Adobe Using Acrobat 9 Pro Extended 9.0 Professional Instruction Manual 3d Ext En
User Manual: adobe Acrobat - 9.0 Professional Extended - Instruction Manual Free User Guide for Adobe Acrobat Reader Software, Manual
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USING ADOBE ACROBAT 9 PRO EXTENDED ® ® © 2010 Adobe Systems Incorporated. All rights reserved. Copyright Using Adobe® Acrobat® 9 Pro Extended for Windows® This user guide is protected under copyright law, furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Adobe Systems Incorporated. Adobe Systems Incorporated assumes no responsibility or liability for any errors or inaccuracies that may appear in the informational content contained in this guide. This user guide is licensed for use under the terms of the Creative Commons Attribution Non-Commercial 3.0 License. This License allows users to copy, distribute, and transmit the user guide for noncommercial purposes only so long as (1) proper attribution to Adobe is given as the owner of the user guide; and (2) any reuse or distribution of the user guide contains a notice that use of the user guide is governed by these terms. The best way to provide notice is to include the following link. To view a copy of this license, visit http://creativecommons.org/licenses/by-nc-sa/3.0/ Adobe, the Adobe logo, Adobe Garamond, the Adobe PDF logo, Acrobat, ActionScript, Buzzword, Creative Suite, Distiller, Flash, FrameMaker, FreeHand, Illustrator, InDesign, LiveCycle, Photoshop, PostScript, and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Apple, Macintosh, and Mac OS are trademarks of Apple Inc., registered in the United States and other countries. Microsoft, MS-DOS, OpenType, OS/2, Windows, and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. UNIX is a registered trademark of The Open Group in the US and other countries. 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Burlington, New Jersey USA. © Copyright 2003, 2004 Franklin Electronic Publishers, Inc. © Copyright 2003, 2004 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1991 Dr. Lluis de Yzaguirre I Maura. © Copyright 1991 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1990 Munksgaard International Publishers Ltd. © Copyright 1990 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1990, 1995 Van Dale Lexicografie bv © Copyright 1990, 1996 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1990, 2004 IDE a.s. © Copyright 1990, 2004 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1992 Hachette / Franklin Electronic Publishers, Inc. © Copyright 2004 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1991 Text & Satz Datentechnik © Copyright 1991 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 2004 Bertelsmann Lexikon Verlag © Copyright 2004 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 2004 MorphoLogic Inc. © Copyright 2004 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1990 William Collins Sons & Co. Ltd. © Copyright 1990 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1993, 1994, 1995 Russicon Company Ltd. © Copyright 1995 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. This product contains either BSAFE and/or TIPEM software by RSA Security, Inc. Portions include technology used under license from Autonomy, and are copyrighted. This product includes software developed by the Apache Software Foundation (http://www.apache.org/). Portions © Dainippon Ink and Chemicals, Incorporated 1967, 1988. Flash CS3 video compression and decompression is powered by On2 TrueMotion video technology. © 1992-2005 On2 Technologies, Inc. All Rights Reserved. http://www.on2.com. This product includes software developed by the OpenSymphony Group (http://www.opensymphony.com/). Speech compression and decompression technology licensed from Nellymoser, Inc. (www.nellymoser.com). Sorenson Spark™ video compression and decompression technology licensed from Sorenson Media, Inc. MPEG Layer-3 audio coding technology licensed from Fraunhofer IIS and Thomson. Portions copyright Focoltone Colour System. Adobe Systems Incorporated, 345 Park Avenue, San Jose, California 95110, USA. Notice to U.S. Government End Users. The Software and Documentation are “Commercial Items,” as that term is defined at 48 C.F.R. §2.101, consisting of “Commercial Computer Software” and “Commercial Computer Software Documentation,” as such terms are used in 48 C.F.R. §12.212 or 48 C.F.R. §227.7202, as applicable. Consistent with 48 C.F.R. §12.212 or 48 C.F.R. §§227.7202-1 through 227.7202-4, as applicable, the Commercial Computer Software and Commercial Computer Software Documentation are being licensed to U.S. Government end users (a) only as Commercial Items and (b) with only those rights as are granted to all other end users pursuant to the terms and conditions herein. Unpublished-rights reserved under the copyright laws of the United States. Adobe agrees to comply with all applicable equal opportunity laws including, if appropriate, the provisions of Executive Order 11246, as amended, Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974 (38 USC 4212), and Section 503 of the Rehabilitation Act of 1973, as amended, and the regulations at 41 CFR Parts 60-1 through 60-60, 60-250, and 60-741. The affirmative action clause and regulations contained in the preceding sentence shall be incorporated by reference. Last updated 9/30/2011 iii Contents Chapter 1: Getting started Activation and registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Help and support ...................................................................................................... 2 Services, downloads, and extras What’s new ........................................................................................ 3 ........................................................................................................... 4 Getting started tutorials ............................................................................................... 7 Chapter 2: Workspace Work area basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Customizing the work area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Viewing PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Playing multimedia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Adjusting PDF views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Grids, guides, and measurements Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Maintaining the software Non-English languages Acrobat in Mac OS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Chapter 3: Creating PDFs Overview of creating PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Creating simple PDFs with Acrobat Scan documents to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Using the Adobe PDF printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Creating PDFs with PDFMaker (Windows) Converting web pages to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Creating PDFs from Adobe Presenter slide shows Creating PDFs with Acrobat Distiller Adobe PDF conversion settings Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Chapter 4: PDF Portfolios and combined PDFs Combining files into a PDF Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Other options for combining files Adding unifying page elements Rearranging pages in a PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Chapter 5: Saving and exporting PDFs Saving PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 Exporting PDFs to other file formats Reusing PDF content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Last updated 9/30/2011 iv USING ACROBAT 9 PRO EXTENDED Contents Chapter 6: Collaboration File sharing and real-time collaboration Preparing for a PDF review Starting a review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154 Participating in a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156 Tracking and managing PDF reviews Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163 Managing comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Importing and exporting comments Approval workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 Chapter 7: Forms Forms basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186 Creating and distributing forms Form fields behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200 Setting action buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210 Publishing interactive web forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214 Using QuickBooks data in forms (Windows) Collecting and managing form data Filling in forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221 Chapter 8: Security Opening secured documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226 Choosing a security method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232 Securing documents with passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234 Securing documents with certificates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236 Securing documents with Adobe LiveCycle Rights Management ES Setting up security policies Creating or obtaining digital IDs Removing sensitive content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255 Chapter 9: Digital signatures Digital signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260 Signing PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263 Validating signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268 Chapter 10: Accessibility, tags, and reflow Accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273 Checking the accessibility of PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276 Reading PDFs with reflow and accessibility features Creating accessible PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285 Making existing PDFs accessible . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290 Editing document structure with the Content and Tags tabs Chapter 11: Editing PDFs Page thumbnails and bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308 Links and attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313 Actions and scripting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318 Last updated 9/30/2011 v USING ACROBAT 9 PRO EXTENDED Contents Converted web pages Articles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322 Optimizing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324 Editing text and objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329 Setting up a presentation Adding multimedia . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339 Document properties and metadata Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351 Processing in batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355 Chapter 12: Searching and indexing Searching PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360 Creating PDF indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366 Chapter 13: 3D models and geospatial PDFs Converting 3D models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372 Capturing 3D models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380 Adding 3D models to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382 Inserting 3D models in Word, Excel, and PowerPoint files Interacting with 3D models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386 Exporting geometry from 3D models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404 Adding functionality to 3D designs with JavaScript . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405 Creating and using geospatial PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406 Chapter 14: Color management Understanding color management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412 Keeping colors consistent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414 Color-managing imported images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417 Color-managing documents for online viewing Proofing colors Color-managing documents when printing Working with color profiles Color settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429 Chapter 15: Printing Basic printing tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434 Other ways to print PDFs Printing custom sizes Advanced print settings Printing color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 438 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448 Chapter 16: Print production tools Tools for high-end output . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 453 Trapping color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454 Previewing output . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462 Color conversion and ink management Printer marks and hairlines Transparency flattening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472 Last updated 9/30/2011 vi USING ACROBAT 9 PRO EXTENDED Contents Chapter 17: Preflight Analyzing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479 Viewing preflight results, objects, and resources Preflight reports Advanced inspections Preflight profiles Additional checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 488 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 489 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495 Correcting problem areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 500 PDF/X-, PDF/A-, and PDF/E-compliant files Automating document analysis Output intents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 505 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 507 Chapter 18: Job Definition Format About JDF files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 509 View JDF job definitions Create JDF job definitions Edit JDF job definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 511 Specify contact information for a print job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512 Define media specifications for a print job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 513 Add and remove JDF job definitions Converting job definition files to HTML Submitting print jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515 Chapter 19: Keyboard shortcuts Keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 523 Last updated 9/30/2011 1 Chapter 1: Getting started Before you begin working with your software, take a few moments to read an overview of activation and the many resources available to you. You have access to instructional videos, plug-ins, templates, user communities, seminars, tutorials, RSS feeds, and much more. Activation and registration License activation (Windows) During the installation process, your Adobe software may attempt to contact Adobe to complete the license activation process. No personal data is transmitted. For more information on product activation, visit the Adobe website at www.adobe.com/go/activation. A single-user retail license activation supports two computers. For example, you can install the product on a desktop computer at work and on a laptop computer at home. If you want to install the software on a third computer, you must first deactivate it on one of the other two computers. Choose Help > Deactivate. If you are using Acrobat with Creative Suite 4 and you get an error message about expired licensing, see the technote http://kb2.adobe.com/cps/405/kb405970.html. For more information about activation and deactivation, see the service note http://kb2.adobe.com/cps/100/1008779.html. Register Register your product to receive complimentary installation support, notifications of updates, and other services. ❖ To register, follow the onscreen instructions in the Registration dialog box, which appears after you install and activate the software. If you postpone registration, you can register at any time by choosing Help > Registration. Adobe Product Improvement Program (Windows) After you have used your Adobe software a certain number of times, a dialog box will appear, asking you whether you would like to participate in the Adobe Product Improvement Program. If you choose to participate, data about your use of Adobe software will be sent to Adobe. No personal information is recorded or sent. The Adobe Product Improvement Program only collects information about the features and tools you use in the software and how often. You can opt in to or opt out of the program at any time: • To participate, choose Help > Improvement Program Options and click Yes. • To stop participating, choose Help > Improvement Program Options and click No, Thank You. Last updated 9/30/2011 2 USING ACROBAT 9 PRO EXTENDED Getting started Adobe Customization Wizard Adobe Customization Wizard 9 helps IT professionals take greater control of enterprise-wide deployments of Adobe® Acrobat® 9 Pro Extended and Adobe Reader®. With it, you can customize the installer and application features before deployment. The Customization Wizard is a free downloadable utility. Providing a graphical interface to the Windows Installer for Acrobat, the Customization Wizard enables IT administrators to: • Optimize the behavior of the installer by including silent installation, pre-serialization, restart, multilingual, and custom setup choices. • Customize key application preferences—turn off automatic updates, add and set default job options, and customize collaboration and security settings. • Help prevent users from modifying certain preferences. Read Me The installation disc may contain a Read Me file for your software. Open the file to read important information about topics such as the following: • System requirements • Installation (including uninstalling the software) • Activation and registration • Customer support • Legal notices Help and support Community Help Community Help is an integrated environment on adobe.com that gives you access to community-generated content moderated by Adobe and industry experts. Comments from users help guide you to an answer. Community Help draws on a number of resources, including: • Videos, tutorials, tips and techniques, blogs, articles, and examples for designers and developers. • Complete online product Help, which is updated regularly by the Adobe documentation team. • All other content on Adobe.com, including knowledgebase articles, downloads and updates, Developer Connection, and more. Use the help search field in your product’s Help interface to access Community Help directly, or go to www.adobe.com/support/acrobat to access the product Help and Support page, a portal to all of the Community Help content for your product. The sites searched by the default Community Help search engine are hand-selected and reviewed for quality by Adobe and Adobe Community Experts. Adobe experts also work to ensure that the top search results include a mixture of different kinds of content, including results from online product Help. For more information on using Community Help, see http://help.adobe.com/en_US/CommunityHelp/. For a video overview of Community Help, see www.adobe.com/go/lrvid4117_xp. Last updated 9/30/2011 3 USING ACROBAT 9 PRO EXTENDED Getting started Product Help Adobe provides a comprehensive user guide for Acrobat as online product Help and PDF. Topics from online product Help are included in your results whenever you search Community Help. If you want to consult or search online product Help only, you can access it by clicking the product Help link in the upper-right corner of the Help and Support page. Be sure to select the This Help System Only option on the Help page before you do your search. The Help menu within the product opens local Help, a subset of the content available in online product Help. Because local Help is not as complete or up-to-date as online product Help, Adobe recommends that you use the PDF version of product Help if you want to stay off-line. A downloadable PDF of complete product Help is available from two places: • The product’s Help and Support page (upper-right corner of the page) • Web Help (top of the Help interface) For more information on accessing product help, see http://help.adobe.com/en_US/CommunityHelp/. Support resources Visit the Adobe Support website at www.adobe.com/support to learn about free and paid technical support options. Services, downloads, and extras You can enhance your product by integrating a variety of services, plug-ins, and extensions in your product. You can also download samples and other assets to help you get your work done. Adobe creative online services Adobe® Creative Suite® 4 includes new online features that bring the power of the web to your desktop. Use these features to connect with the community, collaborate, and get more from your Adobe tools. Powerful creative online services let you complete tasks ranging from color matching to data conferencing. The services seamlessly integrate with desktop applications so you can quickly enhance existing workflows. Some services offer full or partial functionality when you’re offline too. Visit Adobe.com to learn more about available services. Some Creative Suite 4 applications include these initial offerings: Kuler™ panel Quickly create, share, and explore color themes online. Adobe® ConnectNow Collaborate with dispersed working teams over the web, sharing voice, data, and multimedia. Resource Central Instantly access tutorials, sample files, and extensions for Adobe digital video applications. Adobe Exchange Visit the Adobe Exchange at www.adobe.com/go/exchange to download samples as well as thousands of plug-ins and extensions from Adobe and third-party developers. The plug-ins and extensions can help you automate tasks, customize workflows, create specialized professional effects, and more. Last updated 9/30/2011 4 USING ACROBAT 9 PRO EXTENDED Getting started Adobe downloads Visit www.adobe.com/go/downloads to find free updates, tryouts, and other useful software. Adobe Labs Adobe Labs at www.adobe.com/go/labs gives you the opportunity to experience and evaluate new and emerging technologies and products from Adobe. At Adobe Labs, you have access to resources such as these: • Prerelease software and technologies • Code samples and best practices to accelerate your learning • Early versions of product and technical documentation • Forums, wiki-based content, and other collaborative resources to help you interact with like-minded users. Adobe Labs fosters a collaborative software development process. In this environment, customers quickly become productive with new products and technologies. Adobe Labs is also a forum for early feedback. The Adobe development teams use this feedback to create software that meets the needs and expectations of the community. Adobe TV Visit Adobe TV at http://tv.adobe.com to view instructional and inspirational videos. Extras The installation disc contains a variety of extras to help you make the most of your Adobe software. Some extras are installed on your computer during the setup process; others are located on the disc. To view the extras installed during the setup process, navigate to the application folder on your computer. • Windows®: [startup drive]\Program Files\Adobe\[Adobe application] • Mac OS®: [startup drive]/Applications/[Adobe application] To view the extras on the disc, navigate to the Goodies folder in your language folder on the disc. Example: • /English/Goodies/ What’s new PDF creation, editing, and searching Unify a wide range of content into a PDF Portfolio Combine documents, drawings, email, and spreadsheets into a single, compressed PDF Portfolio. Use professionally designed templates that can be branded with your logo and include descriptions to guide recipients through the contents. Convert paper documents to PDF New optical character recognition (OCR) technology and support for a broader range of scanners improves searchability and appearance of the scanned documents. See “Scan a paper document to PDF” on page 65. Convert web pages to PDF Improved web capture allows you to convert complete web pages or just the portions you want, including or excluding rich and interactive media. PDF versions of web pages are easy to print, archive, mark up, and share. See “Converting web pages to PDF” on page 90. Last updated 9/30/2011 5 USING ACROBAT 9 PRO EXTENDED Getting started Convert documents from new versions of Lotus Notes and AutoCAD Acrobat now supports Lotus Notes 8.5. Acrobat Pro and Acrobat Pro Extended now support Autodesk AutoCAD 2009. Compare PDF documents Acrobat Automatically highlights the differences between two versions of a PDF document, including text and images, so you can quickly and easily identify what has changed. See “Compare a revised PDF to an earlier version” on page 36. Search across multiple PDFs Enhanced functionality enables you to search multiple PDF files in the same folder to help you quickly find the information you need. Collaboration Use Acrobat.com for shared reviews Participants download the file from Acrobat.com, and add comments or data using Acrobat or Adobe Reader. When finished, participants publish comments or submit responses to Acrobat.com. When using Acrobat.com for shared reviews, you can also allow reviewers to open and share the PDF in a live chat session. See “Starting a review” on page 154. Collaborating in online meetings Use Adobe ConnectNow, a personal web-conference tool, to conduct real-time meetings on your desktop. Attendees join the meeting by logging into a web-based meeting space from their own computers. In a ConnectNow online meeting, you can share your desktop, use live chat, share online whiteboards, and use many other collaboration features. See “Collaborate in online meetings” on page 150. Use Acrobat.com to upload and share large documents From Acrobat or Reader, you can create your own user account on Acrobat.com. Use Acrobat.com to upload and share most document types, and to share PDFs or your desktop in online meetings. See “Share documents with others” on page 148. Synchronize document views Ensure colleagues, clients, and partners are on the same page at the same time with the ability to co-navigate documents. Use Collaborate Live to provide clarity, enhance discussion, and walk recipients through a document in real time. See “Collaborate with others in a PDF” on page 149. Forms Easily create and edit electronic forms (Windows) Use the new Forms Wizard to convert Microsoft® Word and Excel documents or scanned paper into PDF forms. Form fields are automatically recognized and converted to fillable fields. Quickly add, edit, and name form fields. Use the Tracker to see when forms have been completed and who has completed them. See “Create forms using Acrobat” on page 190. Collect and export form data Easily collect user data and export the data to a spreadsheet for analysis and reporting. See “Collecting and managing form data” on page 218. Track forms Use the Tracker to see when forms have been completed and who has completed them. See “About Forms Tracker” on page 220. Use QuickBooks data in forms (Windows English only) Import and export Intuit QuickBooks data using custom templates. See “Using QuickBooks data in forms (Windows)” on page 217. Create and distribute online forms Create and distribute online forms using your web browser and the Adobe FormsCentral service. Recipients fill out these forms using any Internet-connected device. See “Create online forms using FormsCentral” on page 190. Multimedia and 3D models Isolate parts in an assembly Display the geometry, PMI, and PMI views for an isolated part, and hide or deselect these elements for all other parts. See “Hide, isolate, and change the appearance of parts” on page 392. Last updated 9/30/2011 6 USING ACROBAT 9 PRO EXTENDED Getting started Include Flash content in PDFs Add Flash® videos and animations to your PDF documents. Native support for Flash enables reliable cross-platform playback. No additional media player is necessary. See “Add multimedia to PDFs” on page 339. Add comments to videos Add comments to a video as you are watching it. 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. You can also enable Acrobat Standard and Adobe Reader users to add comments to videos. See “Add comments to videos” on page 343. Create interactive presentations Use Adobe Presenter to liven up your slides with video, voice-over, demos, and interactive quizzes, then convert to PDF for easy sharing. See “Creating PDFs from Adobe Presenter slide shows” on page 95. Expanded 3D features Use the new Adobe 3D Reviewer to combine multiple CAD formats into one assembly, compare a revised design to an earlier version, measure and section on precise geometry, and create exploded views, animations, and balloons. Export your work to 2D vector or raster files, or save as PDF. See “About Adobe 3D Reviewer” on page 389. View and interact with PDF maps Import, measure, and mark up geospatially enabled PDF maps. Discover the longitude and latitude by placing your cursor over a location. Measure PDF maps in kilometers or miles. Navigate 3D PDF map content in 3D with the Fly tool for better relational map viewing. Georegister PDF maps. See “Creating and using geospatial PDFs” on page 406. Digital signatures Long-term signature validation enhancements Embed the certificate chain, revocation status, and timestamp after signature creation. Allow valid, but expired timestamps to be used. See “Establish long-term signature validation” on page 269. Create ink signatures Add a simple handwritten signature on a page. See “Sign a PDF” on page 264. Legal Search and redact Search and redact a list of words or phrases or a specific text pattern (for example, phone numbers, credit card numbers, email addresses, or dates). See “Search and redact words” on page 257. Bates numbering for PDF Portfolios When designating documents for Bates numbering, you can add PDFs, PDF Portfolios, and any non-PDF files that can be converted to PDF. The process converts non-PDF file types to PDF, and then adds Bates numbers to the resulting PDF. If you add Bates numbering to a PDF Portfolio, any non-PDF files in the PDF Portfolio are replaced with the converted and numbered PDFs. See “Add a Bates numbering header or footer” on page 126. Creative professional Output preview enhancements Use the Object Inspector to quickly inspect content in a document. The information displayed is for all content that is directly underneath where the cursor is clicked. Preflight enhancements Validate PDF/E compliance and save documents as PDF/E. Run checks and fixups on selected objects. View improved reports. Color conversion enhancements Set the transparency blending space. Remap spot colors using the Pantone library. Easily convert colors using the new design. Last updated 9/30/2011 7 USING ACROBAT 9 PRO EXTENDED Getting started Getting started tutorials The step-by-step tutorials in this section help you get started with Acrobat 9. You’ll learn how to create PDFs using PDFMaker; share documents with colleagues for review and discussion; create interactive, electronic forms; assemble documents of various formats into a single PDF Portfolio; and securely sign documents digitally. For more tutorials and videos about all that you can do with Acrobat, see the following online resources: • Exploring key features of Acrobat 9: www.adobe.com/go/learn_acr_portfolio_prox_en • What is Acrobat?: www.adobe.com/go/lrvid4200_a9 • Introducing Acrobat 9: www.adobe.com/go/lrvid4081_a9 • Using multiple applications in a creative workflow: www.adobe.com/go/lrvid4205_a9 • Using multiple applications in a business workflow: www.adobe.com/go/lrvid4204_a9 Create PDF Creating PDFs using Acrobat PDFMaker (Windows) Convert your business documents to Adobe PDF with a single click. Acrobat PDFMaker simplifies the process of converting documents to PDF in several business applications, including Microsoft Office applications and Lotus Notes. When you install Acrobat, it adds PDFMaker controls to compatible applications automatically. 1 Create your document. Create and finalize the document in the authoring application that supports PDFMaker. Save the document. Document in an application that converts to Adobe PDF 2 Select PDF conversion settings. In the authoring application, choose Adobe PDF > Change Conversion Settings. If you’re using Lotus Notes, choose Actions > Change Adobe PDF Conversion Settings. If you’re using a Microsoft Office 2007 application, click Preferences in the Acrobat ribbon. Last updated 9/30/2011 8 USING ACROBAT 9 PRO EXTENDED Getting started In the PDFMaker Settings area of the Acrobat PDFMaker dialog box, choose the appropriate PDF preset from the Conversion Settings menu. The PDF preset determines file compression, image resolution, whether fonts are embedded, and other PDF conversion settings. If you are preparing a document for professional printing, use the High Quality Print or Press Quality preset. If you are preparing a document for online viewing, choose Small File Size. The Standard default setting is appropriate for many business uses and desktop printing. Settings for creating PDFs Once you’ve selected conversion settings, those settings are used every time you create a PDF from that application until you change the settings. 3 Select application settings. In the Application Settings area of the dialog box, select whether to include bookmarks, hyperlinks, accessibility features, and other options. Click the application tab (for example, the Word tab) to see options that are specific to your application. In Word, for example, you can convert footnotes and links. In Visio (supported in Acrobat 9 Pro Extended and Acrobat 9 Pro), you can flatten layers. Click OK to close the Acrobat PDFMaker dialog box. Application-specific settings for creating PDFs 4 Create the PDF. Click the Convert To Adobe PDF button on the Acrobat PDFMaker toolbar or, in Microsoft Office 2007, click the Create PDF button on the Acrobat ribbon. You can automatically email the PDF or send it out for a review, using other commands in the Adobe PDF menu. When prompted, enter a name and location for the PDF. Depending on the application you’re using and your settings, prompts may appear allowing you to select other options when you create the PDF. Last updated 9/30/2011 9 USING ACROBAT 9 PRO EXTENDED Getting started You can also convert web pages to PDF directly using Internet Explorer. To convert, visit a website in the Internet Explorer browser, and then click the Convert button in the toolbar. Collaborate Initiating a shared review In a shared review, all participants can view and respond to comments. It’s a great way to let reviewers resolve conflicting opinions, identify areas for research, and develop creative solutions during the review process. You can host a shared review on a network folder, WebDAV folder, SharePoint workspace, or on Acrobat.com, a new secure web-based service. All you need is Acrobat, a PDF, and a free Adobe ID to get started. 