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, installed fonts or local settings on each computer or device.
Create PDF Files Nuance® PDF Create 7 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.
Export PDF Files Nuance® PDF Converter 7 lets you unlock PDF and XPS files to edit them as Microsoft® WordTM, Microsoft® Excel®, Microsoft® PowerPoint®, Corel® WordPerfectTM, and generic RTF files. It also lets you open PDFor XPS files directly from these and other applications, edit them and save them in the appropriate file type. It converts PDF files up to and including version 1.7. Encrypted PDF files can be opened if the required password is provided.
3. Location and Setup Type The installer offers a default location for the program. Accept it or define a different one. Select Complete or Custom Setup. Choose Custom to accept or decline installation of the PDF unlocking component. Choose Custom also to enable or disable the integration of PDF Converter and PDF Create in other programs. By default, all the programs offered in the PDF Converter Professional Integration panels of the InstallShield Wizard will be enabled.
For registration and activation troubleshooting see the Nuance Knowledge Base at http://knowledgebase.nuance.com/. Note: Keep the serial number of earlier versions, to retain the option of installing them on a different computer. How to Get Help This guide is 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 is available at the download site and is included in the download.
Create PDF Files Overview of creating PDF files PDF Creation can be done from the following locations as described in the table and the following sections: Location Source files Conversion method Direct conversion from One or more local or clipboard, scanner or files. PDF Professional File DMS files, scanner or Create Assistant to create, menu or File toolbar clipboard combine or overlay files. Print dialog boxes Individual settings.
Location Source files Conversion method Microsoft Outlook and Lotus Notes (in) One or more files on the local computer Direct conversion using PDF attached to current settings (no access to current message settings) Target Microsoft Internet Explorer Direct conversion with current Current web page or a Via Save As to local settings.
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 listed order and ability to generate a bookmark for each input file) • Overlay files (with overlay options)
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.) or choose Embed Metadata (see below). 5. Click to create a PDF and attach a copy of it to an e-mail message. 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.
Create PDFs in mailing applications A new toolbar is added to Microsoft Outlook and Lotus Notes (versions 7.0 and 8.5). 1. Click to convert the attachments in the current message to PDF and save them to a defined folder. 2. Click to access settings. Choose to have all attachments converted in the background and sent to the last used folder, or to be able to choose which attachments to convert and to change the target folder. 3.
ScanSoft PDF Create! Properties dialog box This gives you full control over conversions done without using the PDF Create Assistant. In the General panel you define page size, orientation, resolution for the PDF, choose whether or not to view it after creation and choose a grayscale or color PDF. The PDF Settings panel lets you define the PDF version, control font embedding, set compression types and severity, define passwords and add watermarks.
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 the Create button 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. Choose Document Assembly in the View menu for multipage editing and vieweing. Navigation panels: Attachments Bookmarks Comments Destinations Form Controls Model tree Pages Signatures Tags Organizer panels: Clip Art Envelope Security Sign/Certify Stamps Watermarks PDF Converter Professional groups its controls in several toolbars. You can undock these and drag them into your working area.
File toolbar Use the drop-down list of the PDF Converter tool to unlock the current PDF targeting a selected format and processing mode. For details see the Export PDF Files section later in this guide. This toolbar presents basic operations, such as creating, opening, saving, printing, e-mailing, and searching PDF files; or adding them to your favorites. Scan buttons offer enhanced Scan-toPDF functionality, including a Scan Inbox in PDF Converter Enterprise 7.
Form Tools toolbar 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 (the last button on the right) to have form elements detected and automatically activated so you turn a static PDF into a fillable form. Comments toolbar Note: Add a note to the PDF; note conversations are possible when PDF files are shared. Sort notes by author, type, date and more.
Advanced toolbar Use this toolbar to include movies, sounds, 3D files or Silverlight content in your PDF. You can view and edit 3D files. Imposition: (right-most button): Prepare the PDF for DTP-style physical printing. Measure toolbar 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. You can choose to protect your document by passwords or Certificate security at different levels. Searching and Indexing Documents You can carry out text searches in the currently open PDF, all PDFs in a given folder or on a pre-built index file.
PDF Printing In addition to the usual print choices you can choose to print the PDF with or without comments. You can also print form fields only, allowing you to print an empty form, fill it electronically, and then print your responses onto the empty form. The Imposition tools lets you to prepare PDF pages for physical printing. Table of Contents Insert a Table of Contents in your document, based on bookmarks.
