portable Document Format) (*.pdf) or XPS in the Files of type box. 3. Select the PDF or XPS file you want to convert. Multiple selection is possible; then files are converted one after the other. 4. Click Open. (The picture shows steps 2, 3 and 4.) 5. Conversion starts with or without the Converter Assistant, as specified in the PDF Converter 5.
8. A converted document will display as if it were still the PDF or XPS file. You must save it as a Word document with the command Save As.... If you use Save or Close without saving, you will lose either the converted document or the original file. The program warns you of this: WordPerfect Use the Open PDF/XPS item in the File menu of WordPerfect. Select a single PDF file and click Open. View pages in the PDF Converter Assistant in Left view. Set a page range if desired.
Microsoft Outlook 1. Select a message that has a PDF attachment. The PDF Converter buttons will become active. 2. Click the PDF Converter button in the Outlook toolbar or in the message toolbar. In Outlook 2007, use the Nuance PDF tab in the message window. 3. If the message has more than one PDF or XPS, select which PDF to convert and click OK. 4. Here you can choose to use the PDF Converter Assistant for conversion or unlock your PDF file without it.
Processing modes and outputs Choose from four processing modes, depending on the content of the PDF/XPS file to be converted and the type of output you want. Here are your choices: Mode Output Standard Document Word PowerPoint 2007 Word 2007 Legal Document Word Word 2007 Spreadsheet Excel Excel 2007 Forms Word Word 2007 WordPerfect RTF WordPerfect RTF RTF The settings for each mode are displayed on the left panel of the Assistant when you make a mode selection.
Create Word or Excel 2007 output files by selecting the checkbox 'Generate Office 2007 output' in the appropriate output panel. PowerPoint output is always for Office 2007; a downloadable plug-in from Microsoft extends this to Office 2003. See online Help. Next we summarize the choices unique to each mode. Standard Document conversions Choose how the layout should be maintained: • True Page® places all elements in text boxes or frames.
Form conversions This uses Logical Form Recognition™ technology to detect form elements and convert them correctly. Choose from: • No form controls: The result will be a fillable form with static form elements. You can use form handling tools in the target application to modify the form design. • Create form controls: The result will be a fillable and editable form. You can change field labels and modify the form design.
Display layer Text layer When the starting point for a PDF file is a set of images, or a scanning process, this text layer is not present and the result is an image-only PDF. When the starting point is an editable document, the text layer can be created and the PDF is called 'Normal' or 'Searchable'. The creator of a PDF can require provision of a password to allow access the text layer. How does PDF Converter work? PDF Converter has the ability to perform Optical Character Recognition (OCR).
Language Support PDF Converter supports over 100 languages, including Danish, Dutch, English, Finnish, French, German, Italian, Norwegian, Polish, Portuguese, Spanish and Swedish. The program can convert multi-lingual documents. A full list of supported languages is provided in online Help. Correct language choice is important for converting image-only pages and handling non-standard encoding.
Un-installation 1. Select Add/Remove Programs from the Control Panel. Under Vista, select Programs and Features from the Control Panel. 2. Select Nuance PDF Professional 5.0. 3. Click Remove to uninstall the program or Change to auto-repair it. This removes all three components of PDF Converter Professional. A de-activation step is performed at the start of uninstallation, allowing you to reinstall the program later without re-activation problems. De-activation requires web access. www.nuance.