1 Prepare the PDF. Save the PDF you want participants to review. If you want to call attention to particular questions or topics for discussion, add comments to the PDF. 2 Send the PDF for a shared review. Choose Comments > Send For Shared Review. Acrobat opens the Send For Shared Review wizard. You can share any document that can be modified with comments. If a document has security settings that do not allow comments, Acrobat notifies you. 3 Select a method for collecting comments. Choose how you want to post the PDF and collect comments from reviewers. Choose Automatically Download & Track Comments With Acrobat.com if you want to use Acrobat.com to share the review. Choose Automatically Collect Comments On My Own Internal Server to use a network server, a WebDAV server, or a SharePoint workspace. The Send For Shared Review wizard guides you through different ways to manage comments. Last updated 9/30/2011 10 USING ACROBAT 9 PRO EXTENDED Getting started If you’re hosting the PDF on your own server, select the type of server and enter its path. If you’re hosting the PDF on Acrobat.com, enter your Adobe ID. If you don’t have an Adobe ID, click Create Adobe ID to create one within Acrobat. 4 Invite reviewers. Enter the email addresses for the people you want to invite to the review, or select the addresses from your email address book. Then, customize the message for reviewers. Set a review deadline. After the deadline, commenting tools will no longer be available on the shared review server. If you’re using Acrobat 9 Pro Extended or Acrobat 9 Pro, then Adobe Reader users can participate in the shared review. Preparing the review invitation 5 Send the PDF. Click Send to post the PDF to the server and send email invitations to the review participants. Acrobat saves a copy of the shared review file in the same location, with the word “_review” appended to it. Once you’ve started a shared review, you can read and reply to comments on the shared review server. You can also read all the comments after the review is over. Use Tracker, within Acrobat, to see who has commented, send email reminders to reviewers, or change the deadline. Enabling live collaboration You can review a PDF live, online, with one or more colleagues using Acrobat.com. The live collaboration feature lets you share pages, so that all viewers are seeing the same thing at the same time. Use the live chat window to discuss the document you’re viewing. You can invite anyone with Acrobat 9 or Reader 9 to participate in live collaboration. Last updated 9/30/2011 11 USING ACROBAT 9 PRO EXTENDED Getting started Note: The live collaboration feature is not available in all languages. 1 Prepare the document. Create and save the document you want to discuss in live collaboration. If it’s not already a PDF, convert it to PDF using Adobe PDF printer, Acrobat PDFMaker (Windows), or the Create PDF commands in Acrobat. Open the PDF you want to discuss in Acrobat. 2 Start collaboration. Choose File > Collaborate > Send & Collaborate Live. Log on to Acrobat.com, if prompted. If you don’t have an Adobe ID, create one. Use the Send and Collaborate Live wizard to start a live chat session. 3 Invite participants. Enter the email addresses of the colleagues you want to collaborate with, placing a semicolon or return between addresses. You can also add email addresses from the address book of your email application, such as Microsoft Outlook. Last updated 9/30/2011 12 USING ACROBAT 9 PRO EXTENDED Getting started Preparing the collaboration invitation Edit the subject and message to customize the email invitation for your collaboration. To post the document to Acrobat.com, select Store File On Acrobat.com And Send A Link To Recipients. Select a level of access to determine who can access the document from Acrobat.com. If you don’t select Store File On Acrobat.com, Acrobat sends the document to participants as an attachment. The Collaborate Live navigation pane opens in the document. 4 Wait for other participants. To share pages or chat online, at least one other person must join you. Using Acrobat 9 or Reader 9, participants can join by clicking the PDF attachment or clicking the URL in the invitation. After participants log in with their Adobe ID and password or join as a guest, they can double-click the PDF to open it. Watching participants join the session 5 Share pages. After at least one other person joins the live collaboration session, you can synchronize page views so that everyone participating sees the same page view. To share pages, click the Start Page Sharing button. When you want to stop page sharing, click Stop Page Sharing. 6 Chat online. Last updated 9/30/2011 13 USING ACROBAT 9 PRO EXTENDED Getting started To discuss the document, type chat messages in the box at the bottom of the Collaborate Live navigation pane. Click the color box to choose a color for your chat text. To save the chat history, choose Save Chat from the options menu in the navigation pane. Send instant messages to attendees. Forms Creating an interactive form You can convert any form into an interactive form that users can fill out and return electronically. Start with a paper form you’ve scanned or a form document you’ve created in any application. 1 Create the PDF. You can scan a paper form directly into Acrobat (choose File > Create PDF > From Scanner). You can also convert any electronic document to PDF using Acrobat PDFMaker, the Adobe PDF printer, or the Create PDF commands in Acrobat. 2 Use the Form wizard to automatically create form fields. Choose Forms > Start Form Wizard. Follow the onscreen instructions in the wizard, and click OK to close the Welcome To Form Editing Mode dialog box. When you run the wizard, Acrobat analyzes the document and automatically creates electronic form fields. Last updated 9/30/2011 14 USING ACROBAT 9 PRO EXTENDED Getting started The Create Or Edit Form wizard creates form fields automatically. 3 Evaluate the form fields Acrobat created. Acrobat lists the form fields it created in the Fields pane. Scroll through the document to see whether Acrobat missed any fields or created any extra fields. To delete a field, select it in the Fields pane and press Delete. Acrobat missed fields for the Yes and No radio buttons. 4 Add and edit form fields as needed. Add form fields where you need them. You can add text fields, check boxes, list boxes, combo boxes, radio buttons, action buttons, digital signature fields, and even barcodes to the PDF. Select the type of form field from the Add New Field list in the Forms toolbar, and then click where you want the field to appear. Give each new field a unique and descriptive name. The name doesn’t appear on the form that users see, but it identifies the field if you work with the data in databases or spreadsheets. Last updated 9/30/2011 15 USING ACROBAT 9 PRO EXTENDED Getting started Click Show All Properties in the field name dialog box if you want to make other changes. You can change the field appearance, set a text field to accept multiple lines of text, create a label for users, or set other properties. To edit a field, make sure you’re in Form mode, and then double-click the field. (To switch to Form mode, choose Forms > Add Or Edit Fields.) To preview the form, click Preview in the Forms toolbar. Editing form fields 5 Save the form. Be sure to save the form with all the fields you’ve added. Choose File > Save As to save the form with a different name, so that your original static document remains intact. PDF Portfolios Creating a PDF Portfolio Quickly pull together all the files for a project into a single, coherent PDF Portfolio. These files can include text documents, email messages, spreadsheets, CAD drawings, PowerPoint presentations, videos, PDFs, and more. You don’t have to convert the component documents to PDF, and you can edit each component independently without affecting anything else in the PDF Portfolio. 1 Create the PDF Portfolio file. In Acrobat, choose File > Create PDF Portfolio. The PDF Portfolio toolbar appears below the menu bar; Acrobat displays this toolbar whenever you open a PDF Portfolio. In Acrobat 9 Pro and Acrobat 9 Pro Extended, the Edit PDF Portfolio pane is open on the right side of the window. 2 Add files to the PDF Portfolio. Choose Modify > Add Files in the PDF Portfolio toolbar. Navigate to the files you want to include. Select a file, and click Open. Shift-select to add multiple contiguous files; press Ctrl to select multiple files in any order. Last updated 9/30/2011 16 USING ACROBAT 9 PRO EXTENDED Getting started Selecting files for a PDF Portfolio When you add a file to the PDF Portfolio, a copy of the original document is included. If the document isn’t a PDF, anyone who receives the PDF Portfolio may have to install the native application to preview that particular document. For example, if you include a PowerPoint presentation, someone viewing your PDF Portfolio must have Office installed to view that component. 3 Select a layout. Click Choose A Layout in the Edit PDF Portfolio pane. Select a category, such as Basic Layouts, from the pop-up menu, and then select a layout. Layout options The layout provides navigational aids and determines how component documents are displayed on the home page of the PDF Portfolio. By default, the Basic Grid layout is applied when you first create a PDF Portfolio, but you can use any layout. 4 Add a header. You can give a PDF Portfolio a consistent look by applying a header to the top of the page. A header can include text and graphics, such as a logo, company name, or contact information. Last updated 9/30/2011 17 USING ACROBAT 9 PRO EXTENDED Getting started To add a header, click Add Welcome & Header in the Edit PDF Portfolio pane, click Header, and then select a template. Each template contains an image placeholder, a text placeholder, or both. Click an image placeholder to replace it with a GIF, JPEG, or PNG file. Click a text placeholder to type and format text. A header unifies the PDF Portfolio contents. 5 Add a welcome page. A welcome page appears when the PDF Portfolio is opened. A welcome page can include text, images, or a Flash animation (SWF file or FLV file). A welcome page introduces the PDF Portfolio. Last updated 9/30/2011 18 USING ACROBAT 9 PRO EXTENDED Getting started To add a welcome page, click Welcome Page in the Edit PDF Portfolio pane. Select a template, and then click a placeholder to replace it with your text, image, or SWF file. 6 Select a color scheme. You can further customize a PDF Portfolio by selecting which colors to use for text, backgrounds, and the cards that display component data. Click Select A Color Scheme in the Edit PDF Portfolio pane. Click the color swatch that represents the scheme you want to use, or click Customize Color Scheme to develop your own. To create a custom color scheme, select a color for each of the categories, such as Primary Text Color. Color scheme options 7 Publish the PDF Portfolio. When you’ve completed your PDF Portfolio, you can share it through email or on Acrobat.com, a secure web-based service. You can burn it to a CD or DVD, or distribute it as you would share any other PDF. First, choose File > Save Portfolio. From the share menu in the PDF Portfolio toolbar, choose Email to send the PDF Portfolio as an email attachment. You can also share it on Acrobat.com, which is especially useful if the PDF Portfolio file size is too large for many email servers. From the share menu, choose Share Portfolio On Acrobat.com, and then log on to Acrobat.com. Last updated 9/30/2011 19 USING ACROBAT 9 PRO EXTENDED Getting started Security Signing a document electronically Like a handwritten signature, a digital signature is uniquely yours. Acrobat includes features to keep your digital signature secure. Unlike traditional signatures, digital signatures can contain additional information, such as the date and time of signature and the reason for signing. Just as you developed your own signature style early in life, you can add your own flair to your signature appearance, as well. 1 Obtain a digital ID. If you don’t already have a digital ID, create a self-signed digital ID in Acrobat. A self-signed digital ID includes an encrypted private key for signing or decrypting documents. It also includes a public key in a certificate used to validate signatures and encrypt documents. To create a self-signed digital ID, choose Advanced > Security Settings. Select Digital IDs on the left, and then click the Add ID button in the toolbar. Select A New Digital ID I Want To Create Now, and continue through the wizard. Type the personal information for your digital ID, including your name. When you certify or sign a document, the name appears in the Signatures panel and in the signature field. Name your digital ID and create a password for it that contains at least six characters, with no punctuation marks or special characters. Click Finish. Make a backup copy of your digital ID file, in case the original is lost or damaged. Personal information for the digital ID 2 Create an appearance for your digital signature. Your digital signature can be simple or complex. It can look like a handwritten signature or a typed name. It can contain a company logo, include the date and time you signed, and state a reason for signing. You can create multiple signature appearances for different uses; select one each time you sign a document. If you want to include an image of your signature, scan your signature and save it as a PDF. Last updated 9/30/2011 20 USING ACROBAT 9 PRO EXTENDED Getting started To create an appearance, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). Select Security on the left, and then click New in the Digital Signatures section. Give the signature appearance a short, descriptive title that you’ll recognize when you’re signing a document. Select options, including whether you want to include an imported graphic, such as a scanned signature. As you make changes, your edited signature appears in the preview window. Click OK. Use Security preferences to customize how your signature appears. If you selected Reason, click Advanced Preferences, and, in the Creation pane, select Show Reasons When Signing. If you selected Location, select Show Location And Contact Information When Signing. 3 Review the document carefully. Before you sign any document, physically or electronically, make sure that you know what you are signing and where all the signature fields are. Because dynamic content might alter the appearance of the PDF and mislead you, view the document in Preview Document mode before signing. To use Preview Document mode, open the Preferences dialog box and select Security on the left; then, select View Documents In Preview Document Mode When Signing. Check each page of a document for signature fields. You may need to sign a document in more than one place. Each signature field is unique, so your signature won’t automatically be copied from one field to the other signature fields in the document. 4 Sign the PDF. To sign the document, click the signature field. If no signature field exists, choose Sign > Place Signature from the Tasks toolbar and draw a signature field on the page. If you’ve set Acrobat to display documents in Preview Document mode before signing, a document message bar reports whether any dynamic content exists in the document. When you’ve reviewed the document, click Sign Document in the document message bar to proceed. Last updated 9/30/2011 21 USING ACROBAT 9 PRO EXTENDED Getting started Choose a signature appearance when signing a document. In the Sign Document dialog box, select an appearance, and then add any information it requires, such as the location or the reason for signing. Enter a password if your digital ID requires it. Click Sign. Give the document a new name so that you can change the original PDF without invalidating the signature, and click Save. When you apply a digital signature, Acrobat embeds an encrypted message digest in the PDF. Acrobat also embeds the details from your certificate and a version of the document at the time it was signed. 5 Distribute your certificate. To verify your digital ID, others who view your document must have the public certificate from your digital ID. To send your certificate, choose Advanced > Security Settings, and select Digital IDs on the left. Expand the list, select the digital ID you want to share, and click Export. Follow the onscreen instructions to email your certificate as an FDF file to someone or to save the certificate as a different file type. Last updated 9/30/2011 22 Chapter 2: Workspace As you get acquainted with your product, make setting up your work environment a priority. The more you learn about its potential, the better you can take advantage of its features, tools, and options. There’s much more to the application than you see at first glance. Various hidden tools, preferences, and options can enhance your experience and give you greater control over how your work area is arranged and displayed. Work area basics View the work area Adobe® Acrobat® 9 Pro Extended opens in two different ways: as a stand-alone application, and in a web browser. The associated work areas differ in small but important ways. The work area for the stand-alone application includes a document pane and a navigation pane. The document pane displays Adobe® PDFs. The navigation pane on the left side helps you browse through the PDF. Toolbars near the top of the window provide other controls that you can use to work with PDFs. A B C D Work area as it appears in Acrobat A. Menu bar B. Toolbars C. Navigation pane (Bookmarks panel displayed) D. Document pane When you open a PDF inside a web browser, the toolbars, navigation pane, and document pane are available. To access commands in the menu bar, download the PDF and open it in Acrobat or Adobe Reader. Note: Some, but not all, PDFs appear with a document message bar. PDF Portfolios appear with a specialized work area. Last updated 9/30/2011 23 USING ACROBAT 9 PRO EXTENDED Workspace More Help topics “View the PDF Portfolio work area” on page 116 “Document message bar” on page 24 Opening PDFs You can open a PDF in many ways: from within the Acrobat application, from your email application, from your file system, or on a network from within a web browser. The initial view of the PDF depends on how its creator set the document properties. For example, a document may open at a particular page or magnification. Some PDFs are restricted and open only after you enter a password provided to you by the PDF owner. If a document is encrypted, you may need the permission of its creator to open it. In the case of some restricted or certified documents, you may be prevented from printing a file or copying information to another application. If you have trouble opening a PDF or can’t use certain features, contact its author or owner. If a document is set to open in Full Screen mode, the toolbar, command bar, menu bar, and window controls are not visible. You can quit Full Screen mode by pressing Ctrl+L. More Help topics “Defining initial view as Full Screen mode” on page 336 “View the PDF Portfolio work area” on page 116 “Opening secured documents” on page 226 Select another tool By default, the Select tool is active when Acrobat opens, because it is the most versatile tool. Specialized tools, such as those for zooming in or adding review comments, are available in toolbars and in the Tools menus. More Help topics “Keys for selecting tools” on page 518 Select a tool ❖ Do one of the following: • Select a tool in a toolbar. • Choose Tools > [toolbar name] > [tool]. Switch temporarily to the Zoom In or Hand tool You can use these tools temporarily, without deselecting the current tool. • To select the Hand tool temporarily, hold down the spacebar. • To select the Zoom In tool temporarily, hold down Ctrl+spacebar. When you release the keys, Acrobat reverts to the previously active tool. Last updated 9/30/2011 24 USING ACROBAT 9 PRO EXTENDED Workspace Document message bar The document message bar appears only in certain types of PDFs. Typically, you see this area when you open a PDF form, a PDF that has been sent to you for review, a PDF with special rights or security restrictions, or a PDF that is compliant with PDF/A, PDF/E, or PDF/X standards. The document message bar appears immediately below the on the left side of the work area. toolbar area. To show or hide the document message bar, click its button Look on the document message bar for instructions on how to proceed and for any special buttons associated with the task. The bar is color coded: purple for forms, yellow for reviews or security alerts, and blue for certified PDFs or PDFs with password security or document restrictions. Document message bar for a form Document message bar for a security alert More Help topics “Security alerts” on page 226 “Enhanced security” on page 228 “Filling in forms” on page 221 “Commenting” on page 163 Set preferences Many program settings are specified in the Preferences dialog box, including settings for display, tools, conversion, and performance. Once you set preferences, they remain in effect until you change them. 1 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). 2 Under Categories, select the type of preference you want to change. Last updated 9/30/2011 25 USING ACROBAT 9 PRO EXTENDED Workspace Re-create preferences Re-create the Acrobat Preferences folder (Windows) Re-create the Acrobat Preferences folder to eliminate problems that damaged preferences cause. Most preference problems are caused by these file-based preferences, although most Acrobat preferences are stored within the registry. Note: This solution removes custom settings for Collaboration, JavaScripts, Security, Stamps, Color Management, Auto Fill, Web Capture, and Updater. 1 Quit Acrobat. 2 In Windows Explorer, go to the folder C:\Users\Username\AppData\Local\Adobe\Acrobat\[version], and move the Preferences folder to another location (for example, C:\Temp). 3 Restart Acrobat. If the problem recurs after you re-create the Acrobat Preferences folder, then the problem isn’t related to the Preferences folder. To restore custom settings, drag the folder you moved in step 2 back to its original location. Then click Yes To All to replace the new Preferences folder. Re-create the Acrobat preferences files (Mac OS) You can re-create the Acrobat preferences files to eliminate problems caused by a damaged preferences file. Note: Re-creating the Acrobat preferences files restores settings to their defaults. 1 Quit Acrobat. 2 Drag the following files from the Users/[Username]/Library/Preferences folder to the Desktop: • Acrobat WebCapture Cookies • com.adobe.Acrobat.Pro.plist or com.adobe.Acrobat.Pro_x86_9.0.plist • Acrobat Distiller Prefs and com.adobe.Acrobat.Pro.plist (if you are troubleshooting an issue with Distiller) • The Acrobat folder, which contains preferences for forms (MRUFormsList), collaboration (OfflineDocs), and color settings (AcrobatColor Settings.csf) 3 Restart Acrobat If the problem recurs after you re-create 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. Do you want to replace it with the older one you're moving?” Customizing the work area Displaying 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 > Menu Bar command. However, the only way to display and use them again is by pressing F9/Shift+Command+M. Last updated 9/30/2011 26 USING ACROBAT 9 PRO EXTENDED Workspace Acrobat also has numerous context-sensitive menus. These menus appear when you right-click an element in the work area or PDF that has such a menu associated with it. A context menu displays commands that relate to the item or area that you clicked. For example, when you right-click the toolbar area, that context menu displays the same commands as the View > Toolbars menu. Note: The menu bar appears only if Acrobat is open as a stand-alone application. If Acrobat is open within the browser, only the browser application menu appears at the top of the window. However, context menus are available in both cases. About toolbars Toolbars reduce clutter in the work area by arranging tools in task-related groups. For example, the Page Display toolbar includes buttons for changing how many pages you can see at a time in the document window. The Comment & Markup toolbar contains tools for reviewing and annotating a PDF. Any toolbar can float or be docked. Docked toolbars appear in the toolbar area. Floating toolbars appear as independent panels that you can move anywhere in the work area. Each toolbar has a grabber bar, which is a vertical gray stripe at the left end of the toolbar. • When you position the pointer over a grabber bar, a tool tip displays the name of the associated toolbar. • When you drag a grabber bar, the toolbar moves. You can drag toolbars off the toolbar area (so that they float), dock them in the toolbar area, or rearrange them in the toolbar area. Some toolbars appear by default and some are hidden. A B C D E F Toolbars open by default A. Tasks toolbar B. File toolbar C. Page Navigation toolbar D. Select & Zoom toolbar E. Page Display toolbar F. Find toolbar Each of the buttons in the Tasks toolbar is associated with a menu of commands. Click the arrow to the right of the button name to open the menu. For example, click the arrow next to the Collaborate button to display a menu of commands related to collaboration tasks. Position the pointer over a tool to see a description of the tool. Position the pointer over the grabber bar on the left edge of a toolbar to see its name. All tools are identified by name in the More Tools dialog box (Tools > Customize Toolbars). More Help topics “Customizing the work area” on page 25 “Displaying menus” on page 25 Display and arrange toolbars When your work does not involve using the tools in a toolbar, you can close the toolbar to tidy up the work area. For example, if you are not adding review comments to a PDF, there’s no need to have the Comment & Markup toolbar open. When you need easy access to a toolbar that is hidden by default, you can open it. This toolbar appears as a floating panel, which you can move or dock in the toolbar area. Last updated 9/30/2011 27 USING ACROBAT 9 PRO EXTENDED Workspace Note: If several PDFs are open, you can customize the toolbars for each PDF independently. The different customized states persist as you switch between PDFs. More Help topics “Open or close reading mode” on page 34 Show or hide toolbars • To open a toolbar, choose View > Toolbars > [toolbar name]. A check mark next to the toolbar name indicates that the toolbar is displayed. • To hide all toolbars, choose View > Toolbars > Hide Toolbars. • To change a toolbar that is either shown or hidden, right-click the toolbar area, and choose the toolbar you want to show or hide. • To change the visibility of several toolbars, choose Tools > Customize Toolbars or View > Toolbars > More Tools. Then, select and deselect toolbars. (Check marks by the toolbar names indicate which ones are currently visible.) Note: Whether a new toolbar opens as a floating toolbar or docked in the toolbar area depends on its default position or where it appeared in your previous configuration of the work area, if any. Move toolbars • To rearrange the docked toolbars, use the toolbar grabber bars to drag them from one position to another. • To move a floating toolbar, drag it by its title bar or grabber bar to another location in the work area. • To float a docked toolbar, drag it by its grabber bar from the toolbar area. Use the title bar to move a section of tools from the toolbar area. • To dock a floating toolbar, drag it by its title bar or grabber bar to the toolbar area. • To move all floating toolbars to the toolbar area, choose View > Toolbars > Dock Toolbars. Rows may be added to or removed from the toolbar area as you move the toolbars in and out. Return toolbars to their default configuration ❖ Choose View > Toolbars > Reset Toolbars. Last updated 9/30/2011 28 USING ACROBAT 9 PRO EXTENDED Workspace Lock or unlock the toolbar area Locking the toolbars prevents any rearrangement of the toolbar area, so all grabber bars disappear when the toolbar area is locked. Locking does not affect the positions of any floating toolbars. ❖ Choose View > Toolbars > Lock Toolbars. Select the command a second time to unlock the toolbar area. Note: When the toolbar area is locked, you can still move floating toolbars by dragging them by their title bars. However, you can’t dock them unless you unlock the toolbar area. Show and hide toolbar elements You can alter the display within an individual toolbar to keep just the tools you need available with a minimum of wasted space. You can also show and hide tool labels. Show or hide individual tools Acrobat includes more tools and more toolbars than the set that appears by default. You can customize the toolbars so that the tools you use most often appear in the toolbar area. ❖ Do any of the following: • Right-click the toolbar, and select a tool that you want to display or deselect a tool that is already displayed if you want to hide it. • Right-click any toolbar and choose More Tools. Then select individual tools and toolbars that you want to display, and deselect those that you want to hide. Note: A selected tool appears in the toolbar area only if its toolbar is also selected in the More Tools dialog box. Show or hide tool labels The default view shows labels for some toolbar buttons. You can show labels for all buttons to help you as you learn to use Acrobat, or you can hide all tool labels to save space in the toolbar area. ❖ Choose View > Toolbars > Button Labels > [option]. Note: Tool labels are turned off selectively when space in the toolbar area becomes limited. Review properties for tools and objects The Properties toolbar provides easy access to the properties for many tools and objects such as links, comments, form fields, media clips, and bookmarks. For example, if you select the Note tool, the Properties toolbar displays the current default properties for that tool. If you select a note in the document, the Properties toolbar displays properties for that note. You can use the Properties toolbar to change many of the settings that appear there. A few items only provide information and cannot be edited. Like all toolbars, the Properties toolbar can float or be docked in the toolbar area. The Properties toolbar is different in that it doesn’t contain tools and can’t be customized to hide options. 1 Choose View > Toolbars > Properties Bar. 2 Select the object or tool that you want to review. 3 Change properties for the selected item, as desired. If you want to change object properties other than those listed in the Properties toolbar, right-click the object, and choose Properties. Last updated 9/30/2011 29 USING ACROBAT 9 PRO EXTENDED Workspace Show or hide the navigation pane The navigation pane is an area of the work space that can display different navigation panels. Typically, these panels act like a table of contents, with items you can click to jump to a specific place in the document. For example, the Pages panel contains thumbnail images of each page; clicking a thumbnail opens that page in the document. When you open a PDF, the navigation pane is closed by default, but buttons along the left side of the work area provide and the Bookmarks panel button . When Acrobat easy access to various panels, such as the Pages panel button is open but empty (no PDF is open), the navigation pane is unavailable. 