PDF portfolios Portfolios let you collect a set of documents relating to a particular topic for convenient distribution. PDF Professional provides this by extending the previous PDF Create support for packages. A portfolio is superior to a package because it can contain documents of differing file types (all documents in a package must be PDF files) as well as folders and folder structures. Support for displaying non-PDF pages is added.
Other new features Support is introduced for PDF layers; this is useful in working with archtectural plans and in preparing PDF files for delivery to printing houses. Document flattening allows annotations to be removed or converted to document objects. Integration of the program in internet browsers is expanded to Google Chrome and Apple Safari.
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 Starting the Program To make the services of PDF Converter easy to call on, it can be started from several locations, as described in the following overview table and procedures.
Exporting PDF from the Professional program XPS Document Word Document Word Form Excel Spreadsheet PowerPoint Presentation WordPerfect Document MRC PDF 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 for the selected mode or choose the last item to open the PDF Converter Assistant for full control.
The PDF Converter Assistant Start this from the Windows Start Menu. The Assistant lets you prepare and control conversions. Its Full view shows you a preview of PDF and XPS files to be converted and lets you set page ranges. The panel on the right lists all files selected for conversion; icons show loading or conversion status. Help explains the meanings of the icons.
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 Move files up or down in the file 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 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 6 group in Programs or All Programs. All conversions started from the Start menu use the PDF Converter Assistant.
Note: In Office versions before 2007, if you do not see the Open PDF/XPS button in a toolbar, go to View > Toolbars and select Nuance PDF, or open the Preferences dialog box of the PDF Converter Assistant to enable Microsoft Word integration and restart Word. The Open Dialog Box in Microsoft Word 1. Click Word's File Open button File menu and click Open... or go to the Microsoft Word 2. Select PDF (Portable Document Format) (*.pdf) or XPS in the Files of type box. 3.
starts immediately, using the existing settings for the pre-defined mode. 7. Converted, editable documents are displayed in Microsoft Word. 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.
Microsoft PowerPoint 2007 or 2010 Use the Open PDF/XPS button in the Nuance ribbon. Select a single PDF or XPS file with content suitable for a slide presentation and click Open. Select settings and a page range if desired. Click the Convert All button; the converted file appears in PowerPoint 2007 or 2010. To view it in older PowerPoint versions you will need a Microsoft Office compatibility pack. Windows Explorer 1.
4. If you requested prompting, select which attachments to convert in the Attached files list dialog box. Click OK. 5. PDF Converter Assistant appears if you requested this. Preview pages, specify a page range if desired, adjust settings including the saving instructions and click Convert All. If you requested a direct conversion, a progress monitor appears and the file is saved to the predefined location with the same name as the source file. The procedure is the same in Lotus Notes (v. 7.0 or 8.5).
Mode Output Spreadsheet Excel Excel 2007 Forms Word Word 2007 RTF The settings for each mode are displayed on the left panel of the Assistant when you make a mode selection. The values are stored separately for each mode - this includes the image-only processing and graphic handling options that are common to all modes. The output settings are displayed in the left panel when you make an output selection.
• Pleading numbers - these typically appear in left margins to define line numbers. • Images - these are typically stamps, seals, signatures or company logos. Spreadsheet conversions This mode can be used for PDF files containing partly or mainly tables. Choose what should be placed in each Excel Worksheet: • Per Page: Each page from the PDF will enter a separate worksheet. This will happen even if page content is not tabular; you can specify a page range to exclude unneeded pages.
Handling Mixed Input Files Files often have mixed content: flowing text, tables and forms. In many cases you can process these files with the setting Standard Document and receive good results. For more precise control, your can use page ranges to separate forms and tables and convert them separately.
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).
pages and handling non-standard encoding. A new choice is Auto-detect which is designed for unattended processing where input image-only PDFs might be in different languages. This examines each PDF and assigns a language to it, choosing from the 22 languages with dictionary support. SharePoint and other DMS support The is available for the program when it is supplied as part of PDF Converter Enterprise 7.
These last two topics relate to PDF Converter Professional. Web Updates Select Automatic Web Updates under the Help menu to be informed whenever a program update is available for any of the three components. You can also get the latest program updates directly from the Help menu. Please ensure that web access is available. 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 7.0. 3.