1 To open the navigation pane, do one of the following: • Click any panel button on the left side of the work area to open that panel. • Choose View > Navigation Panels > Show Navigation Pane. 2 To close the navigation pane, do one of the following: • Click the button for the currently open panel in the navigation pane. • Choose View > Navigation Panels > Hide Navigation Pane. Note: The creator of the PDF can control the contents of some navigation panels and may make them empty. Adjust navigation panels Like toolbars, navigation panels can be docked in the navigation pane, or they can float anywhere in the work area. You can hide or close panels you don’t need and open the ones you do. You can also adjust the width of the navigation pane. Change the display area for navigation panels • To change the width of the navigation pane, drag its right border. • To collapse a floating panel without closing it, click the tab name at the top of the window. Click the tab name again to restore the panel to its full size. Change the orientation of a docked navigation panel By default, some panels, such as Bookmarks, appear in a column on the left side of the work area. Others, such as the Comments panel, appear horizontally across the bottom of the document pane. You can change the orientation of any panel to either vertical or horizontal by dragging the button for that panel, which appears on the left side of the work area. • To orient the panel vertically, drag its button to the upper part of the navigation pane, near the buttons of other vertically oriented panels. • To orient the panel horizontally, drag its button to the lower part of the navigation pane, near the buttons of other horizontally oriented panels. In either case, a gray frame highlights the entire panel buttons area. If you release the mouse button before the area is highlighted, the panel will float above the work area. If that happens, try again by dragging the panel tab into the upper or lower part of the button area. View a different panel in the navigation pane By default, only a selected set of panel buttons appears on the left side of the work area. Other panels are included in the View menu and may open as floating panels rather than in the navigation pane. However, you can dock the panel in the navigation pane later. ❖ Do one of the following: • On the left side of the navigation pane, select the button for the panel. Last updated 9/30/2011 30 USING ACROBAT 9 PRO EXTENDED Workspace • Choose View > Navigation Panels > [panel name]. Dock or float navigation panels • To float a panel that is docked in the navigation pane, drag the panel button into the document pane. • To dock a floating panel, drag the tab to the navigation pane. • To group two floating panels, drag the tab of one panel into the other floating panel. Options in a navigation panel All navigation panels have an options menu in the upper-left corner. The commands available in these menus vary. Some panels also contain other buttons that affect the items in the panel. Again, these vary among the different panels, and some panels have none. Viewing PDF pages Open a PDF You can open a PDF from within the Acrobat application, from the desktop, or from within certain other applications. Open a PDF in the application ❖ Start Acrobat and do one of the following: • Choose File > Open, or click the Open button in the toolbar. In the Open dialog box, select one or more filenames, and click Open. PDF documents usually have the extension .pdf. • Choose File > Organizer > [collection name] > [PDF filename]. • Choose File > History > [time period] > [PDF filename]. If more than one document is open, you can switch between documents by choosing the document name from the Window menu. In Windows, a button for each open document appears in the Windows taskbar. Click this button to move between open documents. Last updated 9/30/2011 31 USING ACROBAT 9 PRO EXTENDED Workspace Open a PDF from the desktop or within another application ❖ Do one of the following: • To open a PDF attached to an email message, open the message and double-click the PDF icon. • To open a PDF linked to an open web page, click the PDF file link. The PDF usually opens in the web browser. • Double-click the PDF File icon in your file system. Note: In Mac OS, you may not be able to open a PDF created in Windows by double-clicking the icon. Instead, choose File > Open With > Acrobat. Opening pages in a PDF Depending on the PDF you open, you may need to move forward through multiple pages, see different parts of the page, or change the magnification. There are many ways to navigate, but the following items are commonly used: Note: If you do not see these items, choose View > Toolbars > Reset Toolbars. Next and Previous The Next Page and Previous Page buttons appear in the Page Navigation toolbar. The text box next to them is also interactive, so you can type a page number and press Enter to go directly to that page. Scroll bars Vertical and horizontal scroll bars appear to the right and bottom of the document pane whenever the view does not show the entire document. Click the arrows or drag to view other pages or different areas of the page. Select & Zoom toolbar This toolbar contains buttons and controls for changing the page magnification. Pages panel The Pages button on the left side of the work area opens the navigation pane to the Pages panel, which displays thumbnail images of each page. Click a page thumbnail to open that page in the document pane. More Help topics “Retrace your viewing path” on page 33 “Adjust page magnification” on page 43 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 Next Page , 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. You can display additional tools on the Page Navigation toolbar by right-clicking the toolbar and choosing an individual tool, Show All Tools, or More Tools and then selecting and deselecting tools in the dialog box. More Help topics “About bookmarks” on page 309 “About page thumbnails” on page 308 “Set the page layout and orientation” on page 46 Move through a PDF ❖ Do one of the following: • Click the Previous Page or Next Page button on the toolbar. Last updated 9/30/2011 32 USING ACROBAT 9 PRO EXTENDED Workspace • Choose View > Go To > [location]. • Choose View > Go To > Page, type the page number in the Go To Page dialog box and then click OK. • Press the Page Up and Page Down keys on the keyboard. Jump to a specific page ❖ Do one of the following: • From Single Page or Two-Up page display view, drag the vertical scroll bar until the page appears in the small popup display. • Type the page number to replace the one currently displayed in the Page Navigation toolbar, and press Enter. Note: If the document page numbers are different from the actual page position in the PDF file, the page’s position within the file appears in parentheses after the assigned page number in the Page Navigation toolbar. For example, if you assign numbering for a file that is an 18-page chapter to begin with page 223, the number shown when the first page is active is 223 (1 of 18). You can turn off logical page numbers in the Page Display preferences. See “Renumber pages” on page 137 (Acrobat only) and “Preferences for viewing PDFs” on page 37. Jump to bookmarked pages Bookmarks provide a table of contents and usually represent the chapters and sections in a document. Bookmarks appear in the navigation pane. B A C Bookmarks panel A. Bookmarks button B. Click to display bookmark options menu. C. Expanded bookmark 1 Click the Bookmarks button, or choose View > Navigation Panels > 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. If the list of bookmarks disappears when you click a bookmark, click the Bookmarks button to display the list again. If you want to hide the Bookmarks button after you click a bookmark, select Hide After Use from the options menu. Last updated 9/30/2011 33 USING ACROBAT 9 PRO EXTENDED Workspace Use page thumbnails to jump to specific pages Page thumbnails provide miniature previews of document pages. You can use thumbnails in the Pages panel to change the display of pages and to go to other pages. The red page-view box in the page thumbnail indicates which area of the page appears. You can resize this box to change the zoom percentage. 1 Click the Pages button or choose View > Navigation Panels > Pages to display the Pages panel. 2 To jump to another page, click its thumbnail. Automatically scroll through a document Automatic scrolling advances your view of the PDF at a steady rate, moving vertically down the document. If you interrupt the process by using the scroll bars to move back or forward to another page or position, automatic scrolling continues from that point forward. At the end of the PDF, automatic scrolling stops and does not begin again until you choose automatic scrolling again. 1 Choose View > Automatically Scroll. 2 Press Esc to stop scrolling. 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. For example, if you jump forward and backward in a document, your viewing history retraces those steps, showing you the pages you viewed in the reverse order that you viewed them. 1 Choose View > Go To > Previous View. 2 To continue seeing another part of your path, do either of the following: • Repeat step 1. • Choose View > Go To > Next View. Note: You can make the Previous View button and Go To Next View button available in the toolbar area by right-clicking the Page Navigation toolbar and choosing them on the context menu, or choosing Show All Tools. Change the PDF/A viewing mode PDF/A is an ISO standard for PDFs. Documents you scan to PDF are PDF/A-compliant. You can specify whether you want to view documents in this viewing mode. 1 In the Preferences dialog box under Categories, select Documents. 2 Choose an option for View Documents In PDF/A Mode: Never, or Only For PDF/A Documents. You can switch in or out of PDF/A viewing mode by changing this preference setting again. Navigate with links Links can take you to another location in the current document, to other PDF documents, or to websites. Clicking a link can also open file attachments and play 3D content, movies, and sound clips. To play these media clips, you must have the appropriate hardware and software installed. The person who created the PDF document determines what links look like in the PDF. Last updated 9/30/2011 34 USING ACROBAT 9 PRO EXTENDED Workspace Note: Unless a link was created in Acrobat using the Link tool, you must have the Create Links From URLs option selected in the General preferences for a link to work correctly. 1 Choose the Select tool . 2 Position the pointer over the linked area on the page until the pointer changes to the hand with a pointing finger. A plus sign (+) or a w appears within the hand if the link points to the web. Then click the link. More Help topics “Links and attachments” on page 313 “Multimedia preferences” on page 42 PDFs with file attachments If you open a PDF that has one or more attached files, the Attachments panel automatically opens, listing the attached files. You can open these files for viewing, edit the attachments, and save your changes, as permitted by the document authors. If you move the PDF to a new location, the attachments automatically move with it. More Help topics “Open, save, or delete an attachment” on page 317 Open or close reading mode The reading mode view hides everything in the work area except the document and the menu bar. ❖ Choose View > Reading Mode. Choosing Reading Mode again restores the work area to its previous view, with the same navigation buttons and toolbar displays. View PDFs in Full Screen mode In Full Screen mode, PDF pages fill the entire screen; the menu bar, toolbars, 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. 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. More Help topics “Preferences for viewing PDFs” on page 37 “Setting up a presentation” on page 336 Set the Full Screen navigation bar preference 1 In the Preferences dialog box under Categories, select Full Screen. 2 Select Show Navigation Bar, then click OK. Last updated 9/30/2011 35 USING ACROBAT 9 PRO EXTENDED Workspace 3 Select View > Full Screen Mode. The Full Screen navigation bar contains Previous Page , Next Page These buttons appear in the lower-left corner of the work area. , and Close Full Screen View buttons. Read a document in Full Screen mode If the Full Screen navigation bar is not shown, you can use keyboard shortcuts to navigate through a PDF. Note: If you have two monitors installed, the Full Screen mode of a page sometimes appears on only one of the monitors. To page through the document, click the screen displaying the page in Full Screen mode. 1 Choose View > Full Screen Mode. 2 Do any of the following: • To go to the next page, press the Enter, Page Down, or Right Arrow key. • To go to the previous page, press Shift+Enter, Page Up, or the Left Arrow key. 3 To close Full Screen mode, press Ctrl+L or Esc. (Escape Key Exits must be selected in the Full Screen preferences.) To show a Full Screen tool in the Page Display toolbar, right-click the Page Display toolbar and choose Full Screen Mode. Then click the Full Screen tool to switch to Full Screen mode. Viewing PDFs in a web browser You can view PDFs in a supported web browser, or you can set your Internet preferences to open linked or downloaded PDF files in a separate Acrobat window. If you open PDFs in Acrobat outside the browser, you cannot use Fast Web Viewing, form submittal in a browser, or search highlighting on the web. Because keyboard commands may be mapped to the web browser, some Acrobat shortcuts may not be available. Similarly, you may need to use the tools and commands in the Acrobat toolbar rather than the browser toolbar or menu bar. For example, to print a PDF document, use the Print button in the Acrobat toolbar rather than the Print command in the browser. (In Microsoft Internet Explorer, you can choose File > Print, Edit > Copy, and Edit > Find on the Internet Explorer toolbar.) Note: Having multiple versions of Acrobat or Adobe Reader installed on the same computer can prevent you from viewing PDFs in a web browser. Examples include Acrobat 8 with Adobe Reader 9, or Acrobat 7 with Reader 8, and so on. Try deselecting the Display PDF In Browser option in Internet Preferences in one program, and selecting the option in the other program. For more information about coexisting installations, see the Tech Note at http://kb2.adobe.com/cps/333/333223.html. Internet preferences Display PDF In Browser Displays any PDF opened from the web in the browser window. If this option is not selected, PDFs open in a separate Acrobat window. On Mac OS, if you have installed both Reader and Acrobat, you can select which application and which version to use. Note: If Reader is installed on your system and you subsequently install Acrobat, Safari continues to use Reader to open PDFs in your browser. Use this option to configure Safari to use Acrobat. Allow Fast Web View Downloads PDFs for viewing on the web one page at a time. If this option is not selected, the entire PDF downloads before it is displayed. If you want the entire PDF to continue downloading in the background while you view the first page of requested information, also select Allow Speculative Downloading In The Background. Allow Speculative Downloading In The Background Allows a PDF to continue downloading from the web, even after the first requested page appears. Downloading in the background stops when any other task, such as paging through the document, is initiated in Acrobat. Last updated 9/30/2011 36 USING ACROBAT 9 PRO EXTENDED Workspace Connection Speed Choose a connection speed from the menu. This setting is also used by the multimedia plug-in. Internet Settings [or Network Settings] Click to open the Internet or network connection dialog box or panel for your computer. For more information, consult your operating system Help, your Internet service provider, or your local network administrator. Read articles In PDFs, articles are optional electronic threads that the PDF author may define within that PDF. Articles lead readers through the PDF content, jumping over pages or areas of the page that are not included in the article, in the same way that you might skim through a traditional newspaper or magazine, following one specific story and ignoring the rest. When you read an article, the page view may zoom in or out so that the current part of the article fills the screen. More Help topics “Articles” on page 322 Open and navigate an article thread 1 Choose Tools > Select & Zoom > Hand Tool, or click the Hand Tool on the Select & Zoom toolbar. 2 Choose View > Navigation Panels > Articles to open the Articles panel. Note: You cannot open the Articles panel if you are viewing the PDF inside a browser. You must open the PDF in Acrobat. 3 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. 4 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. • To go to the beginning of the article, Ctrl-click within the article. 5 At the end of the article, click in the article again. The previous page view is restored, and the pointer changes to the end-article pointer . Exit a thread before the end of the article 1 Make sure that the Hand tool is selected. 2 Shift+Ctrl-click the page. The previous page view is restored. Compare a revised PDF to an earlier version Use the Compare Documents feature to show the differences between two versions of a PDF. You can customize many options for displaying the compare results. 1 Choose Document > Compare Documents. 2 Specify the two documents to compare. If one or both of the documents is in a PDF package, select the package, then under Package Item, select the component PDF. Note: The Document Compare feature isn’t available for PDF Portfolios created in Acrobat 9. 3 As needed, specify the page ranges in the documents to compare in the First Page and Last Page boxes. Last updated 9/30/2011 37 USING ACROBAT 9 PRO EXTENDED Workspace 4 Select the Document Description that best describes the documents you are comparing, and click OK. Once the two documents are analyzed, a results document appears with the Compare panel open. The new document is shown with annotations indicating the changes. The first page shows a summary of the comparison results. 5 From the Compare pane, do any of the following, as needed: • To hide the annotations that display changes, click Hide Results. • To specify the display options for compare results, click Show Options. You can specify the type of changes to display, and the color scheme and opacity of the annotations. To return to the page thumbnails, click Hide Options. • 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 , choose Synchronize Pages. windows, from the options menu • 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]. • Drag the splitter bar at the bottom of the Compare pane up to show thumbnails of the old document. Click a thumbnail from the old document to open it in a new window. Preferences for viewing PDFs The Preferences dialog box defines a default page layout and customizes your application in many other ways. For viewing PDFs, examine the preferences options for Documents, General, Multimedia, and Page Display. The preferences settings control how the application behaves whenever you use it; they are not associated with any particular PDF document. Note: If you install any third-party plug-ins, set these preferences using the Third-Party Preferences menu item. More Help topics “3D preferences” on page 400 “Multimedia preferences” on page 42 “Setting accessibility preferences” on page 279 Documents preferences Open Settings Restore Last View Settings When Reopening Documents Determines whether documents open automatically to the last viewed page within a work session. Open Cross-document Links In Same Window Closes the current document and opens the document being linked to in the same window, minimizing the number of windows open. If the document being linked to is already open in another window, the current document is not closed when you click a link to the open document. If you do not select this option, a new window opens each time you click a link to a different document. Allow Layer State To Be Set By User Information Allows the author of a layered PDF document to specify layer visibility based on user information. 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. Last updated 9/30/2011 38 USING ACROBAT 9 PRO EXTENDED Workspace Remember Files In Organizer History For Specifies how long PDF files remain in the History list. 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. Examine Document Examine Document Examines the PDF for items that may not be apparent, such as metadata, file attachments, comments, and hidden text and layers. The examination results appear in a dialog box, and you can remove any type of item that appears there. • Examine Document When Closing Document (Not selected by default.) • Examine Document When Sending Document By Email (Not selected by default.) Adjust Filename When Applying Redaction Marks Specifies a prefix or suffix to use when saving a file to which redaction marks have been applied. Full Screen preferences Full Screen Setup Current Document Only Specifies whether or not the display is limited to a single PDF. Fill Screen With One Page At A Time Sets the page view to the maximum screen coverage by a single page. Alert When Document Requests Full Screen Displays a message before going into Full Screen mode. Selecting this option overrides a previous selection of Do Not Show This Message Again in that message. Which Monitor To Use Specifies the monitor on which full-screen display appears (for users with multiple-monitor configurations). Full Screen Navigation Escape Key Exits Lets you exit Full Screen mode by pressing the Esc key. If this option is not selected, you can exit by pressing Ctrl+L. Show Navigation Bar Shows a minimal navigation toolbar regardless of the document settings. Left Click To Go Forward One Page; Right Click To Go Back One Page Lets you page through an Adobe PDF document by clicking the mouse. You can also page through a document by pressing Return, Shift-Return (to go backward), or the arrow keys. Loop After Last Page Lets you page through a PDF document continuously, returning to the first page after the last. This option is typically used for setting up kiosk displays. 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. Last updated 9/30/2011 39 USING ACROBAT 9 PRO EXTENDED 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. Default Transition Specifies the transition effect to display when you switch pages in Full Screen mode and no transition effect has been set for the document. Direction Determines the flow of the selected default transition on the screen, such as Down, Left, Horizontal, and so forth. The available options vary according to the transition. If no directional options affect the selected default transition, this option is not available. Navigation Controls Direction Mimics the user’s progress through the presentation, such as transitioning from top to bottom when the user proceeds to the next page and from bottom to top when the user backtracks to the previous page. Available only for transitions with directional options. General preferences Basic Tools Use Single Key Accelerators To Access Tools Enables you to select tools with a single keystroke. This option is unselected by default. Create Links From URLs Specifies whether links that weren’t created with Acrobat are automatically identified in the PDF document and become clickable links. Make Hand Tool Select Text & Images Enables the Hand tool to function as the Select tool when it hovers over text in an Adobe PDF. Make Hand Tool Read Articles Changes the appearance of the Hand tool pointer when over an article thread. Upon the first click, the article zooms to fill the document pane horizontally; subsequent clicks follow the thread of the article. Make Hand Tool Use Mouse-wheel Zooming Changes the action of the mouse wheel from scrolling to zooming. Make Select Tool Select Images Before Text Changes the order in which the Select tool selects. Use Fixed Resolution For Snapshot Tool Images Sets the resolution used to copy an image captured with the Snapshot tool. Warnings Do Not Show Edit Warnings Disables warning boxes that would normally appear when you delete items such as links, pages, page thumbnails, and bookmarks. Reset All Warnings Restores default settings for warnings. Print Show Page Thumbnails In Print Dialog Controls the print preview display in the Print dialog box. Deselecting this option speeds up the preview. Emit Passthrough PostScript When Printing Enables Adobe® PostScript® XObjects in the PDF file to be emitted when that PDF file is printed to a PostScript printer. Last updated 9/30/2011 40 USING ACROBAT 9 PRO EXTENDED Workspace Application Startup Show Splash Screen 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. Check 2D Graphics Accelerator (Windows only) (Appears only if your computer hardware supports 2D graphics acceleration.) When selected, allows hardware acceleration usage when the first document is opened. When deselected, hardware acceleration usage starts after the first document is opened. This option can slow startup time, so it is unselected by default. Note: This option is available only when the option Use 2D Graphics Acceleration in the Page Display preferences is selected. More Help topics “Change updating preferences” on page 56 Page Display preferences Default Layout And Zoom Page Layout Sets the page layout used for scrolling when you first open a document. The default setting is Automatic. The page layout setting in File > Properties > Initial View overrides the page layout setting in Preferences. Zoom Sets the magnification level for PDF documents when they are first opened. This value overrides document settings. The default setting is Automatic. Resolution Use System Setting Uses the system settings for monitor resolution. Custom Resolution Sets the monitor resolution. Rendering Smooth Text Specifies the type of text-smoothing to apply. Smooth Line Art Applies smoothing to remove abrupt angles in lines. Smooth Images Applies smoothing to minimize abrupt changes in images. 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. 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. Note: If this option is not available in the Page Display preferences, you may need to update your GPU card driver to enable this hardware feature. Contact your card vendor or computer manufacturer for an updated driver. Last updated 9/30/2011 41 USING ACROBAT 9 PRO EXTENDED Workspace Page Content And Information Show Large Images Displays large images. If your system is slow to display image-intensive pages, deselect this option. Use Smooth Zooming (Windows only) When deselected, turns off animation effects, which improves performance. Show Art, Trim, & Bleed Boxes Displays any art, trim, or bleed boxes defined for a document. Show Transparency Grid Displays the grid behind transparent objects. Use Logical Page Numbers Enables the Number Pages command for matching the position of the page in the PDF to the number printed on the page. A page number, followed by the page position in parentheses, appears in the Page Navigation toolbar and in the Go To Page and Print dialog boxes. For example, i (1 of 1) if the printed number of the first page is i. If this option is not selected, pages are numbered with arabic numbers starting at 1. Selecting this option helps prevent unexpected behavior when clicking Back or Go Back in your web browser. Always Show Document Page Size Displays the page measurements beside the horizontal scroll bar. Use Overprint Preview Specifies whether Overprint Preview mode is on only for PDF/X files, never on, always on, or set automatically. When set to Automatic, if a document contains overprints, then Overprint Preview mode is activated. The Overprint Preview mode lets you see (on-screen) the effects of ink aliasing in the printed output. For example, a printer or service provider could create an ink alias if a document contains two similar spot colors and only one is required. Reference XObjects View Mode Show Reference XObject Targets Specifies the type of documents in which reference XObjects can be viewed. Location Of Referenced Files (Optional) Specifies a location for the referenced documents. Playing multimedia Play multimedia PDFs can include many types of multimedia files, including (but not limited to) Flash®, QuickTime, mp3, MPEG, and Windows® Media files. You can play these files on a page or activate them from a link, bookmark, form field, or page action. Each multimedia file includes a play area from which the media can be activated. The play area typically appears on the PDF page as an image or a rectangle, but can also be invisible. Any computer that has Adobe Reader® can play these files. • Media files created in Flash (FLV format) • Media files that comply with the H.264 standard for video compression Media files in other formats require the necessary hardware and software to play. 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. ❖ Using the Hand tool or the Select tool, click the play area of the video or sound file. When the pointer is positioned over the play area, it changes to the play mode icon . More Help topics “Security alerts” on page 226 Last updated 9/30/2011 42 USING ACROBAT 9 PRO EXTENDED Workspace Multimedia preferences Two types of PDF files require you to set multimedia preferences: • PDF files created in Acrobat 8 and earlier • PDF files created in Acrobat 9 and later in which the multimedia files were added by using the legacy placement method These files require you to identify an additional media player with which to run the multimedia. Open the Preferences dialog box, and then select Multimedia (Legacy) from the left side of the dialog box. Player Options Choose the format in which you want to run legacy media content: QuickTime, Flash, Windows Media, or Windows built-in player. Accessibility Options Specify if you want special features (if available) to appear when media plays, such as subtitles and dubbed audio. Specify the preferred language for the media, in case multiple languages are available. Multimedia Trust preferences Multimedia files within PDFs sometimes need additional resources to play. For example, some files require resources from the Internet, such as a multimedia player. You can set trust settings to determine whether multimedia content is allowed to use external resources. • To set trust settings for playing content created with Acrobat 9, use Trust Manager preferences. • To set trust settings for playing content created with earlier versions of Acrobat, use Multimedia Trust (Legacy) preferences. Both of these settings are available in the Preferences dialog box. More Help topics “Restrict URLs and attachments in PDFs” on page 229 Multimedia Trust (Legacy) In Multimedia Trust preferences, you can specify whether to play embedded multimedia files in trusted or nontrusted PDF documents. A trusted document is a document that you or an author you trust has approved. By setting your permissions to play multimedia only in trusted documents, you can prevent programs, macros, and viruses from potentially damaging your computer. The list of trusted documents and authors is stored internally and can’t be viewed. If you add a certified document to the list, both the document and the certificate of the author are added to the list of trusted documents. All documents that this author certified are trusted. (Trusted documents also include PDFs from authors in your list of trusted identities.) In the Preferences dialog box, select Multimedia Trust (Legacy) from the Categories. Display Permissions For Choose to set permissions for either trusted documents or other (nontrusted) documents. 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. Last updated 9/30/2011 43 USING ACROBAT 9 PRO EXTENDED Workspace • Never Prevents the player from being used. • Prompt Asks the user whether the player can be used. If you select this option and allow the player to play the media in a particular document, that document becomes trusted. Allow Playback Options Three playback options enable you to control how the video is displayed. • Allow Playback In A Floating Window With No Title Bars Select this option to run the video without a title bar. The result is that no title or close buttons are displayed. • Allow Document To Set Title Text In A Floating Playback Window Select this option to display a title bar when the video plays back in a floating window. To edit the text in the title bar, double-click the video with the Select Object Tool (Tools > Advanced Editing > Select Object Tool). Select Edit Rendition, and then on the Playback Location tab, select Show Title Bar. Add the title bar text in the Title text field. • Allow Playback In Full-Screen Window This option automatically plays the video in full screen mode when it is played back. Full screen display can conflict with end-user security settings. Clear Your List Of Trusted Documents Deletes the current list of trusted documents and authors. Use this option to prevent media from playing in documents that were previously trusted documents or created by trusted authors. This option is available only when a PDF that contains multimedia is open. Adjusting PDF views Adjust page magnification Tools on the Select & Zoom toolbar can change the magnification of PDF documents. Only some of these tools appear on the default view of the toolbar. You can see all the tools by right-clicking the Select & Zoom toolbar and choosing either individual tools, Show All Tools, or More Tools and then selecting individual tools. A B C D E F G H I J All zoom tools A. Marquee Zoom tool B. Dynamic Zoom tool C. Zoom Out button D. Zoom In button E. Zoom Value menu button F. Actual Size button G. Fit Width button H. Fit Page button I. Pan & Zoom Window 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. To decrease the magnification by one preset level, Ctrl-click the Marquee Zoom tool. • The Dynamic Zoom tool zooms in when you drag it up the page and it zooms out when you drag down. If you use a mouse wheel, this tool zooms in when you roll forward and zooms out when you roll backward. • Zoom In and Zoom Out buttons change the document magnification by preset levels. • The Zoom Value option changes the page view according to a percentage you type in or select from a pop-up menu. • Actual Size displays the page at 100% magnification. • Fit Width adjusts the magnification so that the PDF fills the document pane horizontally. • Fit Page adjusts the magnification so that one page fills the document pane vertically. Last updated 9/30/2011 44 USING ACROBAT 9 PRO EXTENDED Workspace • The Pan & Zoom Window tool adjusts the magnification and position of the view area to match the area in an adjustable rectangle in the Pan & Zoom window’s thumbnail view of the page. • 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 > Fit Page. • 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. Part of the page may be out of view. • To resize the page so that its text and images fit the width of the window, choose View > Zoom > Fit Visible. Part of the page may be out of view. To see keyboard shortcuts for resizing the document, open the View menu. Show a page at actual size ❖ Choose View > Zoom > Actual Size. The actual size for a PDF page is typically 100%, but the document may have been set to another magnification level when it was created. Change the magnification with zoom tools ❖ Do one of the following: • Click the Zoom In button or the Zoom Out button in the toolbar. • Enter a magnification percentage in the Select & Zoom toolbar, either by typing or choosing from the pop-up menu. • Drag the Marquee Zoom tool to define the area of the page that you want to fill the document pane. • Drag the Dynamic Zoom tool up to increase the magnification and down to decrease magnification. When the Marquee Zoom tool is selected, you can Ctrl-click or Ctrl-drag to zoom out. Holding down Shift switches temporarily from the Marquee Zoom tool to the Dynamic Zoom tool. Change the magnification with the Pan & Zoom Window tool 1 Choose Tools > Select & Zoom > Pan & Zoom Window, or select the Pan & Zoom Window tool on the Select & Zoom toolbar. 2 Do any of the following: • Drag the handles of the box in the Pan & Zoom window to change the document magnification. • Drag the center of the box to pan across the area you want to see. • Click the navigation buttons to move to a different page. • Enter a value in the zoom text box, or click the plus or minus magnification by preset levels. Last updated 9/30/2011 buttons to increase or decrease the 45 USING ACROBAT 9 PRO EXTENDED Workspace Change the magnification with the Loupe tool 1 Choose Tools > Select & Zoom> Loupe, or select the Loupe tool on the Select & Zoom toolbar, if it is displayed. 2 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. 3 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. Use the Loupe tool to view a magnified area of the document. Note: You can change the color of the Loupe tool rectangle, click the Line Color pop-up menu in the lower-right corner of the Loupe Tool window, and select a new color. Change the magnification by using a page thumbnail 1 Click the Pages button on the left side of the window to view the page thumbnails. 2 Locate the thumbnail for the current 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. A page-view box in a page thumbnail indicates the area of the page currently showing in the document pane. Last updated 9/30/2011 46 USING ACROBAT 9 PRO EXTENDED Workspace Change the default magnification 1 In the Preferences dialog box under Categories, select Page Display. 2 Open the Zoom pop-up menu and choose a default magnification level. Display off-screen areas of a magnified page When you zoom in to a high magnification, you may be able to see only part of a page. You can shift the view to show other areas of the page without changing the magnification level. ❖ 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 Select & Zoom toolbar, or choose Tools > Select & Zoom > Hand Tool, and drag to move the page, as if moving a piece of paper on a table. More Help topics “About PDF layers” on page 351 Set the page layout and orientation Changing the page layout is especially useful when you want to zoom out to get an overview of the document layout. You can use the following page layouts when viewing PDF documents: Single Page Displays one page at a time, with no portion on other pages visible. Single Page Continuous Displays pages in a continuous vertical column that is one page wide. Two-Up Displays each two-page spread with no portion of other pages visible. Two-Up Continuous Displays facing pages side by side in a continuous vertical column. If a document has more than two pages, you can ensure that the first page appears alone on the right side of the document pane. Select either Two-Up or Two-Up Continuous. Also select View > Page Display > Show Cover Page During Two-Up. Single Page, Single Page Continuous, Two-Up, Two-Up Continuous page layouts Set the page layout of an open PDF • To see only one page at a time, choose View > Page Display > Single Page. • To see two pages at a time, side by side, choose View > Page Display > Two-Up. • To scroll down continuously through one page after another, choose View > Page Display > Single Page Continuous. • To scroll down continuously through two pages at a time, choose View > Page Display > Two-Up Continuous. • To display the first page of a multipage document alone on the right side, first specify either the Two-Up or TwoUp Continuous option. Then choose View > Page Display > Show Cover Page During Two-Up. Last updated 9/30/2011 47 USING ACROBAT 9 PRO EXTENDED Workspace You can also display buttons for each of these options in the Display Pages toolbar by choosing View > Toolbars > More Tools, and selecting them in the More Tools dialog box. Note: In Single Page layout, choosing Edit > Select All selects all text on the current page. In other layouts, Select All selects all text in the PDF. Rotate the page view You can change the view of a page in 90° increments. This changes the view of the page, not its actual orientation. You can’t save this change. ❖ Choose View > Rotate View > Clockwise or Counterclockwise, or click the Rotate Clockwise button Rotate Counterclockwise button or the in the toolbar. Note: To save the rotation with the document, choose Document > Rotate Pages. Change the default page layout (initial view) You specify the default initial view settings in the Preferences dialog box. (See “Set preferences” on page 24.) 1 In the Preferences dialog box under Categories, select Page Display. 2 Open the Page Layout menu and choose Automatic, Single Page, Single Page Continuous, Two-Up, or Two-Up Continuous. 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. More Help topics “Opening PDFs” on page 23 “View document properties” on page 347 Use split-window view You can view a PDF with the document pane divided into two panes (Split command) or four panes (Spreadsheet Split command). With Split view, you can scroll, change the magnification level, or turn to a different page in the active pane without affecting the other pane. The Spreadsheet Split view is useful if you want to keep column headings and row labels visible while scrolling through a large spreadsheet or table. In this mode, changing the magnification in one pane changes the magnification in all panes. Also, scrolling is coordinated between the panes: scrolling a pane horizontally also scrolls the pane above or below it; scrolling vertically also scrolls the pane to the left or right of that pane. 1 Start creating the type of split view you want: • To split the view into two panes, choose Window > Split, or drag the gray box above the vertical scroll bar. • To split the view into four panes with synchronized scrolling and zoom levels, choose Window > Spreadsheet Split. 2 Drag the splitter bars up, down, left, or right to resize the panes, as needed. 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. Last updated 9/30/2011 48 USING ACROBAT 9 PRO EXTENDED Workspace • 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. Scroll horizontally to change the views in the active pane and the pane above or below it. 5 To restore single-pane view, choose Window > Remove Split. View a document in multiple windows You can create multiple windows for the same document using the New Window command. New windows have the same size, magnification, and layout as the original window and open at the same page and on top of the original window. When you open a new window, Acrobat adds the suffix 1 to the original filename and assigns the suffix 2 to the new window. You can open multiple windows with the suffix incrementing with each new window. Closing a window causes the remaining open windows to be renumbered sequentially; that is, if you have five windows open and you close the third window that you opened, the windows are renumbered with the suffixes 1 to 4. Note: This feature is not available when PDFs are viewed in a browser. Open a new window ❖ Select Window > New Window. 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. Display PDFs in Line Weights view The Line Weights view displays lines with the weights defined in the PDF. When Line Weights view is off, it applies a constant stroke width (1 pixel) to lines, regardless of zoom. When you print the document, the stroke will print at the true width. ❖ Choose View > Line Weights. To turn off Line Weights view, choose View > Line Weights again. Note: You cannot turn off Line Weights view when viewing PDFs within a web browser. Grids, guides, and measurements View grids Use grids to accurately line up text and objects in a document. When turned on, the grid is visible over the document. The Snap To Grid option aligns an object with the nearest grid line when you move the object. View or hide the grid ❖ Choose View > Grid. A check mark appears next to the command name when the grid is displayed. Last updated 9/30/2011 49 USING ACROBAT 9 PRO EXTENDED Workspace Turn the Snap To Grid option on or off ❖ Choose View > Snap To Grid. A check mark appears next to the command name when the option is turned on. Change the grid appearance 1 In the Preferences dialog box under Categories, select Units & Guides. 2 To change grid settings, do any of the following: • To change the spacing between grid lines, enter a value for Width Between Lines and Height Between Lines. • To change the origin of the grid, enter a value for Grid Offset From Left Edge and Grid Offset From Top Edge. • To change the number of subdivisions within each grid square, enter a value for Subdivisions. Subdivision lines are lighter than grid lines. • To change the color of the grid lines, click the Grid Line Color square and choose a new color from the Color panel. Create ruler guides Horizontal and vertical rulers let you check the size of objects in your documents. You can also create guides in your document, which are especially useful for lining up objects, such as form fields. You can change the unit of measurement and color used in the ruler. Create new ruler guides 1 Choose View > Rulers. 2 Do one of the following: • Drag down from the horizontal ruler to create a horizontal guide, or drag to the right of the vertical ruler to create a vertical guide. • Double-click a location on the horizontal ruler to create a vertical guide, or double-click a location on the vertical ruler to create a horizontal guide. Show or hide guides ❖ Choose View > Guides. Move or delete ruler guides ❖ Click the guide to select it, and then drag it to a new location, or press Delete. To delete all guides, right-click in the ruler area and choose Clear All Guides or Clear Guides On Page. 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. You can also use these tools to measure certain areas of a document before sending it to a professional printer. The measuring tools are available to Reader users only if the PDF creator enables measuring functionality. Last updated 9/30/2011 50 USING ACROBAT 9 PRO EXTENDED Workspace When you use a measuring tool, the Measurement Info panel shows information about the measurement, such as current measurement, delta values, and scale ratio. A B C Measuring tools A. Measuring toolbar B. Object being measured C. Measurement Info panel 1 Choose Tools > Analysis > Measuring Tool. 2 To measure areas of your PDF document, select any of the following measurement types: • Select the Distance tool to measure the distance between two points. Click the first point, move the pointer to the second point, and click again. • Select the Perimeter tool to measure a set of distances between multiple points. Click each point you want to measure. Then, double-click the last point. • Select the Area tool to measure the area within the line segments that you draw. Click each point you want to measure. After you have clicked at least two points, click the first point to complete the area measurement. 3 While measuring objects, do any of the following: • To snap the measurement to the end of a line, select Snap To Paths . • To snap the measurement to the endpoint of a line, select Snap To Endpoints . • To snap the measurement to the midpoint of a line, select Snap To Midpoints . • To snap the measurement to the intersection of multiple lines, select Snap To Intersections . • To constrain the measurement lines to increments of 45º, hold down the Shift key. • To discontinue a measurement, right-click and choose Cancel Measurement. • To delete a measurement markup, click it with the Measurement Tool and press Delete. More Help topics “Change the look of your comments” on page 165 Measuring tool options Use the right-click menu to set measuring tool options. Change Scale Ratio Change the scaling ratio (such as 3:2) and unit of measurement on the drawing areas. Change Markup Label Add or change text that appears with the measurement. Last updated 9/30/2011 51 USING ACROBAT 9 PRO EXTENDED Workspace Disable/Enable Measurement Markup When enabled, the measurement lines you draw are added to the PDF. When disabled, the measurement lines disappear when you measure another object or select another tool. Turn Ortho On/Off When enabled, measurement lines are orthographic only. Show/Hide Rulers Show or hide vertical and horizontal rulers on the page. (Has the same effect as choosing View > Rulers.) Snap To Page Content/Don’t Snap To Page Content Turn all Snap Enables on or off. Export Measurement Markup To Excel Save the information for all the measurements in your PDF to a CSV file. Preferences Open the Measurement (2D) preferences. Measuring preferences Change the 2D Measuring preferences to determine how 2D data is measured. Note: In Reader, Measuring preferences apply to PDFs that have commenting enabled. Use Scales And Units From Document (When Present) When enabled, measurements based on the units generated from the original document, if present, are used. Deselect this option to specify the units of measurements manually. Use Orthographic Lines When enabled, measurement lines are orthographic only. Measuring Line Color Specifies the color or the line that appears while drawing. Enable Measurement Markup When enabled, the measurement lines you draw are added to the PDF. When disabled, the measurement lines disappear when you measure another object or select another tool. You can use the default measurement labels or specify your own label. Use Default Leader Length (Distance Tool only) When deselected, each time you draw a distance measurement, you move the mouse to determine the leader length. Default Line Ending (Distance Tool only) Specifies the appearance of the line endings in distance measurements. Caption Style (Distance Tool only) Specifies whether the distance measurement caption is Inside or on Top of the measurement line. Default Leader Length (Distance Tool only) Specifies the length of the line leader that appears on one side of the measurement points. Default Leader Extension Above Line (Distance Tool only) Specifies the length of the leader extension that appears above the measurement line. Default Leader Offset From Line Points (Distance Tool only) Specifies the amount of blank space that appears between the measurement points and the leader. 2D Snap Settings Specify snap behavior. Sensitivity indicates how close the pointer must be to the item being snapped to. Snap Hint Color specifies the color of the snap line that appears when you hold the pointer over the object. View cursor coordinates The Cursor Coordinates show the coordinate position of the pointer within the document pane. The position numbering begins in the upper-left corner of the document. Cursor Coordinates also shows the width and height of a selected object as you resize it. View x and y coordinates 1 Choose View > Cursor Coordinates. 2 Move the mouse pointer to view x and y coordinates. Last updated 9/30/2011 52 USING ACROBAT 9 PRO EXTENDED Workspace Change the Cursor Coordinates measurement units 1 In the Preferences dialog box under Categories, select Units & Guides. 2 Choose a different unit of measurement from the Page & Ruler Units menu. Organizer Organizer window overview Organizer helps you find PDFs that you’ve previously opened and PDFs that you’ve organized into collections and favorites. With Organizer, you can see thumbnail images of PDF pages to quickly identify files. Use Organizer to organize related PDFs without changing their location in your file structure. You can also use Organizer to quickly browse, find, and sort PDFs that you recently viewed. The Organizer and Organizer-related commands are available in the File menu. After you select one or more files within the Organizer, you can start one of several different tasks using the buttons above the file list. A B C Organizer window in Windows A. Categories pane B. Files pane C. Pages pane Categories pane The categories pane of the Organizer window is divided vertically into sections that contain categories. These items can help you locate and organize PDFs that reside on your computer, on a network, and on the web. History Contains subcategories that list all the PDFs that you’ve opened during a specified period of time. You can’t change the subcategory names or manually add PDFs to the History, which is updated each time you open a PDF and as time passes. You can, however, clear the entire history by using the Clear History button in the files pane. You can also specify the maximum length of the file history or turn it off. Open the Preferences dialog box and under Documents, select a value for Remember Files In Organizer History For. Last updated 9/30/2011 53 USING ACROBAT 9 PRO EXTENDED Workspace My Computer Lists the hard drives and folders in their current hierarchy. This category is especially useful if you know where a particular PDF resides. Favorite Places Lists any folders, network locations, and web directories that you’ve specified as favorite destinations. This category functions like bookmarks or favorite destinations used for quick access in a web browser. In this case, however, the destinations are folders or hard drives that contain PDFs. You can add or remove destinations from the Favorite Places list, but you can’t edit the destination names. Collections Contains collection folders that list all PDFs that you’ve associated with each particular collection folder. Each collection folder can point to multiple PDFs no matter where each PDF is located. For example, a single collection folder can list PDFs that are located in different folders on your computer, on a network, and on the web. You can change each collection folder name, add new collection folders, and add PDFs to each collection folder. Note: Collections and PDF Portfolios both involve multiple PDFs, but in different ways. A PDF Portfolio is itself a PDF file that can be composed of multiple files and that exists in a folder on your computer. For example, you can attach a PDF Portfolio to an email message. Collections are more like reminders that help you find related files that are stored in different locations on your computer. Files pane The files pane in the Organizer window lists the PDFs that are within the subcategory or folder selected in the categories pane; each PDF listing shows the filename, modification date, page number, file size, location, and a thumbnail image of the first page. You can sort the list by filename, metadata information, number of pages, file size, modification date, and date last opened. Use the buttons at the top of the Organizer window to open, print, email, or combine one or more selected PDFs; in addition, you can send a selected PDF for review or approval. Pages pane The pages pane of the Organizer window displays thumbnails for every page of all PDF files that are selected in the files pane. The Zoom slider and buttons at the bottom of the pages pane let you adjust the size of the page thumbnails. Selecting a PDF (left) reveals a thumbnail for each page in the pages pane (right). Adjust the Organizer window You can make changes to your view of the Organizer. Last updated 9/30/2011 54 USING ACROBAT 9 PRO EXTENDED Workspace More Help topics “Other options for combining files” on page 122 “Starting a review” on page 154 Display the Organizer window ❖ Choose File > Organizer > Open Organizer. It isn’t necessary to open the Organizer window if you want to open a PDF in a collection, create a new collection, add an open PDF to a collection, or open a PDF from your history of opened PDFs. Choose File > Organizer or File > History to access commands that let you do all of these things. Resize the Organizer and its panes • To resize a pane relative to the other panes, drag the vertical bar that separates two panes. • To resize the Organizer window, drag the left, right, or bottom edge of the window. Sort the files pane list 1 If necessary, select a subcategory or folder in the categories pane to display PDFs in the files pane. 2 In the files pane, do any of the following: • To sort the list of PDF files according to a particular property, choose a property from the Sort By menu. • To change the sorting direction, click the Ascending Sort Order button or the Descending Sort Order button to the right of the Sort By menu. • To view the location of the selected PDFs, right-click, and choose Show In Windows Explorer. Organize PDF collections You can manage PDF collections in the Organizer window. Add a PDF to a collection ❖ Do any of the following: • Right-click the collection, choose Add Files, select one or more PDFs, and click Add. • Right-click the PDF in the files pane, and choose Add To A Collection > [collection name]. • Drag a PDF from the Desktop or a folder to the collection in the categories pane. • After selecting a subcategory in the History, My Computer, or Favorite Places category, drag a PDF from the files pane to the desired collection. • In Acrobat, open the PDF and choose File > Organizer > Add To A Collection. Then either select the collection to which you want to add the PDF or click New Collection, type a name, and click Create. You can open any PDF from a collection by using the Open button in the Organizer window or by choosing the PDF filename from a submenu directly in Acrobat. To open a PDF from a collection in Acrobat, choose Collections > in the File [collection name] > [PDF filename] from either the File > Organizer submenu or the Organizer menu toolbar. Edit the collection folders • To rename a collection, right-click the collection name, choose Rename Collection, and then type the new name. Last updated 9/30/2011 55 USING ACROBAT 9 PRO EXTENDED Workspace • To delete a collection, right-click the collection name, choose Delete Collection, and then click Yes in the confirmation dialog box. The PDF files within the collection aren’t deleted from their original locations. • To create a new collection, click the Create A New Collection button in the Organizer window. Or, in Acrobat, choose File > Organizer > Create A New Collection. Type a name for the collection. Move a PDF to a different collection ❖ To move a PDF from one collection to another, select the collection that contains the PDF, right-click the PDF file in the files pane, and choose Move To Collection > [collection name]. Remove a PDF from a collection ❖ To remove a PDF from a collection, select the collection, click the PDF in the files pane, and press Delete. Organize PDFs with the Favorite Places category 1 To add an existing folder or hard drive to the category, click the Add A Favorite Place button , select a folder or hard drive, and click OK. 2 To remove a folder or hard drive from the list of Favorite Places, right-click the item, and choose Remove [folder name] From Favorite Places. Expand views in the Categories pane Items in the Categories pane can be expanded and collapsed so that you can see more of the structure. When you select a date category, folder, or collection, all PDFs in that item are listed in the pages pane. Expand an Organizer category 1 Click the icon to the left of the category or folder. 2 Select a subcategory or folder under a main category. Expand the file structure ❖ Select a folder in the My Computer category. All PDFs in that folder are listed in the files pane. Start a task from the Organizer files pane 1 Select a subcategory or folder under a main category in the categories pane to display PDFs in the files pane. 2 Select one or more files. 3 To perform an action on the selected PDF files, click one of the task buttons at the top of the Organizer window: • To open, print, or email the PDF files, use the buttons above the files pane. • To start combining PDF files into a single PDF file, click the Combine Files button and follow the instructions in the wizard. • To start a review, select the PDF and choose Send For Review > Send For Shared Review or Send For Review > Attach For Email Review. More Help topics “Other options for combining files” on page 122 “Starting a review” on page 154 Last updated 9/30/2011 56 USING ACROBAT 9 PRO EXTENDED Workspace Erase the history of opened PDFs 1 Select a History subcategory in the categories pane. 2 Click Clear History in the files pane. Maintaining the software Updating the software Acrobat application files and components can be updated in a variety of ways. Some updates are available when you open a PDF that triggers the updating process automatically. For example, if you open a form that uses Asian-language fonts, you are asked whether you want to download the fonts. Other updates are available only from the Help menu, and must be installed manually. Some updates are available both automatically and manually. Depending on your preferences settings, updates are downloaded in the background. Manually update the software ❖ Choose Help > Check For Updates, and follow any on-screen instructions. Change updating preferences 1 In the Preferences dialog box under Categories, select Updater. 2 In the Check For Updates section, select an option for installing updates. Manage security settings If your organization uses server-based security policies, you can set up Acrobat to regularly check for updates to these policies. Server-based security is set up by an administrator who provides the URL from which to get security updates. 1 In the Preferences dialog box under Categories, select Security. 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. Digital Editions is a separate web-based rich internet application (RIA) that replaces the eBooks features in previous versions of Acrobat. When you install Digital Editions, your existing bookshelf items are automatically imported and available within the new Digital Editions bookshelf experience. You can also manually import individual PDFs into your Digital Editions bookshelf. Note: When you open an eBook for the first time, the Digital Editions software is automatically installed on your computer. For more information about Adobe Digital Editions and to download the software, see www.adobe.com/go/learn_acr_digital_en. Last updated 9/30/2011 57 USING ACROBAT 9 PRO EXTENDED Workspace Non-English languages 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. In Acrobat in Windows, you must install the Asian language support files by using the custom installation and selecting the Asian Language Support options under Create Adobe PDF and View Adobe PDF. PDFMaker and the Adobe PDF printer automatically embed most Asian fonts in your file when creating PDF files. You can control whether Asian fonts are embedded. In Windows, you may be able to view and print files that contain Asian languages without having the necessary Asian language support installed on your system. If you try to open a PDF file for which language support is required, you are automatically prompted to install the required fonts. Cyrillic, Central European, and Eastern European language PDFs You can work with Adobe PDF files that contain Cyrillic text (including Bulgarian and Russian), Central European text, and Eastern European text (including Czech, Hungarian, and Polish) if the fonts are embedded in the PDF files. If the fonts are embedded, you can view and print the files on any system. Fonts do not need to be embedded to use the Search feature. Note: If you open a PDF file in which form fields or text boxes contain these languages but the fonts are not embedded and are not installed on your system, choosing Help > Check For Updates Now automatically prompts you to download and install the necessary fonts. 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. When this option is selected, you can specify the writing direction (left-to-right or right-to-left) and type of digits (Western or Arabic-Indic) used for creating and filling out certain form fields, adding digital signatures, and creating text box markups. Enable Right-To-Left Language Options is enabled by default under Arabic and Hebrew regional settings. 1 In the Preferences dialog box under Categories, select International. 2 Select Enable Right-To-Left Language Options. Last updated 9/30/2011 58 USING ACROBAT 9 PRO EXTENDED Workspace Acrobat in Mac OS Generally, Acrobat works the same for Windows and Mac OS. Some exceptions are noted throughout Help. In addition, be aware of the following differences: 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. 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. However, you can still create PDFs from many business applications using the File > Print command. In the Print dialog box, choose Adobe PDF from the Printer menu. More Help topics “Keyboard shortcuts” on page 518 Last updated 9/30/2011 59 Chapter 3: Creating PDFs Adobe® PDF is the solution of choice for capturing robust information from any application on any computer system. You can create PDFs from blank pages, document files, websites, scanned paper documents, and clipboard content. Overview of creating PDFs What’s the best way to create a PDF? You create a PDF by converting other documents and resources to Portable Document Format. You can usually choose from several PDF creation methods, depending on the type of file you start with and your requirements for the PDF. You can create PDFs from documents printed on paper, Microsoft Word documents, InDesign® files, and digital images, to name just a few examples. Different types of sources have different tools available for PDF conversion. In many applications, you can create PDFs by selecting the Adobe PDF printer in the Print dialog box. If a file is open in its authoring application (such as a spreadsheet that is open in Microsoft Excel), you can usually convert the file to PDF without opening Adobe® Acrobat® 9 Pro Extended. Similarly, if Acrobat is already open, you don’t have to open the authoring application to convert a file to PDF. Every PDF strikes a balance between efficiency (small file size) and quality (such as resolution and color). When that balance is critical to your task, you’ll want to use a method that includes access to various conversion options. For example, you can drag and drop files on the Acrobat icon to create PDFs. In this case, Acrobat applies the most recently used conversion settings without providing access to those settings. If you want more control over the process, you’ll want to use another method. For more information about creating PDFs, see these resources: • Acrobat user community forums: acrobatusers.com/forums/aucbb/. • Creating cohesive PDFs: www.adobe.com/cfusion/designcenter/search.cfm?product=Acrobat&go=Go. • Creating PDFs on a Mac or Windows: www.performancegraphics.com/Pages/howtof.html. • Adobe PDF in Creative Workflows: www.adobe.com/designcenter/creativesuite/articles/cs3ip_pdfworkflows.pdf. More Help topics “Create a PDF from a blank page” on page 63 PDF creation methods by file type Refer to the following lists to determine the methods available for the different types of files. Most files These methods can be used for documents and images in almost all file formats. Create PDF menu Within Acrobat, by choosing From File. Adobe PDF printer Within most applications, in the Print dialog box. Drag and drop On the desktop or from a folder. Last updated 9/30/2011 60 USING ACROBAT 9 PRO EXTENDED Creating PDFs Context menu On the desktop or in a folder, by right-clicking. Paper documents Requires a scanner and a hard copy of the document. Create PDF menu Within Acrobat, by choosing From Scanner. Or, for previously scanned paper documents, by choosing From File. Document menu Within Acrobat, by choosing Scan To PDF. 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 applications, in the Acrobat ribbon. Adobe PDF printer Within the authoring application, in the Print dialog box. Drag and drop (Windows only) On the desktop or from a folder. Context menu (Windows only) On the desktop or in a folder, by right-clicking. Email messages PDFMaker (Windows only) Within Microsoft Outlook or Lotus Notes, by clicking Acrobat PDFMaker toolbar buttons. Or by choosing commands in the Adobe PDF menu (Outlook) or the Actions menu (Lotus Notes). Adobe PDF printer Within the email application, in the Print dialog box. Creates a PDF (not a PDF Portfolio). Context menu (Outlook 2007 only) On an email folder or selection of messages, by right-clicking. Web pages Create PDF menu Within Acrobat, by choosing From Web Page. PDFMaker (Windows only) Within Internet Explorer or when editing in a web-authoring application that supports PDFMaker, such as Word. Also, in the Acrobat PDFMaker toolbar and on the Adobe PDF menu. Adobe PDF printer Within Internet Explorer or when editing in a web-authoring application, such as Word; in the Print dialog box. Drag and drop On the desktop or from a folder, dragging the HTML file. Context menu (HTML files) On the desktop or in a folder, by right-clicking the HTML file. Content copied on the clipboard Create PDF menu Within Acrobat, by choosing From Clipboard (Windows, all content) or From Clipboard Image (Mac OS, screen shots only). AutoCAD files (Windows only) Create PDF menu Within Acrobat, by choosing From File. PDFMaker Within AutoCAD, in the Acrobat PDFMaker toolbar or in the Adobe PDF menu. Adobe PDF printer Within AutoCAD, in the Print dialog box. Drag and drop On the desktop or from a folder. Context menu On the desktop or in a folder, by right-clicking. Last updated 9/30/2011 61 USING ACROBAT 9 PRO EXTENDED Creating PDFs PostScript and EPS files Drag and drop On the desktop or from a folder, by dragging to the Acrobat Distiller icon or into the Acrobat Distiller® window. Double-clicking (PostScript® files only) On the desktop or in a folder. Open command Within Acrobat Distiller, in the File menu. Create PDF menu Within Acrobat, by choosing From File. Adobe PDF printer Within the authoring application, in the Print dialog box. Context menu On the desktop or in a folder, by right-clicking. 3D files Create PDF menu Within Acrobat Pro Extended, by choosing From File or From 3D Capture. Adobe PDF printer Within the authoring application, in the Print dialog box. Drag and drop On the desktop or from a folder. Context menu On the desktop or in a folder, by right-clicking. Adobe Presenter slide shows 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. Which settings you select depends on your goals for the PDF that you are creating. For example, a PDF intended for high-quality commercial printing requires different settings than a PDF intended only for on-screen viewing and quick downloading over the Internet. Once selected, these settings apply across PDFMaker, Acrobat, and Acrobat Distiller. However, some settings are limited to specific contexts or file types. For example, PDFMaker options can vary among the different types of Microsoft Office applications. For convenience, you can select one of the conversion presets available in Acrobat. You can also create, define, save, and reuse custom presets that are uniquely suited to your purposes. For scanned documents, you can choose from several scanning presets that are optimized for scanning documents and images in color or black and white. You can modify these presets, or use your own custom scanning settings. More Help topics “Adobe PDF conversion settings” on page 99 Creating simple PDFs with Acrobat Convert a file to PDF using Acrobat 1 In Acrobat, do one of the following: • Choose File > Create PDF > From File. Last updated 9/30/2011 62 USING ACROBAT 9 PRO EXTENDED Creating PDFs • In the toolbar, click the Create button and choose PDF From File. 2 In the Open dialog box, select the file. You can browse all file types or select a specific type from the Files Of Type menu. 3 Optionally, click Settings to change the conversion options. 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. 4 Click Open to convert the file to a PDF. Depending on the type of file being converted, the authoring application opens automatically or a progress dialog box appears. If the file is in an unsupported format, a message appears, telling you that the file cannot be converted to PDF. 5 When the new PDF opens, choose File > Save or File > Save As; then select a name and location for the PDF. When naming a PDF that’s intended for electronic distribution, limit the filename to eight characters (with no spaces) and include the .pdf extension. This action ensures that email programs or network servers don’t truncate the filename and that the PDF opens as expected. More Help topics “View PDFMaker conversion settings” on page 76 “PDF Portfolios and combined PDFs” on page 115 Drag and drop to create PDFs This method is best reserved for small, simple files, such as small image files and plain text files, when the balance between file size and output quality is not important. You can use this technique with many other types of files, but you won’t have the opportunity to adjust any conversion settings during the process. 1 Select the icons of one or more files. 2 Drag the file icons onto the Acrobat application icon. Or (Windows only) drag the files into the open Acrobat window. 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 Distiller window or the Distiller application icon. 3 Save the PDF. (Windows only) You can also right-click a file in Windows Explorer and choose Create PDF. Convert clipboard content to PDF (Windows) You can create PDFs from text and images that you copy from any application. 1 Capture content in the Clipboard, either by using the Copy command in any application, or by pressing the PrintScreen key. 2 In Acrobat, choose File > Create PDF > From Clipboard. Note: The From Clipboard command appears only when content is copied to the Clipboard. If the Clipboard is empty, the command does not appear. Last updated 9/30/2011 63 USING ACROBAT 9 PRO EXTENDED Creating PDFs Convert screen captures to PDF (Mac OS) In Mac OS, you can create PDFs from screen captures. ❖ Do one of the following: • In Acrobat choose File > Create PDF > [From Screen Capture, From Window Capture, or From Selection Capture]. • Use the Grab utility (Applications > Utilities > Grab) to capture a screen image, and choose Edit > Copy to copy the image to the clipboard. Then start Acrobat and choose File > Create PDF > From Clipboard Image. Note: The From Clipboard Image command appears only when an image is copied to the clipboard. If the clipboard is empty or if you have copied text to the clipboard, the command does not appear. Create a PDF from a blank page With the PDF Editor feature, you can create a PDF from a blank page rather than beginning with a file, a clipboard image, or scanning. This process can be useful for creating relatively small PDFs of up to about 20 pages. 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. Note: The PDF Editor can make changes in text only with PDFs created from blank pages. To add a blank page to a PDF created by another method, create a blank document in another application and convert that file to PDF. Then import the blank file into the existing PDF. Create and add text to a new, blank PDF 1 Choose File > Create PDF > From Blank Page. 2 Begin typing text to add to the page. 3 Add any formatting to the text by selecting it and selecting options in the New Document toolbar. 4 As needed, select other tools and options. 5 Choose File > Save, and select a name and location for the PDF file. Note: When the page is filled with text, the PDF Editor automatically adds a new blank page to the document. Edit text in a PDF created from a blank page 1 Choose File > Open, and locate and select a PDF created with PDF Editor (that is, one created from a blank page). 2 Choose Document > Resume Editing. 3 Add text and formatting as needed. Prevent changes in PDF Editor You can freeze the text you have added to PDFs created from a blank page. This prevents anyone from adding or changing the text. There is no Undo for this process. 1 Choose Document > Prevent Further Edits. 2 In the message that appears, click Prevent Further Edits to confirm your choice. Or, click Keep Text Editable if you want to continue adding or editing text with the PDF Editor. 3 In the Save As dialog box, select a new name and location for the file, or leave the original name and location selected to replace the original file with the uneditable version. Last updated 9/30/2011 64 USING ACROBAT 9 PRO EXTENDED Creating PDFs Preferences for the PDF Editor The PDF Editor preferences are available in the Preferences dialog box under New Document. Font Specifies the font family to use by default for typing on a new, blank page. Size Specifies the size of the default font. Default Margins Specifies the measurements of the insets from the edges of the page: Left, Right, Top, and Bottom. Size (under Default Page) Specifies the standard paper size, such as Letter, Tabloid, A4, and so on. Orientation Specifies whether the longer side of the page runs horizontally (Landscape) or vertically (Portrait). Create multiple PDFs from multiple files You can create multiple PDFs from multiple native files, including files of different supported formats, in one operation. This method is useful when you must convert a large number of files to PDF. Note: When you use this method, Acrobat applies the most recently used conversion settings without offering you access to those settings. If you want to adjust the conversion settings, do so before using this method. 1 Choose File > Create PDF > Batch Create Multiple Files. 2 Choose Add Files > Add Files or Add Folders, and then select the files or folder. 3 Click OK. 4 In the Output Options dialog box, specify your target folder and filename preferences, and then click OK. Enable Fast Web View in a PDF Fast Web View restructures a PDF document for page-at-a-time downloading (byte-serving) from web servers. With Fast Web View, the web server sends only the requested page, rather than the entire PDF. This option is especially important with large documents that can take a long time to download from a server. 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. Look in the lower right area of the Description panel of the dialog box for the Fast Web View setting (Yes or No). • (Windows only) Right-click the PDF file icon and choose Properties. Click the PDF tab and look near the bottom of the panel for the Fast Web View setting (Yes or No). Verify the Fast Web View Preferences setting Follow this procedure to make sure that you have Acrobat set up to enable Fast Web View during the PDF creation process. 1 In the Preferences dialog box under Categories, select Documents. 2 On the right side of the dialog box, under Save Settings, make sure that Save As Optimizes For Fast Web View is selected, and click OK. Last updated 9/30/2011 65 USING ACROBAT 9 PRO EXTENDED Creating PDFs Enable Fast Web View for an existing PDF Use this procedure after you have verified your Fast Web View Preferences setting and checked the PDF properties to be sure that the file is not already enabled for Fast Web View. 1 Open the PDF. 2 Choose File > Save As. Select the same filename and location. 3 When a message appears asking if you want to overwrite the existing file, click OK. You can also quickly enable Fast Web View in entire folders of Adobe PDF files by using a batch sequence. See “Run a predefined batch sequence” on page 356. Scan documents to PDF Scan a paper document to PDF You can create a PDF file directly from a paper document, using your scanner and Acrobat. In Windows XP and Windows Vista, Acrobat supports TWAIN scanner drivers and Windows Image Acquisition (WIA) drivers. You can also scan paper forms in a way that converts them into interactive PDF forms. . In Windows, when you create a PDF from a scanner, you can choose a scanning preset that best matches the type of document you are scanning. (The available presets are Black & White Document, Grayscale Document, Color Document, and Color Image). You can also scan using custom settings, and you can adjust the settings in the scanning presets. Note: Preset scanning is available only for scanner drivers that support Hide Scanner’s Native Interface mode. The scanning presets are not available in Mac OS. In Windows, if a WIA driver is installed for your scanner, you can use the Scan button on your scanner to create a PDF. Press the Scan button, and then in Windows, choose Adobe Acrobat from the list of registered applications. Then, in the Acrobat Scan dialog box, select a scanner and a document preset or Custom Scan. After you scan a document to PDF, you can apply security settings using one of the security or batch processing methods in Acrobat, or using JavaScript. For more information on using JavaScript, see the documents at www.learn.adobe.com/wiki/display/security/Document+Library. For more information on scanning, see these resources: • Troubelshooting scanning and OCR: www.acrobatusers.com/tutorials/troubleshoot-scanning-and-ocr • Scanning and OCR: /www.acrobatusers.com/monthly_topic/2009/01 • How to extract active text from an image: www.peachpit.com/articles/article.aspx?p=1272051 More Help topics “Choosing a security method” on page 232 “About batch sequences” on page 355 “Creating and distributing forms” on page 188 Scan a paper document to PDF using a preset (Windows) 1 Choose File > Create PDF > From Scanner > [document preset]. Last updated 9/30/2011 66 USING ACROBAT 9 PRO EXTENDED Creating PDFs 2 If prompted to scan more pages, select Scan More Pages or Scan Is Complete, and click OK. Scan a paper document to PDF without presets 1 In Acrobat, do one of the following: • (Windows) Choose File > Create PDF > From Scanner > Custom Scan. • (Mac OS) Choose File > Create PDF > From Scanner. 2 Select scanning options in the Scan dialog box, as needed, and then click Scan. Note: If you specify that you want to use the native scanner user interface instead of the Acrobat user interface, other windows or dialog boxes appear. Consult the scanner documentation information on available options. In Mac OS, the scanner user interface is always shown. 3 If prompted to scan more pages, select Scan More Pages or Scan Is Complete, and click OK. Optimize a scanned PDF 1 Open a PDF created from a scanned document. 2 Choose Document > Optimize Scanned PDF. 3 Select options in the dialog box, and click OK. The options available in the Optimized Scanned PDF dialog box also appear in the Optimization Options dialog box, which are described in detail under that heading in this topic. Configure scanning presets (Windows) 1 Choose File > Create PDF > From Scanner > Configure Presets. 2 In the Configure Presets dialog box, select a preset: Black & White Document, Grayscale Document, Color Document, or Color Image. 3 Adjust the settings as needed. 4 Click Save to save the preset, and then click OK. 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. 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. Note: You can scan both sides of pages even on scanners that do not themselves support two-sided scanning. When Both Sides is selected, a dialog box appears after the first sides are scanned. You can then reverse the original paper documents in the tray, and select the Scan Reverse Side (Put Reverse Of Sheets) option in that dialog box. This method produces a PDF with all pages in the proper sequence. Color Mode (Windows only) Select a basic color mode (Color, Black and White, or Grayscale) supported by your scanner. This option is enabled if your Scanner Options are set to use the Acrobat scanning dialog box instead of the scanner application. Resolution (Windows only) Select a resolution supported by your scanner. This option is enabled if your Scanner Options are set to use the Acrobat scanning dialog box instead of the scanner application. Note: If you select a Color Mode or Resolution option not supported by your scanner, a message appears and your scanner application window opens. Select different options in the scanner application window. Last updated 9/30/2011 67 USING ACROBAT 9 PRO EXTENDED Creating PDFs Paper Size (Windows only) Select a paper size or specify a custom width and height. Prompt For Scanning More Pages When selected, a dialog box prompting you to scan additional pages appears after scanning every page. New PDF Document Creates a new PDF. This option is not available in the Configure Presets dialog box. Multiple Files Creates multiple files from multiple paper documents. Click More Options, and specify whether to create a PDF Portfolio of the files, the number of pages for each file, and a filename prefix. These options are not available in the Configure Presets dialog box. Append To Existing File Or Portfolio Adds the converted scan to an existing PDF or PDF Portfolio. This option is not available in the Configure Presets dialog box. Small Size/High Quality Drag the slider to set the balance point between file size and quality. Click Options to customize optimization with specific settings for file compression and filtering. Make Searchable (Run OCR) Select this option to convert text images in the PDF to searchable and selectable text. This option applies optical character recognition (OCR) and font and page recognition to the text images and converts them to normal text. When selected, this option also adds tags to the document, which improves accessibility for disabled users. Click Options to specify settings in the Recognize Text - Settings dialog box. See “Recognize text in scanned documents” on page 69. Make PDF/A Compliant Select this option to make the PDF conform to ISO standards for PDF/A-1b. When selected, only Searchable Image (Exact) is available in the Recognize Text - Settings dialog box for the PDF Output Style option. Add Metadata When selected, the Document Properties dialog box appears after scanning. In the Document Properties dialog box, you can add metadata, or information about the scanned document, to the PDF file. If you are creating multiple files, you can enter common metadata for all of the files. Scanner Options dialog box Data Transfer Method Native Mode transfers in the default mode for your scanner. Memory Mode is automatically selected for scanning in resolutions over 600 dots per inch (dpi). User Interface The Hide Scanner’s Native Interface option bypasses the windows and dialog boxes provided by the scanner manufacturer. Instead, scanning from Acrobat opens the Custom Scan dialog box. Invert Black And White Images This option creates positive images from black-and-white negatives, for example. Optimization Options dialog box The Optimization Options dialog box for image settings controls how scanned images are filtered and compressed for the PDF. Default settings are suitable for a wide range of document pages, but you may want to customize settings for higher-quality images, smaller file sizes, or scanning issues. Automatic Applies default settings to balance file size and quality at a moderate level. • Aggressive Applies settings that minimize file size. In some cases, selecting this option may visibly affect the quality of the scanned PDF. Custom Settings Makes additional settings available under Compression and Filtering and disables the Aggressive setting under Automatic. If you select Custom Settings, the Color/Grayscale or Monochrome settings are available, depending on the option you selected in the Acrobat Scan dialog box. Color/Grayscale settings When scanning color or grayscale pages, select one of the following: • Lossless Does not apply compression or filters—such as Deskew, Background Removal, and so forth—to scanned pages. Last updated 9/30/2011 68 USING ACROBAT 9 PRO EXTENDED Creating PDFs • Adaptive Divides each page into black-and-white, grayscale, and color regions and chooses a representation that preserves appearance while highly compressing each type of content. The recommended scanning resolutions are 300 dots per inch (dpi) for grayscale and RGB input, or 600 dpi for black-and-white input. • JPEG Applies JPEG compression to the entire grayscale or RGB input page. Note: The scanner uses either the selected Color/Grayscale option or the selected Monochrome option. Which one is used depends on the settings you select in the Acrobat Scan dialog box or in the scanner’s TWAIN interface, which may open after you click Scan in the Acrobat Scan dialog box. (By default, the scanner application dialog box does not open.) Monochrome When scanning black-and-white or monotone images, select one of the following: • JBIG2 Applies the JBIG2 compression method to black-and-white input pages. Settings of 0.95 or higher use the lossless method; at lower settings, text is highly compressed. Text pages typically are 60% smaller than CCITT Group 4 compressed pages, but processing is slow. Compatible with Acrobat 5.0 (PDF 1.4) and later. Note: For compatibility with Acrobat 4.0, use a compression method other than JBIG2. • Adaptive (As described under Color/Grayscale settings.) • CCITT Group 4 Applies CCITT Group 4 compression to black-and-white input page images. This fast, lossless compression method is compatible with Acrobat 3.0 (PDF 1.2) and later. Deskew Rotates any page that is not square with the sides of the scanner bed, to make the PDF page align vertically. Choose Automatic or Off. Background Removal Whitens nearly white areas of grayscale and color input (not black-and-white input). For best results, calibrate your scanner’s contrast and brightness settings so that a scan of a normal black-and-white page has dark gray or black text and a white background. Then, Off or Low should produce good results. If scanning off-white paper or newsprint, use Medium or High to clean up the page. Edge Shadow Removal Removes dark streaks that occur at the edges of scanned pages, where the paper edge shadows the scanner light. Choose Off, Cautious, or Aggressive. Despeckle Removes isolated black marks in black-and-white page content. Low uses a basic peephole filter. Medium and High use both a peephole filter and a large area filter that removes larger spots farther from nearby features. Descreen Removes halftone dot structure, which can reduce JPEG compression, cause moire patterns, and make text difficult to recognize. Suitable for 200–400-dpi grayscale or RGB input or, for Adaptive compression, 400–600-dpi black-and-white input. The Automatic setting (recommended) applies the filter for 300 dpi or higher grayscale and RGB input. Select Off when scanning a page with no pictures or filled areas, or when scanning at a resolution higher than the effective range. Halo Removal When On (recommended), removes excess color at high-contrast edges, which may have been introduced during either printing or scanning. This filter is used only on color input pages. 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, and input resolution higher than 600 dpi is downsampled to 600 dpi or lower. • To apply lossless compression to a scanned image, select one of these options under the Compression section in the Optimization Options dialog box: CCITT Group 4 for monochrome images, or Lossless for color or grayscale images. If this image is appended to a PDF document, and the file is saved by Save, the scanned image remains uncompressed. If the PDF document is saved using Save As, the scanned image may be compressed. Last updated 9/30/2011 69 USING ACROBAT 9 PRO EXTENDED Creating PDFs • For most pages, black-and-white scanning at 300 dpi produces text best suited for conversion. At 150 dpi, OCR accuracy is slightly lower, and more font-recognition errors occur; at 400 dpi and higher resolution, processing slows and compressed pages are bigger. If a page has many unrecognized words or very small text (9 points or smaller), try scanning at higher resolution. Scan in black and white whenever possible. • When Recognize Text Using OCR is disabled, full 10-to-3000 dpi resolution range may be used, but the recommended resolution is 72 and higher dpi. For Adaptive compression, 300 dpi is recommended for grayscale or RGB input, or 600 dpi for black-and-white input. • Pages scanned in 24-bit color, 300 dpi, at 8-1/2–by-11 in. (21.59-by-27.94 cm) result in large images (25 MB) before compression. Your system may require 50 MB of virtual memory or more to scan the image. At 600 dpi, both scanning and processing typically are about four times slower than at 300 dpi. • Avoid dithering or halftone scanner settings. These settings can improve the appearance of photographs, but they make it difficult to recognize text. • For text printed on colored paper, try increasing the brightness and contrast by about 10%. If your scanner has color-filtering capability, consider using a filter or lamp that drops out the background color. Or if the text isn’t crisp or drops out, try adjusting scanner contrast and brightness to clarify the scan. • If your scanner has a manual brightness control, adjust it so that characters are clean and well formed. If characters are touching, use a higher (brighter) setting. If characters are separated, use a lower (darker) setting. Recognize text in scanned documents You can use Acrobat to recognize text in previously scanned documents that have already been converted to PDF. Optical character recognition (OCR) software enables you to search, correct, and copy the text in a scanned PDF. To apply OCR to a PDF, the original scanner resolution must have been set at 72 dpi or higher. Note: Scanning at 300 dpi produces the best text for conversion. At 150 dpi, OCR accuracy is slightly lower. More Help topics “Adding unifying page elements” on page 124 Recognize text in a single document 1 Open the scanned PDF. 2 Choose Document > OCR Text Recognition > Recognize Text Using OCR. 3 In the Recognize Text dialog box, select an option under Pages. 4 Optionally, click Edit to open the Recognize Text - Settings dialog box, and specify the options as needed. Recognize text in multiple documents 1 In Acrobat, choose Document > OCR Text Recognition > Recognize Text In Multiple Files Using OCR. 2 In the Paper Capture Multiple Files dialog box, click Add Files, and choose Add Files, Add Folders, or Add Open Files. Then select the files or folder. 3 In the Output Options dialog box, specify a target folder for output files, filename preferences, and an output format. 4 In the Recognize Text - Settings dialog box, specify the options, and then click OK. Recognize text in component PDFs in a PDF Portfolio 1 Select one or more scanned PDFs in a PDF Portfolio. Last updated 9/30/2011 70 USING ACROBAT 9 PRO EXTENDED Creating PDFs 2 Choose Document > OCR Text Recognition > Recognize Text Using OCR. 3 Specify the options in the Recognize Text - Settings dialog box. Recognize Text - 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. • Searchable Image Ensures that text is searchable and selectable. This option keeps the original image, deskews it as needed, and places an invisible text layer over it. The selection for Downsample Images in this same dialog box determines whether the image is downsampled and to what extent. • Searchable Image (Exact) Ensures that text is searchable and selectable. This option keeps the original image and places an invisible text layer over it. Recommended for cases requiring maximum fidelity to the original image. • ClearScan Converts the fonts in the document to custom fonts that closely approximate the original. These fonts preserve the page background using a low-resolution copy. To be able to edit text in PDFs created using ClearScan, replace the custom fonts with fonts that you have on your computer. For more information, see “Replace custom fonts with local fonts” on page 330. Downsample Images Decreases the number of pixels in color, grayscale, and monochrome images after OCR is complete. Choose the degree of downsampling to apply. Higher-numbered options do less downsampling, producing higher-resolution PDFs. More Help topics “Replace custom fonts with local fonts” on page 330 Using the Adobe PDF printer Create PDFs by printing to file In many authoring applications, you can use the Print command with the Adobe PDF printer to convert your file to PDF. Your source document is converted to PostScript and fed directly to Distiller for conversion to PDF, without manually starting Distiller. The current Distiller preference settings and Adobe PDF settings are used to convert the file. If you’re working with nonstandard page sizes, create a custom page size. 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. Note: The Adobe PDF printer creates untagged PDFs. A tagged structure is required for reflowing content to a handheld device and is preferable for producing reliable results with a screen reader. More Help topics “Creating accessible PDFs” on page 285 “Creating PDFs with PDFMaker (Windows)” on page 74 Create a PDF using the Print command (Windows) 1 Open the file in its authoring application, and choose File > Print. Last updated 9/30/2011 71 USING ACROBAT 9 PRO EXTENDED Creating PDFs 2 Choose Adobe PDF from the printers menu. 3 Click the Properties (or Preferences) button to customize the Adobe PDF printer setting. (In some applications, you may need to click Setup in the Print dialog box to open the list of printers, and then click Properties or Preferences.) 4 In the Print dialog box, click OK. Note: By default, your PDF is saved in the folder specified in the printer port. The default location is My Documents. The filename and destination are controlled by the Prompt For Adobe PDF Filename setting in the dialog box. Create a PDF using the Print command (Mac OS X) The method for creating PDFs using the Print command changed in Mac OS v10.6 Snow Leopard with Acrobat 9.1 and later. The following procedure describes the method in both Snow Leopard and earlier versions of Mac OS X. 1 Open the file in its authoring application, and choose File > Print. 2 Do one of the following, depending on which version of Mac OS X you are using: • (Mac OS X v10.6 Snow Leopard) Choose Save As Adobe PDF from the PDF menu at the bottom of the dialog box. • (Mac OS X v10.5 and earlier) Choose Adobe PDF from the Printer menu. Then choose PDF Options from the popup menu beneath the Presets menu (it may show Copies & Pages by default). 3 For Adobe PDF Settings, choose one of the default settings, or customize the settings using Distiller. Any custom settings that you have defined are listed. For most users, the default Adobe PDF conversion settings are adequate. 4 For After PDF Creation, specify whether to open the PDF. 5 Click Print. 6 Select a name and location for your PDF, and click Save. Note: By default, your PDF is saved with the same filename and a .pdf extension. For more information on Save As Adobe PDF in Snow Leopard, see the TechNote at http://kb2.adobe.com/cps/509/cpsid_50981.html. This TechNote also includes how to remove the Adobe PDF printer from the Printer list. Adobe PDF printing preferences (Windows) Printing preferences apply to all applications that use the Adobe PDF printer, unless you change the settings in an authoring application by using the Page Setup, Document Setup, or Print menu. Note: The dialog box for setting printing preferences is named Adobe PDF Printing Preferences, Adobe PDF Printing Defaults, or Adobe PDF Document Properties, depending on how you access it. To access printing preferences: • Open the Printers window from the Start menu. Right-click the Adobe PDF printer, and choose Printing Preferences. • In an authoring application such as Adobe InDesign, choose File > Print. Select Adobe PDF as the printer, and click the Properties (or Preferences) button. (In some applications, you may need to click Setup in the Print dialog box to access the list of printers, and then click Properties or Preferences to customize the Adobe PDF settings.) 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. Last updated 9/30/2011 72 USING ACROBAT 9 PRO EXTENDED Creating PDFs 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. Adobe PDF Conversion Settings Select a predefined set of options from the Default Settings menu or click Edit to view or change the settings in the Adobe PDF Settings dialog box. Adobe PDF Security To add security to the PDF, choose one of the following options, or click Edit to view or change the security settings: • Reconfirm Security For Each Job Opens the Adobe PDF - Security dialog box each time you create a PDF using the Adobe PDF printer. Specify settings in the dialog box. • Use The Last Known Security Settings Uses the same security settings that were used the last time a PDF was created using the Adobe PDF printer on your computer. Adobe PDF Output Folder Choose an output folder for the converted PDF, or click Browse to add or change the output folder. Choose Prompt For Adobe PDF Filename to specify a location and filename at conversion time. Adobe PDF Page Size menu Select a custom page size that you have defined. View Adobe PDF Results Automatically starts Acrobat and displays the converted document immediately. Add Document Information Includes information such as the filename and date and time of creation. Rely On System Fonts Only; Do Not Use Document Fonts Deselect this option to download fonts when creating the PDF. All your fonts will be available in the PDF, but it will take longer to create it. Leave this option selected if you are working with Asian-language documents. Delete Log Files For Successful Jobs Automatically deletes the log files unless the job fails. Ask To Replace Existing PDF File Warns you when you are about to overwrite an existing PDF with a file of the same name. More Help topics “Create and use a custom page size” on page 73 Set Adobe PDF printer properties (Windows) In Windows, you can usually leave the Adobe PDF printer properties unchanged, unless you have configured printer sharing or set security. Note: Printing Properties are different from printer Preferences. The Properties dialog box contains tabs of options that apply to any type of printer; the Preferences include conversion options specifically for the Adobe PDF printer. Set Adobe PDF printer properties 1 Open the Printers window from the Start menu, and right-click the Adobe PDF printer. 2 Choose Properties. 3 Click the tabs, and select options as needed. Reassign the port that the Adobe PDF printer uses 1 Quit Distiller if it is running, and allow all queued jobs to the Adobe PDF printer to complete. 2 Open the Printers window from the Start menu. 3 Right-click the Adobe PDF printer, and choose Properties. 4 Click the Ports tab, and then click Add Port. Last updated 9/30/2011 73 USING ACROBAT 9 PRO EXTENDED Creating PDFs 5 Select Adobe PDF Port 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. Although remote or network folders are supported, they have limited user access and security issues. Delete a folder and reassign the Adobe PDF printer to the default port 1 Quit Distiller if it is running, and allow a few minutes for all queued jobs to Adobe PDF to complete. 2 Open the Printers window from the Start menu. 3 Right-click the Adobe PDF printer, and choose Properties. 4 Click the Ports tab. 5 Select the default port, Documents, and click Apply. 6 Select the port to delete, click Delete Port, and then click Yes to confirm the deletion. 7 Select the Documents port again and click Close. Configure the Adobe PDF printer (Mac OS v10.5 and earlier) In Mac OS, you must configure the Adobe PDF printer in three places: Distiller, your authoring application’s Page Setup menu, and your authoring application’s Print dialog box. 1 In Distiller, specify the Adobe PDF settings, font locations, and security. 2 In an authoring application such as Adobe InDesign, choose File > Page Setup. 3 Select Adobe PDF 9.0 from the Format For menu. 4 Specify the paper size, orientation, and scale as necessary. 5 In your authoring application, choose File > Print, and select Adobe PDF 9.0 from the Printer menu. 6 In the pop-up menu below the Presets menu, choose PDF Options, and set any of the following options: • Select a set of predefined conversion settings from the Adobe PDF Settings menu if you want to override default settings. Default settings are the settings currently defined in Distiller. • Specify whether to open the converted files in Acrobat in the After PDF Creation menu. 7 Specify print settings as desired in the other menus available in the pop-up menu below the Presets menu. Create and use a custom page size It’s important to distinguish between page size (as defined in the source application’s Document Setup dialog box for your document) and paper size (the sheet of paper, piece of film, or area of the printing plate you’ll print on). Your page size might be U.S. Letter (8-1/2-by-11 in. or 21.59-by-27.94 cm), but you might need to print on a larger piece of paper or film to accommodate any printer’s marks or the bleed area. To ensure that your document prints as expected, set up your page size in both the source application and the printer. The list of paper sizes available to Acrobat comes from the PPD file (PostScript printers) or from the printer driver (non-PostScript printers). If the printer and PPD file you’ve chosen for PostScript printing support custom paper sizes, you see a Custom option in the Paper Size menu. For printers capable of producing very large print areas, Acrobat supports pages as large as 15,000,000 in. (38,100,000 cm) by 15,000,000 in. (38,100,000 cm). Last updated 9/30/2011 74 USING ACROBAT 9 PRO EXTENDED Creating PDFs Create a custom page size (Windows) 1 Do one of the following: • Open the Printers or Printer And Faxes window from the Start menu. Right-click the Adobe PDF printer, and choose Printing Preferences. • In an authoring application such as Adobe InDesign, choose File > Print. Select Adobe PDF as the printer, and click the Properties button. (In some applications, you may need to click Setup in the Print dialog box to open the list of printers, and then click Properties or Preferences to customize the Adobe PDF settings.) 2 In the Adobe PDF Settings tab, click the Add button next to the Adobe PDF Page Size menu. 3 Specify the name, width, height, and unit of measurement. Click Add/Modify to add the custom page size name to the Adobe PDF Page Size menu. Create a custom page size (Mac OS) 1 In an authoring application such as Adobe InDesign, choose File > Page Setup. 2 In the Paper Size pop-up menu, select Manage Custom Sizes. 3 Click the + button. 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 Setup. 2 Select the new custom page size from the Paper Size menu. Creating PDFs with PDFMaker (Windows) About Acrobat PDFMaker PDFMaker is an Acrobat feature that operates within many business applications, such as Microsoft Office applications, AutoCAD, and Lotus Notes. When you install Acrobat, PDFMaker controls appear in the work area of the authoring application. Note: Some PDFMaker features are not available in certain versions of the authoring applications. For a comparison chart, see Version Compatibility of Acrobat PDFMakers. Using PDFMaker within an authoring application is a simple, one-click procedure. It involves clicking an Acrobat PDFMaker toolbar button or choosing a command on the Adobe PDF menu. It is not necessary to open Acrobat. Convert a file to PDF using PDFMaker In Windows, Acrobat installs both an Acrobat PDFMaker toolbar and an Adobe PDF menu in many popular authoring applications. You can use either the toolbar buttons or the Adobe PDF menu (the Action menu in Lotus Notes) to create PDFs, but the menu also provides access to conversion settings. Although many of the conversion options are common to all authoring applications, a few are application-specific. For Microsoft Office 2007 applications such as Word, Excel, PowerPoint, and Access, the options for creating PDFs are available from the Acrobat ribbon. Note: If you don’t see the PDF toolbar buttons in an application, you must show or activate the PDF toolbar. For other troubleshooting issues, see the TechNote http://kb2.adobe.com/cps/333/333235.html. Last updated 9/30/2011 75 USING ACROBAT 9 PRO EXTENDED Creating PDFs More Help topics “Customize Adobe PDF settings” on page 101 “Create PDFs from Word mail merges” on page 82 Show or activate PDFMaker in Microsoft Office and Lotus Notes If the PDF toolbar buttons don’t appear in your Microsoft Office or Lotus Notes application, use one of the following methods to show or activate PDFMaker. For Lotus Notes 7 or earlier, choose File > Preferences > Toolbar Preferences, click Toolbars, and select the Visible option for Acrobat PDFMaker 9.0. For Lotus Notes 8 or later, choose File > Preferences. In the dialog box that appears, choose Toolbar > Toolbars, and select the Visible option for Acrobat PDFMaker 9.0. For Office 2003 or earlier, choose View > Toolbars > Acrobat PDFMaker 9.0. For Office 2007, follow these steps: 1 Do one of the following: • (Outlook) Choose Tools > Trust Center. • (Other Office 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. 2 Click Add-Ins on the left side of the dialog box. 3 Do one of the following: • If PDFMOutlook or Acrobat PDFMaker Office COM Addin is not listed, choose COM Add-Ins from the Manage pop-up menu and click Go. • If PDFMOutlook or Acrobat PDFMaker Office COM Addin is listed under Disabled Application Add-ins, select Disabled Items from the Manage pop-up menu and click Go. 4 Select PDFMOutlook or Acrobat PDFMaker Office COM Addin and click OK. 5 Restart the Office application. Convert a file to PDF If you also want to send the PDF for review, see Donna Baker’s One-Step Convert and Send for Review. 1 Open the file in the application used to create it. 2 Click the Convert To Adobe PDF button on the Acrobat PDFMaker toolbar. For Microsoft Office 2007 applications, such as Word, Excel, PowerPoint, and Access, click the Create PDF button on the Acrobat ribbon. 3 Enter a filename and location for the PDF, and click Save. Create a PDF as an email attachment 1 Open the file in the application used to create it. 2 Choose Adobe PDF > Convert To Adobe PDF And Email. For Microsoft Office 2007 applications, such as Word, Excel, PowerPoint, and Access, click the Create And Attach To on the Acrobat ribbon. Email button Last updated 9/30/2011 76 USING ACROBAT 9 PRO EXTENDED Creating PDFs When the conversion is finished, a blank message with the new PDF included as an attachment automatically opens in your default email application. You can then address and complete the message and either send it or save it as a draft. Attach a file as PDF (Outlook) 1 In the Outlook email Message window, click the Attach As Adobe PDF button. Note: If the Attach As PDF button isn’t visible, choose Adobe PDF > Change Conversion Settings, and then select Show Attach As Adobe PDF Buttons. This option is not available in Outlook 2007. 2 Select a file to attach, and click Open. Convert files to a secured PDF and attach it to an email message (Outlook) 1 In the Outlook email Message window, click the Attach As Secured Adobe PDF button . Note: The Attach As Secured Adobe PDF button appears only after you’ve configured an Adobe LiveCycle® Rights Management Server using the Advanced > Security Settings menu. 2 Click Browse, select a file to convert, and click Open. 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. In this case, the PDF is secured before it is attached to the email message. 4 If prompted, enter your user name and password to log in to the Adobe LiveCycle Rights Management Server. Create a PDF and send it for review 1 Open the file in the application used to create it. 2 Click the Convert To Adobe PDF And Send For Review button on the Acrobat PDFMaker toolbar, or (if available) choose Adobe PDF > Convert To Adobe PDF And Send For Review. For Microsoft Office 2007 applications such as Word, Excel, PowerPoint, and Access, click the Create And Send For on the Acrobat ribbon. Review button 3 When the Identity Setup dialog box appears, enter the appropriate information about yourself, and click Complete. 4 Follow the directions in the wizard that appears, as described in “Start an email-based review” on page 155. View PDFMaker conversion settings PDFMaker conversion settings vary according to file types. For example, the options available for PowerPoint files aren’t the same as the options available for Outlook files. Once you’ve selected conversion settings, those choices apply to all subsequent PDFs you create from that file type. It’s a good idea to review the settings occasionally. 1 Open a PDFMaker-enabled application (such as Word or Excel). 2 Do one of the following: • (Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings. • (Office 2007 applications) In the Acrobat ribbon, click Preferences. • (All other applications) Choose Adobe PDF > Change Conversion Settings. 3 (Optional) To revert to the original default settings, click Restore Defaults on the Settings tab. Last updated 9/30/2011 77 USING ACROBAT 9 PRO EXTENDED Creating PDFs More Help topics “Adobe PDF conversion settings” on page 99 “Application-specific PDFMaker settings” on page 87 Settings tab of the Conversion Settings The settings available for PDFMaker depend on the application in which you’re using PDFMaker. Conversion Settings Specifies the standard by which the PDF will be optimized. When you choose an item in the menu, a description of that preset appears immediately below it. 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. This setting overrides the printer preferences and settings in the Advanced panel of the Adobe PDF Settings dialog box. Note: The Advanced Settings button opens the Adobe PDF Settings dialog box, which contains many additional conversion options. These conversion settings apply to all Acrobat features that create PDFs, such as Acrobat Distiller, PDFMaker, and the Acrobat application itself. Create PDF/A Compliant PDF File Creates the PDF so that it conforms to this ISO standard for long-term preservation of electronic documents. (In the Microsoft Publisher application alone, PDFMaker does not support the PDF/A standard.) Note: When Conversion Settings are opened from within Word, Excel, or PowerPoint, this option specifies PDF/A 1a:2005. When opened from within Microsoft Visio, Access, Microsoft Project, or AutoCAD, it specifies PDF/A 1-b:2005. Security tab of the Conversion Settings The settings available for PDFMaker depend on the application in which you’re using PDFMaker. Require A Password To Open The Document When selected, makes the Document Open Password option available, where you enter a password that users must use to open the document. Restrict Editing And Printing Of The Document When selected, makes the other Permissions options available. Change Permissions Password Specifies a password you set that users must use in order to do any allowable printing or editing. Printing Allowed Specifies whether users who use the Permissions Password can print the document and at what resolution. Changes Allowed Specifies what kind of changes users who use the Permissions Password can make. Enable Copying Of Text, Images, And Other Contents Prevents or allows users from copying from the PDF. Enable Text Access For Screen Reader Devices For The Visually Impaired Prevents or allows screen reader devices to read text. (Selected by default.) Enable Plaintext Metadata Specifies whether the search engine can read the document metadata. Available only when the PDF-compatibility is set to Acrobat 6.0 (PDF 1.5) or later. Last updated 9/30/2011 78 USING ACROBAT 9 PRO EXTENDED Creating PDFs Convert Microsoft Word, PowerPoint, and Excel files to PDF When creating a PDF from Microsoft Word, PowerPoint, or Excel, you can set conversion options for the current file. You can also select a range of content in the file to convert. The conversion options that you can set in the following steps are some of the most commonly used settings from the Acrobat PDFMaker dialog box. Any changes you make to the conversion options apply to the current conversion only. PDFMaker includes an option to embed many types of multimedia files in Microsoft Word and PowerPoint files. The files are converted to FLV format files. When you convert the document to PDF, the PDF includes a playable FLV file. For tips on converting Word documents to PDFs, see Troubleshooting PDF-creation issues in Microsoft Word at www.acrobatusers.com/tutorials/troubleshooting-pdf-creation-issues-microsoft-word. More Help topics “View PDFMaker conversion settings” on page 76 “Application-specific PDFMaker settings” on page 87 Convert Excel files to PDF 1 Open a file in Excel. 2 Optionally, select the cells to convert. 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) 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. 7 Click Save to create the PDF. Convert Word and PowerPoint files to PDF 1 Open a file in Word or PowerPoint. 2 Optionally, select objects and text (Word) or slides (PowerPoint), as needed. 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) From the Acrobat ribbon, select Create PDF, Create And Attach to Email, or Create And Send For Review. 4 In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF. 5 Optionally, click the Options button to change the conversion settings. 6 Select a Page Range (Word) or Slide Range (PowerPoint). The Selection option is available only if you have selected content in the file. 7 Click OK, then click Save to create the PDF. Last updated 9/30/2011 79 USING ACROBAT 9 PRO EXTENDED Creating PDFs Embed multimedia files into Word and PowerPoint documents 1 Do one of the following: • (Office 2003 or earlier) Choose Adobe PDF > Embed Video And Convert To Flash Format • (Office 2007) In the Acrobat ribbon, click Embed Video. 2 Choose a multimedia file from the menu, or click Browse to locate and select the file. 3 (Optional) To select a video frame to use as a poster, drag the slider to the frame and click Set Poster Image From Current Frame. 4 Choose a media player skin from the menu. 5 (Optional) Select Resize Video and specify the width and height. Select Respect Aspect Ratio to preserve the aspect ratio. 6 Click OK. Acrobat converts the file to FLV format and inserts it into the document. 7 When you are ready to create a PDF, follow the steps to create a PDF as usual. (PowerPoint only) In the Save Adobe PDF File As dialog box, click Options and make sure that the Convert Multimedia option is selected. Convert email messages to PDFs You can use PDFMaker to convert one or more Microsoft Outlook or Lotus Notes email messages or entire folders of messages to a merged PDF or PDF Portfolio. Within a PDF Portfolio, each email message appears as a separate PDF file. The Acrobat PDFMaker Conversion Settings dialog box contains the option that determines whether email messages are merged into one continuous PDF or assembled into a PDF Portfolio. The controls that activate an email conversion to PDF appear in two places within the email application: on the Acrobat PDFMaker toolbar and on a menu. In Outlook, the menu is called Adobe PDF and appears to the right of the Outlook Help menu. In Lotus Notes, PDF commands appear under the Actions menu. 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. For a video on archiving emails as PDFs in a PDF Portfolio, see http://www.acrobatusers.com/tutorials/archivingemails-pdf-microsoft-outlook. More Help topics “Application-specific PDFMaker settings” on page 87 “Create and manage an index in a PDF” on page 366 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. 2 Do one of the following: • To convert and merge email messages into a PDF as sequential pages of one document, deselect Output Adobe PDF Portfolio When Creating A New PDF File. Last updated 9/30/2011 80 USING ACROBAT 9 PRO EXTENDED Creating PDFs • To assemble converted email messages as components of a PDF Portfolio, select Output Adobe PDF Portfolio When Creating A New PDF File. Convert an open email message to PDF (Outlook) ❖ Choose Adobe PDF > Convert To Adobe PDF. You can also convert a different file to PDF from within an open Outlook email message if the Attach As Adobe PDF toolbar is shown. Clicking this button opens a series of dialog boxes for selecting and saving the new PDF and also starts Acrobat, if it is not already running. The resulting PDF is attached to the open email message. Convert email messages to a new PDF 1 In Outlook or Lotus Notes, select the individual email messages. 2 Do one of the following: • (Outlook) Choose Adobe PDF > Convert Selected Messages > Create New PDF. • (Lotus Notes) Choose Actions > Convert Selected Messages To Adobe PDF. 3 In the Save Adobe PDF As dialog box, select a location, type a filename, and click Save. Add email messages or folders to an existing PDF 1 In Outlook or Lotus Notes, select the individual email messages or folders. 2 Do one of the following: • (Outlook) Choose Adobe PDF > Convert Selected Messages > Append To Existing PDF, or Adobe PDF > Convert Selected Folders > Append To Existing PDF. Note: If you have already created one or more PDF Portfolios, you can choose from recently created PDF Portfolios in addition to the Append To Existing PDF option. • (Lotus Notes) Choose Actions > Append Selected Message(s) To Existing Adobe PDF, or Actions > Append Selected Folder(s) To Existing Adobe PDF. 3 Locate and select the PDF or PDF Portfolio to which you want to add the converted emails, and click Open. Important: Do not type a new name for the PDF. If you do, a warning message appears telling you that the PDF was not found. Click OK, and select a PDF without changing its name. 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. Note: For PDF Portfolios of email converted or migrated in Acrobat 8 or later, only new messages—that is, messages that are not already part of the PDF Portfolio—are appended. Convert email folders to a new PDF PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select the folders at the beginning of the process because you can select them in a dialog box that appears automatically. 1 Do one of the following: • (Outlook) Choose Adobe PDF > Convert Selected Folders > Create New PDF. Last updated 9/30/2011 81 USING ACROBAT 9 PRO EXTENDED Creating PDFs • (Lotus Notes) Choose Actions > Convert Selected Folder(s) To Adobe PDF. 2 In the Convert Folder(s) To PDF dialog box, select the folders. Then select or deselect the Convert This Folder And All Sub Folders option. 3 In the Save Adobe PDF File As, select a location and name for the PDF Portfolio. When the conversion is complete, the new PDF opens in Acrobat. Migrate old Outlook PDF archives to PDF Portfolios It’s a good idea to migrate old PDF email archives to PDF Portfolios for the following reasons: to facilitate sorting and other functions, and to make it possible to add new email messages to those archives. In PDF Portfolios, each email message is converted as a component PDF. You can then sort the messages by message folder, sender, subject line, date, size, or attachments. Also, you can create custom categories and sort by those categories. If you open email archives created with Acrobat 7.0 or earlier, you must create an archive and append the selected messages to the new archive. A wizard guides you through the process. 1 Open Outlook. 2 Choose Adobe PDF > Upgrade Acrobat 7 PDF Archive. 3 If a message appears, click Yes to continue the migration process. 4 Locate and select the old PDF archive, and click Open. 5 Select a location and name for the migrated PDF Portfolio, and click Save. (The default naming adds _Portfolio to the existing filename, such as renaming an archive called Inbox.pdf as Inbox_Portfolio.pdf.) When the conversion process is complete and the Creating Adobe PDF dialog box closes, the new archive opens in Acrobat. Set up automatic email archiving 1 Do one of the following: • (Outlook) Choose Adobe PDF > Setup Automatic Archival. • (Lotus Notes) Choose Actions > Setup Automatic Archival. 2 On the Automatic Archival tab of the Acrobat PDFMaker dialog box, select Enable Automatic Archival. Then select options for Frequency and the time of day at which automatic archiving occurs. 3 Select other options, according to your needs: Maintain Log Of Archival Creates a record of each archiving session. Choose File Specifies the name and location of the archiving log. Embed Index For Faster Search Creates an index that you can search to find specific words or characters instead of having to search each individual document. 4 Click Add, and select the email folders and subfolders. Then select or deselect the Convert This Folder And All Sub Folders option, as preferred, and click OK. 5 In the Save PDF Archive File As dialog box, select a name and location for the archived email PDF. Then click Open. Last updated 9/30/2011 82 USING ACROBAT 9 PRO EXTENDED Creating PDFs 6 Review the settings and the archive folder names listed in the Acrobat PDFMaker dialog box, and do any of the following: • To add other email folders to the list, click Add and select the folder. • To remove folders from the list, select the folders and click Delete. • To change an archive file, select any folder name from the list, click Change Archive File, and specify the name and location. • 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—which are personalized with information like the names and addresses of the individuals to whom they will be sent. 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. You can even set up PDFMaker to attach those PDFs to email messages that are generated during the PDFcreation process. Note: For information on setting up files for the Word Mail Merge feature, see Microsoft Office Word Help. 1 In Microsoft Word, open the template that you have created as the basis of your mail merge, or create the file using the Word Mail Merge toolbar and Mail Merge wizard, as needed. Important: Do not complete the mail merge in Word. Instead, set up and preview the mail merge as usual, so that you can verify that the merge will work correctly. 2 Do one of the following: • Choose Adobe PDF > Mail Merge To Adobe PDF. • Click the Mail Merge To Adobe PDF button on the Mail Merge toolbar (View > Toolbars > Mail Merge). • (Word 2007) From the Acrobat ribbon, click Mail Merge. 3 In the Acrobat PDFMaker - Mail Merge dialog box, select the options you want: • To specify which records in the data file will be imported into the merged files, select All or Current, or enter a range of pages by typing in the From and To boxes. • To name the PDF that will be created, type in the Specify PDF File Name box. Note: The PDF will be named using this text plus a series of numbers. For example, if you type JulyLetter in the Specify PDF File Name box, the mail-merged PDFs might appear as JulyLetter_0000123, JulyLetter_0000124, July Letter_0000125, and so forth. 4 For Automatically Send Adobe PDF Files By Email, do one of the following: • To create and save merged PDFs for printing or sending later in email, leave the option unselected, and click OK. • To create merged PDFs and attach each one to an email message to the appropriate recipient, select this check box, and fill in the other Email options. 5 When the Browse For Folder dialog box appears, navigate to the location you want to use and click OK. Status indicators appear as PDFMaker generates the individual PDFs, which takes an amount of time that is proportional to the complexity of the merge and the number of PDFs you create. 6 If you selected Automatically Send Adobe PDF Files By Email, a dialog box appears asking for your email profile. Enter the appropriate information and click OK. When the job is finished, a message appears, telling you that the process was successful. Last updated 9/30/2011 83 USING ACROBAT 9 PRO EXTENDED Creating PDFs Email options for PDF mail merges To Use the pop-up menu to select the field or column in the associated data file that contains the email addresses in each individual’s record. Subject Line Type the text that you want to appear in the subject line of each message. Message Type to add or edit text that you want to appear in the body of the email messages. PDFs from Microsoft Project, Publisher, and Access There are specific differences to be aware of when you create PDFs from files authored in these applications: Microsoft Project You can create PDFs of only the currently selected view. Views designated as nonprintable in Project cannot be converted to PDF. Note: Converting Project files requires Acrobat Pro or Acrobat Pro Extended. Microsoft Publisher PDFs converted from Microsoft Publisher support crop marks, links, bookmarks, spot colors, transparency, bleed marks, printing bleed marks, and CMYK color conversion. Microsoft Access When creating PDFs from Access files, the process can involve two additional steps: • You must select the object in the Access file to be created as a PDF before using the PDFMaker button or command. • You can choose Adobe PDF > Convert Multiple Reports To Single Adobe PDF. For Access 2007, click Acrobat and then click Convert Multiple Reports. You can select individual reports that you want to include, and click Add Report(s). When all of the reports that you want to convert appear in the Reports In Adobe PDF list, click Convert to start creating the PDF. Note: When you convert an Access file to PDF, Access tables, queries, forms, and reports are converted. Convert Visio files to PDF PDFs created from Visio files preserve page sizes and support layers, searchable text, custom properties, links, bookmarks, and comments, depending on the conversion settings. (Choose Adobe PDF > Change Conversion Settings to review these settings, if needed.) When you convert your Visio file, only shapes and guides that are printable and visible in the Visio drawing are converted and appear in the PDF. Shapes are converted regardless of their protection or behavior. Shape custom properties can be converted to PDF object data. When you convert the Visio file to a PDF, you can preserve all or just some layers, or you can flatten all layers. If you flatten layers, the PDF will look like the original drawing, but won’t contain any layer information. When flattened, the contents of only visible and printable layers will appear in the converted PDF. More Help topics “Adobe PDF conversion settings” on page 99 Convert Visio files 1 If you want to change the PDFMaker conversion settings, open Visio and choose Adobe PDF > Change Conversion Settings. (For information about a setting, place the pointer over the setting to display a tool tip below.) 2 If you want to convert each page in the Visio file to a bookmarked page in the PDF file, choose Adobe PDF > Convert All Pages In Drawing. If this option is deselected, only the current page is converted. Last updated 9/30/2011 84 USING ACROBAT 9 PRO EXTENDED Creating PDFs 3 Do one of the following: • Click the Convert To Adobe PDF button in the Adobe PDF toolbar. • Choose Adobe PDF > Convert To Adobe PDF. • Choose Adobe PDF > Convert To Adobe PDF And EMail. The PDF file attaches to a new email message in your default email application. • Choose Adobe PDF > Convert To Adobe PDF And Send For Review. The file converts to an Adobe PDF file, and an email-based review process begins. 4 If you want to include the custom properties of shapes, select that option. 5 Click Continue. 6 Select a layers option to retain or flatten layers in the resulting PDF, and click Continue. 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 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. You can also organize the Visio layers in layer sets, which are folders in the Acrobat Layers panel. 1 With the multilayered file open in Visio, click a button in the Adobe PDF toolbar, and select Retain Some Layers In The Selected Page. Note: If the Retain Some Layers In The Selected Page option is not available, deselect the Convert All Pages In Drawing option. 2 Select one or more layers in the Layers In Visio Drawing list. 3 To add the selected Visio layers to the list of layers to convert to the PDF file, do one of the following: • To convert the selected Visio layers to individual PDF layers within a PDF layer set, click Create Layer Set, and optionally, type a layer name. • To convert the selected Visio layers to individual layers (but not grouped under a layer set), click the Add Layer(s) button. Note: The name of a layer in the Layers In Visio Drawing list is unavailable if that layer is included in the Layers In PDF list. When you select that layer in the Layers In PDF list, a bullet appears next to the layer’s name in the Layers In Visio Drawing list. 4 Optionally, do any of the following: • To reorder the layers in the Layers In PDF list, drag an item up or down in the list. • To include a visibility property that can be switched on or off in Acrobat, deselect Locked On adjacent to the PDF layer; to lock the resulting PDF layer’s visibility on, select Locked On. • To save the current settings of Visio layers selected, click Save PDF Settings, and click OK. These settings are used the next time you convert the current Visio file to a PDF file. 5 Click Convert To PDF, specify a folder in the Save In box in which to save the PDF file, type a filename, and then click Save. Note: Visio layers that were selected for conversion and that have Visio settings for visible, printable, or lock are converted to PDF layers; the visible and printable properties are included in the resulting PDF layers. If the Visio file contains a background page, header, or footer, the PDF file automatically has PDF layers named for those items. Last updated 9/30/2011 85 USING ACROBAT 9 PRO EXTENDED Creating PDFs Convert AutoCAD files to PDF (Windows) Use PDFMaker to convert AutoCAD files from within the AutoCAD application. You can also use the Batch Conversion feature to convert many AutoCAD files in one operation. Even if you don’t have AutoCAD, you can convert AutoCAD files to PDF from Acrobat. Acrobat PDFMaker allows you to preserve selected layers and layouts when converting AutoCAD files to PDF. More Help topics “Adobe PDF conversion settings” on page 99 “What’s the best way to create a PDF?” on page 59 “Application-specific PDFMaker settings” on page 87 Convert AutoCAD files when AutoCAD is not installed The default Acrobat installation installs Autodesk filters. These filters allow you to convert files in DWG, DWF, DST, DWT, and DXF format into PDF, without the native application installed. 1 In Acrobat, choose File > Create PDF > From File. 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. Configuration Preferences Click this button to specify resource directories for SHX font files, plot configuration files, and plot style tables for AutoCAD drawings. If an SHX Font File Search Path is not specified, all SHX fonts are replaced with MyriadCAD in converted PDFs. Always Show This Dialog During Conversion When selected, this dialog box appears during the conversion process. 3 Locate and select the AutoCAD file. 4 If the Adobe PDF Settings For Autodesk AutoCAD Documents dialog box appears, specify the settings as needed, and click OK. Convert AutoCAD files when AutoCAD is installed When converting individual AutoCAD files, you don't usually need to change page size and plotting settings. PDFMaker uses the appropriate layout page size and plotting information to create a correctly sized PDF file. 1 To change the PDF conversion settings, choose Adobe PDF > Change Conversion Settings in AutoCAD. 2 Do one of the following: • Click a button in the Adobe PDF toolbar: Convert To Adobe PDF Review or Convert To Adobe PDF And Send For . • Choose Adobe PDF > Convert To Adobe PDF. • Choose Adobe PDF > Convert To Adobe PDF And Email. • Choose Adobe PDF > Convert To Adobe PDF And Send For Review. 3 In the Choose Layouts dialog box, add or remove layouts as needed. To reorder the layouts, select a layout from the Layouts In PDF list, and click Move Up or Move Down. Last updated 9/30/2011 86 USING ACROBAT 9 PRO EXTENDED Creating PDFs 4 To determine how the AutoCAD layers are converted, select one of the following, and then click Continue: • Flatten All Layers. When layers are flattened, only those entities belonging to layers that are not frozen and are printable appear in the converted PDF. • Retain All Or Some Layers. In the next dialog box, specify the layers to include in the resulting PDF. 5 Specify a filename and location in the Save As dialog box, and click Save. Select AutoCAD layers to convert If you choose to retain all or some AutoCAD layers when converting to PDF, you can specify which layers are preserved in the PDF. 1 In AutoCAD, start to convert an AutoCAD file and select the Retain All Or Some Layers option. 2 To show specific AutoCAD layers in the Layers In Drawing list, do any of the following: • Choose an option from the Named Layer Filters menu to list all layers that fit that criterion. • Select the Invert option to list all layers except those layers that are described by the selected choice in the Named Layer Filters menu. • To change the sort order of the layers, click the headings. 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. 4 To add the selected AutoCAD layers to the Layers In PDF list, do one of the following: • To convert the selected AutoCAD layers to individual layers within a PDF layer set, click Create Layer Set. This action creates a folder of layers in the Layers navigation pane in Acrobat. • To convert the selected AutoCAD layers to individual layers, click Add Layer(s). 5 Optionally, do any of the following in the Layers In PDF list: • To reorder layers, drag an item up or down in the list. • To include a visibility property that can be switched on or off in Acrobat, deselect Locked On for the PDF layer. To lock the resulting PDF layer’s visibility on, select Locked On. • To save the current list of selected AutoCAD layers, click Add PDF Setting. Later, you can retrieve this list from the PDF Layer Settings menu. 6 Click Convert, specify a filename and location, and then click Save. Convert AutoCAD files in batches 1 Choose Adobe PDF > Batch Conversion. 2 Specify your preferences for layers, page size, plot style, and output PDFs. Click Conversion Settings to specify the Acrobat PDFMaker settings. 3 In the DWG List, do any of the following: • Click Add Folder or Add Files, and then specify the folder or files. • To load a previously saved list of files, click Append List, and then specify the list. Last updated 9/30/2011 87 USING ACROBAT 9 PRO EXTENDED Creating PDFs • As needed, expand individual files and select or deselect the items you want, such as model space and layouts. To exclude or include all model space, click the associated buttons. • To exclude a file from the conversion, deselect the file box. As needed, select or deselect all of the files in the list, change the order of the files, remove files, or clear the list. • To show the complete file paths, select Expand File Name(s). • To save the DWG list for later use, click Save List. This action saves the list in its current state, including the file order and file selections. You can retrieve this list at any time by clicking Append List. 4 Click Convert. 5 Once the conversion is finished, you can click Save Details to save a log file of the conversion. Application-specific PDFMaker settings The conversion settings available in one PDFMaker-enabled application may be different from those settings you would encounter within a different application. Some PDFMaker settings are common to several or most applications. Some options are unique to a specific application. More Help topics “Adobe PDF conversion settings” on page 99 “Convert web pages to PDF in Internet Explorer (Windows)” on page 91 “Convert Microsoft Word, PowerPoint, and Excel files to PDF” on page 78 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. Selecting this option overrides any settings on the Bookmarks tab of the Conversion Settings dialog box. Note: In Microsoft Publisher 2003 documents, PDFMaker includes Publisher headings as bookmarks in the PDF. PDFMaker does not support the conversion of Publisher 2002 bookmarks, links, transparency, or crop marks and bleed marks. Add Links Includes active links and hypertext in the PDF. Note: If this option is deselected, but the recipient of the PDF has the Create Links From URLs preference selected, URLs in the PDF are still active. For more information, see “Preferences for viewing PDFs” on page 37. Enable Accessibility And Reflow With Tagged Adobe PDF Embeds tags in the PDF. Excel-specific options on the Settings tab Convert Comments Converts user-created Excel comments to notes and lists them in the Acrobat Comments panel. Fit Worksheet To A Single Page Adjusts the size of each worksheet so that all the entries on that worksheet appear on the same page of the PDF. Fit To Paper Width Adjusts the width of each worksheet so that all the columns on that worksheet appear on one page in the PDF. Last updated 9/30/2011 88 USING ACROBAT 9 PRO EXTENDED Creating PDFs Prompt For Selecting Excel Sheets Opens a dialog box at the beginning of the file conversion process. In this dialog box, you can specify which worksheets are included in the PDF and the order in which the sheets appear in the PDF. PowerPoint-specific options on the Settings tab Convert Multimedia Converts any linked audio-video file to an FLV file and embeds it in the PDF. Preserve Animation (PowerPoint 2002 and 2003 only) Converts any animation effects in the PowerPoint file to equivalent animations in the PDF. This option is not available in PowerPoint 2007. Preserve Slide Transitions Converts PowerPoint slide transition effects to PDF transition effects. Convert Hidden Slides To PDF Pages Converts any PowerPoint slides that are not seen in the usual playing of the presentation to PDF pages. Convert Speaker Notes Converts any speaker notes for the PowerPoint presentation into Text notes in the PDF. Use PowerPoint Printer Settings (PowerPoint 2002 and 2003 only) Uses the same printer settings in the PDF as in the original file. This option is not available in PowerPoint 2007. Email-specific options on the Settings tab The following options appear when you open the PDFMaker settings from within Microsoft Outlook or Lotus Notes. Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7 ADBE-3) to include all the latest features and functionality. If you’re creating PDFs that are distributed widely, choose an earlier level to ensure that all users can view and print the document. Attachments Indicates whether all files attached to email messages are included in the PDF. Output Adobe PDF Portfolio When Creating A New PDF File When selected, always converts individual messages as component files of a PDF Portfolio. When deselected, merges individual messages as separate pages of a PDF. Do Not Include Folder Name Information When selected, excludes mail folder names from 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. Show This Number Of Recent Archives (Outlook only) When converting email messages and folders, the Adobe PDF > [Convert Selected Messages and Convert Selected Folders] menus can list recently created PDFs to append. This option specifies the maximum number of PDFs to list in the menus. Show “Attach As Adobe PDF” Buttons If selected, the Attach As Adobe PDF button appears in the Outlook email message window. AutoCAD-specific options on the Settings tab The following options appear when you open the PDFMaker settings from within Autodesk AutoCAD. Compliance Standard Specify the PDF/A or PDF/E compliance standard, or none. Open Layers Pane When Viewed In Acrobat Shows the layers structure when a PDF is opened in Acrobat. Embed Scale Information Preserves drawing-scale information, which is usable with the Acrobat measurement tools. Do Not Convert Model Space To 3D When selected, the model space layout is not converted to a 3D annotation in the PDF. Last updated 9/30/2011 89 USING ACROBAT 9 PRO EXTENDED Creating PDFs Choose Layout Option Specifies whether Current Layout, All Layouts, or Selected Layouts are included in the PDF. Exclude Model Space (Available only when Convert All Layouts Without Prompting is selected from Choose Layout Option.) When selected, all layouts except the model space are included in the PDF. Choose Layer Option Specifies whether All Layers, Selected Layers, or No Layers are included as layers in the PDF. Visio-specific options on the Settings tab The following options appear when you open the PDFMaker settings from within Microsoft Visio. Include Visio Custom Properties As Object Data In The Adobe PDF Indicates whether custom properties of the Visio image are included as object data in the new PDF. Exclude Visio Objects With No Custom Properties Indicates whether the new PDF excludes Visio objects without custom properties. Convert Comments To Adobe PDF Comments Indicates whether the comments in the Visio file are converted to PDF comments in the new PDF. Always Flatten Layers In Adobe PDF Specifies if the layers are flattened. If you flatten layers, the PDF looks like the original drawing, but doesn’t contain any layer information. All shapes in the Visio drawing are converted, regardless of their protection or behavior, and shape custom properties can be converted to PDF object data. Open Layers Pane When Viewed In Acrobat Shows the layers structure when a PDF is opened in Acrobat. Word tab settings (Microsoft Word) Convert Displayed Comments To Notes In Adobe PDF Changes any Word comment entries to PDF comments. If the currently open Word document contains comments, more options appear in the Comments list on this tab: • Reviewer Lists the names of reviewers who have entered comments in the current Word document. • 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. Convert Cross-References And Table Of Contents To Links (Word 2002 and 2003 only) Enables one-click navigation of these elements in the new PDF. This option is not available in Word 2007. Convert Footnote And Endnote Links Integrates these into the PDF. Enable Advanced Tagging Integrates this into the PDF. For tips on converting Word documents to PDFs, see Troubleshooting PDF-creation issues in Microsoft Word at www.acrobatusers.com/tutorials/troubleshooting-pdf-creation-issues-microsoft-word. Bookmarks tab settings (Microsoft Word) The options you specify on this tab determine which items are converted into PDF bookmarks in the PDF. Important: To include bookmarks in the conversion process, the Add Bookmarks To Adobe PDF option on the Settings tab must be selected. If you deselect that option, it overrides any options you select on this tab and no bookmarks are created. Convert Word Headings To Bookmarks Selects all the headings in the Elements list for conversion to PDF bookmarks. Last updated 9/30/2011 90 USING ACROBAT 9 PRO EXTENDED Creating PDFs Convert Word Styles To Bookmarks Selects all the text styles in the Elements list for conversion to PDF bookmarks. (Unselected by default.) Convert Word Bookmarks Converts any user-created Word bookmarks to PDF bookmarks. Element list Specifies which Word headings and styles are converted to PDF bookmarks. • Element Lists the names of all available Word headings and styles. The icons for Headings indicate the element types. and Styles • Type Also indicates whether the element is a heading or style in the Word document. • Bookmark Displays X’s, indicating whether individual elements are converted to PDF bookmarks. Clicking an individual Bookmark option changes the selection status for that element. • Level Specifies where the element fits in the hierarchy structure of the PDF Bookmarks panel. Clicking an individual Level number opens a menu that you can use to change the value. Note: When some but not all of the available Word headings and styles are selected for conversion to PDF bookmarks, the marker in the corresponding check boxes at the top of the tab change. If all elements of the type are selected, a check mark appears. If only some of the elements of that type are selected, a colored square appears. Otherwise, the check box is empty. Video tab settings (Microsoft Word and PowerPoint) The options you specify on this tab determine settings for multimedia files that are converted to FLV format and inserted into Word or PowerPoint files. Save Video In To save the converted video file in the same folder as the document, select Same As Document Folder. To save the converted video file in a different folder, select Use This Folder, and click Browse to locate and select a folder. Video Quality A higher Video Quality setting results in a larger PDF file size. Deinterlace Activates the video deinterlacing filter, which can improve video quality. Encode Audio If unselected, the converted video file does not include audio. If selected, specify the data rate at which to encode the audio in the FLV file. Converting web pages to PDF Web pages and PDFs The core of a web page is a file written in Hypertext Markup Language (HTML). Typically, the HTML file includes associations with other files that either appear on the web page or govern how it looks or works. When you convert a web page to PDF, the HTML file and all associated files—such as JPEG images, Adobe FLA files, cascading style sheets, text files, image maps, and forms—are included in the conversion process. The resulting PDF behaves much like the original web page. For example, the images, links, image maps, and most media files appear and function normally within the PDF. (Animated GIF files appear as still images, showing the last frame of the animation.) Also, the PDF functions like any other PDF. For example, you can navigate through the file by scrolling or using bookmarks; users can add comments to it; you can add security, form fields, and other features that enhance it. Last updated 9/30/2011 91 USING ACROBAT 9 PRO EXTENDED Creating PDFs In preparing to convert web pages to PDF, consider the following factors, which affect how you approach the conversion process: • How much do you want to convert? If you want to convert only selected areas of the currently open web page, use PDFMaker from within Internet Explorer. If you want to convert several levels or all of a multipage website to PDF, work within Acrobat. • Do you want to create a new PDF from the web pages or to append the converted pages to an existing PDF? You can do both in either Acrobat or Internet Explorer, but you choose different buttons or commands to accomplish these things. Note: To convert Chinese, Japanese, and Korean (CJK) language web pages to PDF on a Roman (Western) system in Windows, you must have installed the CJK language support files while installing Acrobat. Also, it is preferable to select an appropriate encoding from the HTML conversion settings. Convert web pages to PDF in Internet Explorer (Windows) When you install Acrobat, Internet Explorer (version 6.0 and later) gains an Adobe PDF toolbar. Using the commands on this toolbar, you can convert the currently displayed web page to PDF in various ways: You can convert the entire web page or selected areas of it; you can create a new PDF or append the converted web page to an existing PDF. The Adobe PDF toolbar menu also contains commands that initiate further actions after conversion, such as attaching the new PDF to a new email message or printing it. A menu on the PDF toolbar provides easy conversion and print capabilities. More Help topics “Web page conversion options” on page 94 Convert a web page to PDF 1 In Internet Explorer, go to the web page. 2 Using the Convert menu on the Adobe PDF toolbar, do one of the following: Note: If you don’t see the Adobe PDF toolbar in Internet Explorer, choose View > Toolbars > Adobe PDF. • To create a PDF from the currently open web page, choose Convert Web Page To PDF. Then select a location, type a filename, and click Save. • To add a PDF of the currently open web page to another PDF, choose Add Web Page To Existing PDF. Then locate and select the existing PDF, and click Save. • To create and print a PDF from the currently open web page, choose Print Web Page. When the conversion is complete and the Print dialog box opens, specify options and click OK. Last updated 9/30/2011 92 USING ACROBAT 9 PRO EXTENDED Creating PDFs • To create a PDF from the currently open web page and attach it to a blank email message, choose Convert Web Page And Email. Then specify a location and filename for the PDF, and click Save. Type the appropriate information in the email message that opens after the conversion is complete. • For any of these options, to open the output PDF after conversion, select View Adobe PDF Results. Convert part of a web page to PDF 1 Drag the pointer to select text and images on a web page. 2 Right-click on the selected content and choose one of the following: • To create a new PDF, choose Convert To Adobe PDF. Then select a name and location for the PDF. • To append the selected content to another PDF, choose Append To Existing PDF. Then locate and select the PDF to which the selection will be added. Convert selected areas in a web page to PDF You can use the Select option to select specific areas on a web page to convert. You can use this option to convert meaningful content on a web page and omit unwanted content, such as advertisements. 1 On the Adobe PDF toolbar, click Select . 2 As you move the pointer around the web page, a red dotted line indicates areas of the web page that you can select. Click the areas to convert. Selected areas appear in blue boxes. To deselect an area, click it again. 3 Proceed with conversion as usual. 4 To deselect all areas and exit Select mode, click Select again. Convert a linked web page to PDF ❖ In the open web page, right-click the linked text and choose one of the following: • To add the linked web page to an existing PDF, choose Append Link Target To Existing PDF. Then locate and select the existing PDF, and click Save. • To convert the linked web page to a new PDF, choose Convert Link Target To Adobe PDF. Note: The right-click menu also includes the options Append To Existing PDF and Convert To Adobe PDF. If you select either of these options, the currently open web page, not the selected link, is converted. Convert web pages to PDF in Acrobat Although you can convert an open web page to PDF from Internet Explorer, you get additional options when you run the conversion from Acrobat. For example, you can include an entire website in the PDF or just some levels of a website. More Help topics “Asian language PDFs” on page 57 “Web page conversion options” on page 94 Convert a web page to PDF 1 Choose File > Create PDF > From Web Page. 2 Enter the complete path to the web page, or click Browse and locate an HTML file. Last updated 9/30/2011 93 USING ACROBAT 9 PRO EXTENDED Creating PDFs 3 To change the number of levels in the website to convert, expand Capture Multiple Levels. Enter the number of levels to include, or select Get Entire Site to include all levels from the website. Note: Some websites have hundreds or even thousands of pages. Converting a large website can make your system slow and unresponsive, and can even use up available hard drive space and memory, causing a system crash. It’s a good idea to begin by downloading one level of pages and then go through them to find particular links to download. 4 If Get Only N Level(s) is selected, select one or both of the following options: Stay On Same Path Downloads only web pages subordinate to the specified URL. Stay On Same Server Downloads only web pages stored on the same server. 5 Click Settings, change the selected options in the Web Page Conversion Settings dialog box as needed, and click OK. 6 Click Create. Note: You can view PDF pages while they are downloading; however, you cannot modify a page until the download process is complete. 7 If you closed the Download Status dialog box, Choose Advanced > Web Capture > Bring Status Dialogs To Foreground to see the dialog box again. Add an unlinked web page to an existing PDF Use this procedure to append pages to a writable PDF. If the original PDF is read-only, the result will be a new PDF rather than new pages in the existing PDF. 1 Open the existing PDF in Acrobat (the PDF to which you want to append a web page). 2 Choose Advanced > Web Capture > Create PDF From/Append Web Page. 3 Enter the URL to the web page you want to append and select options, as described for converting web pages to PDF, and then click Create. Add a linked web page to an existing PDF 1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing links to the pages you want to add. 2 Do one of the following: • Right-click the web link, and choose Append To Document. • Choose Advanced > Web Capture > View Web Links. The dialog box lists all the links on the current page or on the tagged bookmark’s pages. Select the linked pages to add. Click Properties to set the download options, as needed, and then click Download. • Choose Advanced > Web Capture > Append All Links On Page. Note: After pages have been converted, links to these pages change to internal links, and clicking a link takes you to the PDF page, rather than to the original HTML page on the web. Convert a linked web page to a new PDF 1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing a web link you want to convert. 2 Right-click the web link, and choose Open Weblink As New Document. Note: In Windows, you can also convert a linked page from a web page displayed in Internet Explorer, using a similar right-click command. Last updated 9/30/2011 94 USING ACROBAT 9 PRO EXTENDED Creating PDFs Copy the URL of a web link Use this procedure to copy the path for a web link to the clipboard, to use it for other purposes. 1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing links to the pages you want to copy. 2 Right-click the web link and choose Copy Link Location. 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, 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. Click the Settings button to see additional options for the selected File Type. 3 On the Page Layout tab, select options for page size, orientation, and scaling, as needed. Web page conversion options The Web Page Conversion Settings dialog box is available from within Internet Explorer and Acrobat. General tab Conversion Settings Specifies the conversion settings for HTML and text. Choose a file type and click Settings to select the font properties and other characteristics. Create Bookmarks Creates a tagged bookmark for each converted web page using the page title (HTML Title element) as the bookmark name. If the page has no title, the URL is used as the bookmark name. Create PDF Tags Stores a structure in the PDF that corresponds to the HTML structure of the web pages. This structure lets you create tagged bookmarks for paragraphs, list elements, and other items that use HTML elements. Place Headers And Footers On New Page Places a header and footer on every page. Headers show the web page title, or if no title is available, the web page URL or file path. Footers show the web page URL or file path, and the date and time of the download. Page Layout tab The Page Layout options specify a selection of page sizes and options for width, height, margin measurements, and page orientation. The Scaling options are as follows: Scale Wide Contents To Fit Page Rescales the contents of a page, if necessary, to fit the width of the page. If this option is not selected, the paper size adjusts to fit the contents of the page, if necessary. Switch To Landscape If Scaled Smaller Than Changes the page orientation to landscape if the new version of a page is less than the specified percentage of the original size. Available only if you selected portrait orientation. Last updated 9/30/2011 95 USING ACROBAT 9 PRO EXTENDED Creating PDFs HTML Conversion Settings This dialog box opens when you select HTML on the General tab of the Web Page Conversion Settings dialog box and then click the Settings button. Input Encoding Lets you specify the following options: • Default Encoding Sets the input encoding of the file text from a menu of operating systems and alphabets. • Always Ignores any encoding that is specified in the HTML source file and uses the selection shown in the Default Encoding option. • 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. To use these colors in the PDF, select Force These Settings For All Pages. When this option is unselected, the default colors are applied only for pages that don't have a specified color scheme. Multimedia Content Determines whether to disable multimedia capture, embed multimedia files when possible, or link to multimedia (such as SWF files) by URL. Retain Page Background Specifies whether to display colors and tiled images in page backgrounds and colors in table cells. If options are deselected, converted web pages sometimes look different than they do in a web browser, but are easier to read when printed. Convert Images Includes images in the conversion to PDF. Underline Links Underlines textual web links on the pages. Text Settings Input Encoding Sets the input encoding of the text for a file. 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 and page backgrounds. Click the color button to open a palette, and select the color. Wrap Lines At Margin Inserts a soft return when the text reaches the edge of the text area on the page. Creating PDFs from Adobe Presenter slide shows About Adobe Presenter Adobe Presenter is an addition to PowerPoint that produces rich media files for use in presentations, training, and education. Presenter slide shows can include video, voice-over narration, interactive quizzes, and other dynamic content to enhance their appeal. Adobe Presenter is included with Acrobat Pro Extended for creating rich media content and saving it as a PDF. Publishing a Presenter slide show as a PDF preserves all of the slide show content. It also reduces the file size and allows users to view it offline. Users need Adobe Reader® 9 or Acrobat 9 to open Presenter PDFs. For more information on creating Presenter slide shows, in PowerPoint, choose Adobe Presenter > Help. For a video on using Presenter to enhance PowerPoint presentations, see www.adobe.com/go/lrvid4204_a9. Last updated 9/30/2011 96 USING ACROBAT 9 PRO EXTENDED Creating PDFs Create a Presenter PDF To create a PDF in which all of the content and files run exactly as created, use the Publish option in the Adobe Presenter menu. 1 In PowerPoint, open the Presenter file, and then choose Adobe Presenter > Publish. 2 In the Publish Presentation dialog box, select Adobe PDF, and then click Choose. 3 Select a location and type a name in the filename box. Then click Open. 4 (Optional) Use the Settings and Slide Manager options to change properties for individual slides or change how the presentation is displayed. 5 (Optional) To display the published PDF, make sure that View Output After Publishing is selected. 6 Click Publish. 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 B C D E F Acrobat Distiller main window (Windows) A. Menus B. Adobe PDF settings files C. Files in job queue D. Failed job E. Context menu F. Status window To convert PostScript files automatically, set up a watched folder in Distiller. To start Acrobat Distiller from Acrobat, choose Advanced > Print Production > Acrobat Distiller. Last updated 9/30/2011 97 USING ACROBAT 9 PRO EXTENDED Creating PDFs Manage the conversion queue Distiller lets you queue PostScript files that you create in authoring applications and then monitor them throughout the PDF conversion process. Queue a PostScript file 1 In Distiller, select an Adobe PDF settings file from the Default Settings pop-up menu. 2 (Optional) Choose Settings > Security and select an encryption level. 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. • To resume processing the current job, click Resume. • To delete files from the queue, click Cancel Job. Cancel Jobs deletes all files from the queue that are not yet successfully completed. Or (Windows only), select and right-click individual files in the job queue and choose Cancel Job(s) to delete only those files. • (Windows only) To open the folder where the selected files are, right-click the job queue and choose Explore. • (Windows only) To open the selected PDF in Acrobat, a browser, or Reader, right-click the job queue and choose View. Or, double-click the PDF to open it in Acrobat. Save a history of the job queue (Windows) ❖ Right-click the job queue, and choose Save List. Distiller saves and opens the history as a PDF. Clear the queue Remove all paused and successfully converted files from the list: • (Windows) Right-click the job queue, and choose Clear History. • (Mac OS) Click the Clear List button above the queue. Distiller preferences The Distiller preferences control global Distiller settings. You set Distiller preferences by choosing File > Preferences (Windows) or Distiller > Preferences (Mac OS). Notify When Watched Folders Are Unavailable Returns a message if a watched folder becomes unavailable or can’t be found. (Windows) Notify When Windows TEMP Folder Is Nearly Full Warns you if available hard disk space is less than 1 MB. Required hard disk space is often double the size of the PostScript file being processed. Last updated 9/30/2011 98 USING ACROBAT 9 PRO EXTENDED Creating PDFs Ask For PDF File Destination Lets you specify the name and location for files when using drag-and-drop or the Print command. Ask To Replace Existing PDF File Warns you if you are about to overwrite an existing PDF. View PDF When Using Distiller Automatically opens the converted PDF. Delete Log Files For Successful Jobs Creates a log file (named messages.log) only if there are messages from interpreting the PostScript file or if a PostScript error occurs. (Log files for failed jobs are always created.) 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 9 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. The Print dialog boxes can vary from application to application. For instructions on creating a PostScript file from your specific application, see the application documentation. Keep in mind the following guidelines when creating PostScript files: • Use PostScript Language Level 3 whenever possible to take advantage of the most advanced features of PostScript. • Use the Adobe PDF printer as your PostScript printer. • (Windows) Send the fonts used in the document. • Give a PostScript file the same name as the original document, but with the extension .ps. (Some applications use a .prn extension instead.) • Use color and custom page sizes that are available with the Acrobat Distiller PPD file. Other PPD files may cause inappropriate colors, fonts, or page sizes in the PDF. • Send PostScript files as 8-bit binary data when using FTP to transfer the files between computers, especially if the platforms are different. This action prevents converting line feeds to carriage returns or vice versa. About watched folders You can configure Distiller to look for PostScript files in certain folders called watched folders. Distiller can monitor up to 100 watched folders. When Distiller finds a PostScript file located in the In folder of a watched folder, it converts the file to PDF and then moves the PDF (and usually the PostScript file and any associated log file) to the Out folder. A watched folder can have its own Adobe PDF settings and security settings that apply to all files processed from that folder. Security settings for a watched folder take priority over the security settings for Distiller. For example, Distiller does not convert a PostScript file in a watched folder if the file is marked with read-only permission. (Windows) Settings and preferences are unique to each user. On a non-NT File System (NTFS), custom settings files stored in this settings folder are read- and write-accessible by every user on the system. On an NTFS, only files created by respective users are read- and write-accessible. Settings files created by other users are read-only. (The default settings files installed with Adobe Acrobat Distiller are Read Only and Hidden.) (Mac OS) Each user’s settings and preferences for Distiller are normally not accessible to any other user. To share a watched folder with other users, the creator of the folder must set the appropriate permissions for the In and Out folders. Sharing enables other users to copy files to the In folder and get files from the Out folder. The creator must be logged into the system and have Distiller running. The other users must log in remotely to open the live watched folder and have their files processed. Last updated 9/30/2011 99 USING ACROBAT 9 PRO EXTENDED Creating PDFs Important: You can’t set up watched folders as a network service for other users. Every user who creates PDFs must have either an Acrobat Pro or Acrobat Pro Extended license. Set watched folders 1 In Acrobat Distiller, choose Settings > Watched Folders. 2 Click Add Folder, and select the target folder. Distiller automatically puts an In folder and an Out folder in the target folder. You can place In and Out folders at any level of a disk drive. 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. 4 Set Adobe PDF conversion settings for the folders: • To edit the Adobe PDF settings to be applied to a folder, select the folder, click Edit Settings, and edit the Adobe PDF settings. Click OK to save it to the watched folder as folder.joboptions. • To use a different set of Adobe PDF settings, select the folder and click Load Settings. Use any settings that you have defined, named, and saved, and then click OK. 5 Set options to manage the processing of files: • Enter a number of seconds to specify how often to check the folders. You can enter up to 9999. (For example, 120 equals 2 minutes, and 9999 equals about 2-3/4 hours.) • Choose what to do with a PostScript file after it has been processed. The file can be moved to the Out folder along with the PDF file or deleted. Any log file is also automatically copied to the Out folder. • To delete PDFs after a certain period of time, enter a number of days, up to 999. This option also deletes PostScript and log files, if you have chosen to delete them. 6 If you want to remove a folder, select the folder and click Remove Folder. Make sure that Distiller has finished processing all the files in the folder before you remove it. Note: When you remove a watched folder, Distiller does not delete the In and Out folders, their contents, or the folder.joboptions file. You can delete these manually when appropriate. More Help topics “Customize Adobe PDF settings” on page 101 Adobe PDF conversion settings Choose an Adobe PDF preset for converting files 1 Do one of the following: • Start Acrobat Distiller. • In an Adobe Creative Suite® application, choose File > Print, select Adobe PDF as the target printer, and click Properties. • (Windows) In Office 2007 applications, choose Acrobat > Preferences. • (Windows) In another authoring application or utility, choose Adobe PDF > Change Conversion Settings. Last updated 9/30/2011 100 USING ACROBAT 9 PRO EXTENDED Creating PDFs 2 Choose a preset from the Default Settings (or Conversion Settings) menu. Adobe PDF presets A PDF preset is a group of settings that affect the process of creating a PDF. These settings are designed to balance file size with quality, depending on how the PDF are used. Most predefined presets are shared across Adobe Creative Suite applications, including InDesign, Illustrator, Photoshop, and Acrobat. You can also create and share custom presets for your unique output requirements. A saved PDF preset file has the suffix .joboptions. A few of the following presets are not available until you move them from the Extras folder (where they installed by default) to the Settings folder for custom settings. Important: Acrobat Standard does not include the Extras folder. The presets installed in the Extras folder are only available in Acrobat Pro and Pro Extended. Typically, the Extras and Settings folders for default settings are found in (Windows) Documents and Settings/All Users/Application Data/Adobe/Adobe PDF, (Vista) ProgramData/Adobe/Adobe PDF, or (Mac OS) Library/Application Support/Adobe PDF. The default settings files installed with Distiller are Read Only and Hidden. The custom settings are found in (Windows) Documents and Settings/[username]/Application Data/Adobe/Adobe PDF/Settings, (Vista) Users/[username]/AppData/Roaming/Adobe/Adobe PDF/Settings, or (Mac OS) Users/[username]/Library/Application Support/Adobe/Adobe PDF/Settings. Some presets are not available in some Creative Suite applications. Review your PDF settings periodically. The settings do not automatically revert to the default settings. Applications and utilities that create PDFs use the last set of PDF settings defined or selected. High Quality Print Creates PDFs for quality printing on desktop printers and proofing devices. This preset uses PDF 1.4, downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi. It also embeds subsets of all fonts, leaves color unchanged, and does not flatten transparency (for file types capable of transparency). These PDFs can be opened in Acrobat 5.0 and Acrobat Reader 5.0 and later. Oversized Pages (Acrobat Pro and Pro Extended) Creates PDFs suitable for viewing and printing of engineering drawings larger than 200 x 200 in. (508 x 508 cm). These PDFs can be opened in Acrobat and Reader 7.0 and later. PDF/A-1b: 2005 (CMYK and RGB) Used for long-term preservation (archival) of electronic documents. PDF/A-1b uses PDF 1.4 and converts all colors to either CMYK or RGB, depending on which standard you choose. These PDFs can be opened in Acrobat and Reader versions 5.0 and later. PDF/X-1a (2001 and 2003) (Acrobat Pro and Pro Extended) PDF/X-1a requires all fonts to be embedded, the appropriate PDF bounding boxes to be specified, and color to appear as CMYK, spot colors, or both. Compliant files must contain information describing the printing condition for which they are prepared. PDF files created with PDF/X-1a compliance can be opened in Acrobat 4.0 and Acrobat Reader 4.0 and later. 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: (Acrobat Pro and Pro Extended) 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 and Pro Extended) This preset is based on PDF 1.4, which includes support for live transparency. PDF/X-4 has the same color-management and International Color Consortium (ICC) color specifications as PDF/X-3. You can create PDF/X-4-compliant files directly with Creative Suite 3 applications (Illustrator, InDesign, and Photoshop). In Acrobat 9, use the Preflight feature to convert PDFs to PDF/X-4 DRAFT. PDF files created with PDF/X-4 compliance can be opened in Acrobat 7.0 and Reader 7.0 and later. Last updated 9/30/2011 101 USING ACROBAT 9 PRO EXTENDED Creating PDFs Press Quality Creates PDF files for high-quality print production (for example, for digital printing or for color separations to an imagesetter or platesetter). However, it does not create files that are PDF/X compliant. In this case, the quality of the content is the highest consideration. The objective is to maintain all the information in a PDF file that a commercial printer or print service provider requires to print the document correctly. This set of options uses PDF 1.4, converts colors to CMYK, and downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi. It embeds subsets of all fonts and preserves transparency (for file types capable of transparency). These PDF files can be opened in Acrobat 5.0 and Acrobat Reader 5.0 and later. Note: Before creating a PDF file to send to a commercial printer or print service provider, find out what output resolution and other settings are required. Or, ask for a .joboptions file with the recommended settings. You sometimes must customize the Adobe PDF settings for a particular provider and then provide a .joboptions file of your own. Rich Content PDF (Acrobat Pro and Pro Extended) Creates accessible PDF files that include tags, hyperlinks, bookmarks, interactive elements, and layers. This set of options uses PDF 1.6 and embeds subsets of all fonts. It also optimizes files for byte serving. These PDF files can be opened in Acrobat and Reader 7.0 and later. (The Rich Content PDF preset is in the Extras folder.) Note: This preset was called eBook in earlier versions of some applications. Smallest File Size Creates PDF files for displaying on the web or an intranet, or for distribution through an email system. This set of options uses compression, downsampling, and a relatively low image resolution. It converts all colors to sRGB, and (for Adobe Acrobat Distiller-based conversions) does not embed fonts. It also optimizes files for byte serving. These PDF files can be opened in Acrobat and Reader 6.0 and later. Standard Creates PDF files to be printed to desktop printers or digital copiers, published on a CD, or sent to a client as a publishing proof. This set of options uses compression and downsampling to keep the file size down. However, it also embeds subsets of all (allowed) fonts used in the file, converts all colors to sRGB, and prints to a medium resolution. Windows font subsets are not embedded by default. PDF files created with this settings file can be opened in Acrobat and Reader 6.0 and later. Customize Adobe PDF settings You may want to create custom conversion settings for certain jobs or output devices. The selections you make determine such things as whether the document fonts are embedded and subsetted at 100%, how vector objects and images are compressed and/or sampled, and whether the resulting PDF includes high-end printing information such as OPI (Open Prepress Interface) comments. Default settings files cannot be modified, but can be duplicated to help create new settings files. Note: If the PDF is intended for high-end printing, ask your service provider for their custom .joboptions file with the recommended output resolution and other settings. This way, the PDF you give them will have characteristics optimized for your print workflow. Create a custom Adobe PDF settings file 1 Do one of the following: • In Acrobat Distiller, select one of the predefined sets of options from the Default Settings menu to use as a starting point, and then choose Settings > Edit Adobe PDF Settings. • In authoring applications or utilities, select Adobe PDF as the target printer—typically in the Page Setup or Print dialog boxes—and click Properties. • (Windows) In the Acrobat PDFMaker dialog box, click Advanced Settings in the Settings tab. Last updated 9/30/2011 102 USING ACROBAT 9 PRO EXTENDED Creating PDFs Note: In Windows, you can switch to a different preset from within the Adobe PDF Settings dialog box. To do this, select Show All Settings at the bottom left and then select a preset from the list on the left. A B Adobe PDF Settings dialog box (Windows) A. Predefined Adobe PDF settings B. Options panel 2 Select panels one at a time, and make changes as needed. 3 Save your customized preset in one of the following ways: • Click OK to save a duplicate of the custom preset file, which will automatically be renamed. For example, if you edit the Press Quality preset, your first customized version appears as Press Quality (1). • Click Save As, type a new descriptive name for the file, and click Save. 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. 3 Repeat step 2 as needed, and then click Cancel to close the Remove Adobe PDF Settings dialog box. Adobe PDF settings The Adobe PDF Settings dialog box in Acrobat Distiller contains panels of options that you can select to customize your PDF output. More Help topics “PDF/X-, PDF/A-, and PDF/E-compliant files” on page 504 “Find PostScript font names” on page 114 Last updated 9/30/2011 103 USING ACROBAT 9 PRO EXTENDED Creating PDFs General panel options Use this panel to select a version of Acrobat for file compatibility and other file and device settings. Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7 E) to include all the latest features and functionality. If you’re creating PDFs that will be distributed widely, choose an earlier level, to ensure that all users can view and print the document. Object Level Compression Compresses structural information (such as bookmarks, accessibility, and noncompressible objects), making this information neither visible or usable in Acrobat 5.0 or Reader 5.0. Tags Only compresses structural information; Off applies no compression. Auto-Rotate Pages Automatically rotates pages according to the direction of text. • Collectively By File Rotates all pages to match the orientation of the majority of text in the document. • Individually Rotates each page based on the orientation of the text on that page. • Off Prevents pages from rotating. Note: If Process DSC Comments is selected in the Advanced panel and if %%Viewing Orientation comments are included, these comments take precedence in determining page orientation. Binding Specifies whether to display a PDF with left side or right side binding. The Binding setting affects the appearance of pages in the Two-Up Continuous view and the appearance of thumbnails side by side. Resolution Use for PostScript files to emulate resolutions based on the printer they are printing to. Permitted values range from 72 to 4000. Use the default setting unless you plan to print the PDF on a specific printer while emulating the resolution defined in the original PostScript file. Note: Increasing the resolution setting increases file size and may slightly increase the time required to process some files. Pages Specifies which pages to convert to PDF. Embed Thumbnails Embeds a thumbnail preview for each page in the PDF, increasing the file size. Deselect this setting when users of Acrobat 5.0 and later will view and print the PDF; these versions generate thumbnails dynamically each time you click the Pages panel of a PDF. Optimize For Fast Web View Restructures the file for faster access (page-at-a-time downloading, or byte serving) from web servers. This option compresses text and line art, overriding compression selections on the Images panel. 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 1.5 to 2 times the line screen ruling at which the file will be printed. The resolution for monochrome images should be the same as the output device, but be aware that saving a monochrome image at a resolution higher than 1500 dpi increases the file size without noticeably improving image quality. Images that will be magnified, such as maps, may require higher resolutions. Note: Resampling monochrome images can have unexpected viewing results, such as no image display. If this happens, turn off resampling and convert the file again. This problem is most likely to occur with subsampling, and least likely with bicubic downsampling. The following table shows common types of printers and their resolution measured in dpi, their default screen ruling measured in lines per inch (lpi), and a resampling resolution for images measured in pixels per inch (ppi). For example, if you were printing to a 600-dpi laser printer, you would enter 170 for the resolution at which to resample images. Last updated 9/30/2011 104 USING ACROBAT 9 PRO EXTENDED Creating PDFs Printer resolution Default line screen Image resolution 300 dpi (laser printer) 60 lpi 120 ppi 600 dpi (laser printer) 85 lpi 170 ppi 1200 dpi (imagesetter) 120 lpi 240 ppi 2400 dpi (imagesetter) 150 lpi 300 ppi Downsample (Off) Reduces image resolutions that exceed the For Images Above value to the resolution of the output device by combining pixels in a sample area of the image to make one larger pixel. Average Downsampling To Averages the pixels in a sample area and replaces the entire area with the average pixel color at the specified resolution. Subsampling To Replaces an entire area with a pixel selected from that sample area, at the specified resolution. Causes faster conversion time than downsampling, but resulting images are less smooth and continuous. Bicubic Downsampling To Uses a weighted average, instead of a simple average (as in downsampling) to determine pixel color. This method is slowest but produces the smoothest tonal gradations. Compression/Image Quality Applies compression to color, grayscale, and monochrome images. For color and grayscale images, also sets the image quality. Anti-Alias To Gray Smooths jagged edges in monochrome images. Choose 2 bit, 4 bit, or 8 bit to specify 4, 16, or 256 levels of gray. (Anti-aliasing may cause small type or thin lines to look blurry.) Note: Compression of text and line art is always on. To turn it off, set the appropriate Distiller parameter. For details, see the SDK information on the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (PDF, English only). Policy Opens the Image Policy dialog box, where you can set processing options for Color, Grayscale, and Monochrome images that are less than the resolutions you specify. For each type of image, enter a resolution value, and then choose Ignore, Warn And Continue, or Cancel Job. 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 icon . If you select a font that has a license restriction, the nature of the restriction is described in the Adobe PDF Options dialog box. Note: When you combine PDF files that have the same font subset, Acrobat attempts to combine the font subsets. Embed All Fonts Embeds all fonts used in the file. Font embedding is required for PDF/X compliance. Embed OpenType Fonts Embeds all OpenType fonts used in the file, and maintains OpenType font information for advanced line layout. This option is available only if either Acrobat 7.0 (PDF 1.6) or Acrobat 8 (PDF 1.7) is selected from the Compatibility menu in the General panel. Subset Embedded Fonts When Percent Of Characters Used Is Less Than Specifies a threshold percentage if you want to embed only a subset of the fonts. For example, if the threshold is 35, and fewer than 35% of the characters are used, Distiller embeds only those characters. When Embedding Fails Specifies how Distiller responds if it cannot find a font to embed when processing a file. Always Embed To embed only certain fonts, move them into the Always Embed list. Make sure that Embed All Fonts is not selected. Last updated 9/30/2011 105 USING ACROBAT 9 PRO EXTENDED Creating PDFs Never Embed Move fonts that you do not want to embed to this list. If necessary, choose a different font folder from the pop-up menu to display the font in the font list. Note: Fonts that have license restrictions are listed with a lock icon. If you select a font with a license restriction, the nature of the restriction is described in the Adobe PDF Options dialog box. Add Name If the font you want is not in a font folder, click Add Name. Enter the name of the font, select Always Embed List (or Never Embed List), and click Add. Note: A TrueType font can contain a setting added by the font designer that prevents the font from being embedded in PDF files. Remove Removes a font from the Always Embed or Never Embed list. This action doesn’t remove the font from your system; it removes the reference to the font from the list. Note: Acrobat does not include the Times, Helvetica, and ZapfDingbats fonts. If you want PDF recipients to view and print these fonts in PDFs that you create, embed the fonts. Color panel options Whether you’re using color management information in the PostScript file, using Distiller CSFs, or defining custom settings, you set all color management information for Distiller on the Color panel of the Adobe PDF Settings dialog box. Settings File Lists color settings, including those used in graphics applications. The None setting lets you edit the Color Management Policies and Working Spaces settings. Color Management Policies Specifies how Distiller converts unmanaged color in a PostScript file when you don’t use a Distiller color settings file. This menu is available when None is selected in the Settings File menu. Note: Color Management Policies values may affect a PDF differently depending on the compatibility setting you choose in the General panel. • Leave Color Unchanged Leaves device-dependent colors unchanged and preserves device-independent colors as the nearest possible equivalent. This is a useful option for print shops that have calibrated their devices, have used that information to specify color in the file, and are only outputting to those devices. • 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. • Tag (Or Convert) Only Images For Color Management Tags ICC profiles in images only (not text or vector objects), which prevents black text from undergoing any color shift when distilling Acrobat 4.0 (PDF 1.3) compatible PDFs. Converts device-dependent color spaces in images (RGB, Grayscale, and CMYK) to device-independent color spaces (CalRGB, CalGray, and Lab) in Acrobat 3.0 (PDF 1.2) compatible PDFs. • Convert All Colors To sRGB (or Convert Everything To CalRGB) Calibrates color, making it device-independent. Converts CMYK and RGB images to sRGB in PDFs compatible with Acrobat 4.0 (PDF 1.3) or later. Converts CMYK and RGB images to calibrated RGB (CalRGB) in Acrobat 3.0 (PDF 1.2) compatible PDFs. Recommended for PDFs that will be used on-screen or with low-resolution printers. • Convert All Colors To CMYK Converts color spaces to DeviceGray or DeviceCMYK according to the options specified in the Working Spaces menu. All Working Spaces must be specified. Document Rendering Intent Choose a method to map colors between color spaces. The result of any particular method depends on the profiles of the color spaces. For example, some profiles produce identical results with different methods. Last updated 9/30/2011 106 USING ACROBAT 9 PRO EXTENDED Creating PDFs Acrobat shares four rendering intents (Perceptual, Saturation, Relative Colorimetric, and Absolute Colorimetric) with other Creative Suite applications. Acrobat also includes a rendering intent called Preserve, which indicates that the intent is specified in the output device rather than in the PDF. In many output devices, Relative Colorimetric is the default intent. Note: In all cases, intents may be ignored or overridden by color management operations that occur subsequent to the creation of the PDF file. Working Spaces For all Color Management Policies values other than Leave Color Unchanged, choose a working space to specify which ICC profiles are used for defining and calibrating the grayscale, RGB, and CMYK color spaces in distilled PDFs. • Gray Choose a profile to define the color space of all grayscale images in files. The default ICC profile for gray images is Adobe Gray - 20% Dot Gain. Choose None to prevent grayscale images from being converted. • RGB Choose a profile to define the color space of all RGB images in files. The default, sRGB IEC61966-2.1, is recognized by many output devices. Choose None to prevent RGB images from being converted. • CMYK Choose a profile to define the color space of all CMYK images in files. The default is U.S. Web Coated (SWOP) v2. Choose None to prevent CMYK images from being converted. Note: Choosing None for all three working spaces has the same effect as selecting the option Leave Color Unchanged. You can add ICC profiles (such as ones provided by your print service bureau) by placing them in the ICCProfiles folder in the Common folder, the Windows\System\Color folder (Windows), or the System Folder/ColorSync folder (Mac OS). Preserve CMYK Values For Calibrated CMYK Color Spaces When selected, device-independent CMYK values are treated as device-dependent (DeviceCMYK) values, device-independent color spaces are discarded, and PDF/X-1a files use the Convert All Colors To CMYK value. When deselected, device-independent color spaces convert to CMYK, provided that Color Management Policies is set to Convert All Colors To CMYK. Preserve Under Color Removal And Black Generation Retains these settings if they exist in the PostScript file. Black generation calculates the amount of black to use when reproducing a color. Undercolor removal (UCR) reduces cyan, magenta, and yellow to compensate for black generation. Because UCR uses less ink, it’s suitable for uncoated stock. When Transfer Functions Are Found Specifies how to handle transfer functions in PDFs. Transfer functions are used for artistic effect and to correct for the characteristics of a specific output device. • 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. • Apply Applies the transfer function, changing the colors in the file but doesn’t keep it. This method is useful for creating color effects in a file. Preserve Halftone Information Retains any halftone information in files. Halftone information is intended for use with a particular output device. Last updated 9/30/2011 107 USING ACROBAT 9 PRO EXTENDED Creating PDFs Advanced panel options The Advanced options specify which Document Structuring Conventions (DSC) comments to keep in a PDF and how to set other options that affect the conversion from PostScript. In a PostScript file, DSC comments contain information about the file (such as the originating application, the creation date, and the page orientation) and provide structure for page descriptions in the file (such as beginning and ending statements for a prologue section). DSC comments can be useful when your document is going to print or press. For more information, see the documents on the Adobe PDF Technology Center at www.adobe.com/go/learn_acr_pdftechnology_en (PDF, English only). Note: The ASCII Format option has been removed from Distiller, but is still available as a Distiller parameter. Allow PostScript File To Override Adobe PDF Settings Uses settings stored in a PostScript file rather than the current PDF settings file. For more information about customizing PDF settings, see the SDK information on the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (PDF, English only). Allow PostScript XObjects PostScript XObjects store fragments of PostScript code to be used when a PDF is printed on a PostScript printer. Use only in controlled workflows where there is no other option. Available when the Standard or Smallest File Size is selected from the Default Settings menu. Convert Gradients To Smooth Shades Converts blends to smooth shades for Acrobat 4.0 and later, improving quality and reducing file size of PDFs. Distiller converts gradients from Adobe Illustrator, Adobe InDesign, Adobe FreeHand®, CorelDraw, QuarkXPress, and Microsoft PowerPoint. Convert Smooth Lines To Curves Reduces the amount of control points used to build curves in CAD drawings, which results in smaller PDFs and faster on-screen rendering. Preserve Level 2 Copypage Semantics Uses the copypage operator defined in PostScript Level 2 rather than in Language Level 3 PostScript. If you have a PostScript file and select this option, a copypage operator copies the page. If this option is not selected, the equivalent of a showpage operation is executed, except that the graphics state is not reinitialized. Preserve Overprint Settings Retains any overprint settings in files being converted to PDF. Overprint settings create color by printing one ink on top of another ink. Overprinting Default Is Nonzero Overprinting Prevents overprinted objects with zero CMYK values from knocking out CMYK objects beneath them. Save Adobe PDF Settings Inside PDF File Embeds the settings file (.joboptions) used to create the PDF as an attachment. (To view the settings file, choose View > Navigation Panels > Attachments in Acrobat.) Save Original JPEG Image In PDF If Possible Processes compressed JPEG images (images that are already compressed using DCT encoding) without recompressing them. When deselected, performance improves because only decompression, not recompression, occurs. 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.ps files are located in (Windows) /Documents and Settings/All Users/Application Data/Adobe/Adobe PDF/Distiller/Data, (Vista) /Users/All Users/Adobe/Adobe PDF/Distiller/Data, or (Mac OS)/Library/Application Support/Adobe/Adobe PDF/Distiller/Data. In Windows Explorer, the Application Data folder is typically hidden; to make it visible, choose Tools > Folder Options, click the View tab, and select Show Hidden Files And Folders. Or, you can type the path into the Address text box. Last updated 9/30/2011 108 USING ACROBAT 9 PRO EXTENDED Creating PDFs Note: Distiller processes prologue and epilogue files only if both files are present and located properly. The two files must be used together. If the prologue and epilogue files are at the same level as the In and Out folders of a watched folder, they are used instead of the ones in the Distiller folder. Process DSC Comments Maintains DSC information from a PostScript file. • Log DSC Warnings Displays warning messages about problematic DSC comments during processing and adds them to a log file. • Preserve EPS Information From DSC Retains information for an EPS file, such as the originating application and creation date. • Preserve OPI Comments Retains information needed to replace a For Placement Only (FPO) image or comment with the high-resolution image located on servers that support Open Prepress Interface (OPI) versions 1.3 and 2.0. For more information, see the OPI 2.0 specification at www.adobe.com/go/learn_acr_opi2spec_en (PDF, English only). • Preserve Document Information From DSC Retains document properties, such as the title, creation date, and time, in the PDF. • Resize Page And Center Artwork For EPS Files Centers an EPS image and resizes the page to fit closely around the image. If deselected, the page is sized and centered based on the upper left corner of the upper left object and lower right corner of the lower right object on the page. This option applies only to jobs that consist of a single EPS file. Standards panel options By using Standards options, you can check document content in the PostScript file to make sure it meets standard PDF/X1-a, PDF/X-3, or PDF/A criteria before creating the PDF. For PDF/X-compliant files, you can also require that the PostScript file meet additional criteria by selecting options in the Standards panel. The availability of options depends on the standard you select. You can also create a PDF/X file from a compliant PDF by using the Preflight feature in Acrobat. PDF/X-compliant Complies with the PDF/X standard for high-resolution print production. Note: PDFMaker, the conversion method used to convert Microsoft Word and other application files to PDF, does not create PDF/X-compliant files. PDF/A-compliant Complies with the PDF/A standard for archival documents. Note: If you set up a watched folder for creating PDF/A-compliant files, 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 9. When Not Compliant Specifies whether to create the PDF if the PostScript file does not comply with the requirements of the standard. • Continue Creates a PDF even if the PostScript file doesn’t meet the PDF/X requirements and notes these problems in the report. • Cancel Job Creates a PDF only if the PostScript file meets the PDF/X requirements of the selected report options, and is otherwise valid. Report As Error Flags the PostScript file as noncompliant if one of the reporting options is selected and a trim box or art box is missing from any page. Last updated 9/30/2011 109 USING ACROBAT 9 PRO EXTENDED Creating PDFs Set TrimBox To MediaBox With Offsets Computes values for the trim box based on the offsets for the media box of respective pages if neither the trim box nor art box is specified. The trim box is always as small as or smaller than the enclosing media box. Set BleedBox To MediaBox Uses the media box values for the bleed box if the bleed box is not specified. Set BleedBox To TrimBox With Offsets Computes values for the bleed box based on the offsets for the trim box of respective pages if the bleed box is not specified. The bleed box is always as large as or larger than the enclosed trim box. This option uses the units specified on the General panel of the Adobe PDF Settings dialog box. Output Intent Profile Name Indicates the characterized printing condition for which the document has been prepared, and is required for PDF/X compliance. If a document doesn’t specify an output intent profile name, Distiller uses the selected value from this menu. If your workflow requires that the document specify the output intent, choose None. Output Condition Identifier Indicates the reference name that is specified by the registry of the output intent profile name. For more information, click the question mark next to the option. Output Condition Describes the intended printing condition. This entry can be useful for the intended receiver of the PDF. For more information, click the question mark next to the option. Registry Name (URL) Indicates the web address for finding more information about the output intent profile. The URL is automatically entered for ICC registry names. The registry name is optional, but recommended. For more information, click the question mark next to the option. Trapped Indicates the state of trapping in the document. PDF/X compliance requires a value of True or False. If the document does not specify the trapped state, the value provided here is used. If your workflow requires that the document specify the trapped state, choose Leave Undefined. PDF compatibility levels When you create PDFs, you decide which PDF version to use. You can change the PDF version by switching to a different preset or choosing a compatibility option when you save as PDF or edit a PDF preset. Generally, unless there’s a specific need for backward compatibility, use the most recent version (in this case, version 1.7). The latest version includes all the newest features and functionality. However, if you’re creating documents that will be distributed widely, consider choosing Acrobat 6.0 (PDF 1.5) or Acrobat 7.0 (PDF 1.6). Using one of these versions ensures that all users can view and print the document. The following table compares some of the functionality in PDFs created using the different compatibility settings. Last updated 9/30/2011 110 USING ACROBAT 9 PRO EXTENDED Creating PDFs 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 8 and Acrobat 9 (PDF 1.7) PDFs can be opened with Acrobat 3.0 and Acrobat Reader 3.0 and later. PDFs can be opened with Acrobat 3.0 and Acrobat Reader 3.0 and later. However, features specific to later versions are sometimes lost or not viewable. Most PDFs can be opened with Acrobat 4.0 and Acrobat Reader 4.0 and later. However, features specific to later versions are sometimes lost or not viewable. Most PDFs can be opened with Acrobat 4.0 and Acrobat Reader 4.0 and later. However, features specific to later versions are sometimes lost or not viewable. Cannot contain artwork that uses live transparency effects. Any transparency must be flattened before converting to PDF 1.3. Supports the use of live transparency in artwork. (The Acrobat Distiller feature flattens transparency.) Supports the use of live transparency in artwork. (The Acrobat Distiller feature flattens transparency.) Supports the use of live transparency in artwork. (The Acrobat Distiller feature flattens transparency.) Layers are not supported. Layers are not supported. Preserves layers when creating PDFs from applications that support the generation of layered PDF documents, such as Illustrator CS and later or InDesign CS and later. Preserves layers when creating PDFs from applications that support the generation of layered PDF documents, such as Illustrator CS and later or InDesign CS and later. DeviceN color space with eight colorants is supported. DeviceN color space with eight colorants is supported. DeviceN color space with up to 31 colorants is supported. DeviceN color space with up to 31 colorants is supported. Multibyte fonts can be embedded. (Distiller converts the fonts when embedding.) Multibyte fonts can be embedded. Multibyte fonts can be embedded. Multibyte fonts can be embedded. 40-bit RC4 security supported. 128-bit RC4 security supported. 128-bit RC4 security supported. 128-bit RC4 and 128-bit AES (Advanced Encryption Standard) security supported. Share custom PDF settings You can save and reuse your own Adobe PDF preset definitions. You can also share a custom preset by sending a copy of the resulting file to other users. Those users can then add it to the Distiller applications installed on their own computers. Note: PDF settings files have the extension .joboptions. Custom preset files are stored in (Windows) Documents and Settings/[username]/Application Data/Adobe/Adobe PDF/Settings, (Vista) Users/[username]/AppData/Roaming/Adobe/Adobe PDF/Settings, or (Mac OS) User/[username]/Library/Application Support/Adobe/Adobe PDF/Settings. ❖ To add a custom PDF settings file to the menu, do one of the following: • Drag the .joboptions file onto the Distiller window. • In Acrobat Distiller, choose Settings > Add Adobe PDF Settings, browse to the copied .joboptions file, select it, and click Open. The settings file appears as the selected option in the Default Settings menu. Last updated 9/30/2011 111 USING ACROBAT 9 PRO EXTENDED 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. Monochrome images include most black-and-white illustrations made by paint programs and any images scanned with an image depth of 1 bit. When you downsample (or decrease the number of pixels), information is deleted from the image. With Distiller, you specify an interpolation method—average downsampling, bicubic downsampling, or subsampling—to determine how pixels are deleted. Depending on the settings you choose, compression and downsampling can significantly reduce the size of a PDF with little or no loss of detail and precision. When Distiller processes a file, it normally applies the compression settings to images throughout the file. However, you can assign different compression and downsampling methods to individual images. Varying the compression and downsampling methods within a PDF Before you create a PDF, you can take various approaches to applying different compression and downsampling options to the individual images that will go into that PDF: • Use Adobe Photoshop to resample and compress existing image files before using Distiller. When you are ready to create the PDF in Distiller, be careful to deselect the compression and downsampling or subsampling options. • Create separate PostScript files for each part of the document that you want to process differently, and use different compression options to distill each part. Then use Distiller to merge the files into a single PDF. • When you create color, grayscale, and monochrome images in an art application (such as Adobe Photoshop), select the compression and downsampling settings that you want when you save each image from within that application. • Insert Distiller parameters before images in a PostScript file. You can use this technique to process every image in a document differently. This technique is the most difficult, because it requires knowledge of PostScript programming. For more information on using parameters, see the SDK documentation on the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (English only). Note: To apply the inserted Distiller parameters, select Allow PostScript File To Override Adobe PDF Settings on the Advanced panel of the Adobe PDF Settings dialog box in Distiller. This option overrides settings you selected in the Adobe PDF dialog box. Compression methods Distiller applies ZIP compression to text and line art, ZIP or JPEG compression to color and grayscale images, and ZIP, CCITT Group 3 or 4, or Run Length compression to monochrome images. Last updated 9/30/2011 112 USING ACROBAT 9 PRO EXTENDED Creating PDFs A B Sales Plan Kahili Mountain Coffee C D Suitable compression methods for different art types A. ZIP B. JPEG C. CCITT D. Run Length You can choose from the following compression methods: ZIP Works well on images with large areas of single colors or repeating patterns, and for black-and-white images that contain repeating patterns. Acrobat supports only 8-bit ZIP compression, which is lossless; that is, data is not removed to reduce file size, so image quality is not affected. Note: Adobe implementation of the ZIP filter is derived from the zlib package of Jean-loup Gailly and Mark Adler, whose generous assistance we gratefully acknowledge. JPEG Suitable for grayscale or color images, such as continuous-tone photographs. JPEG is lossy, which means that it removes image data and may reduce image quality; however, it attempts to reduce file size with the minimum loss of information. Because JPEG compression eliminates data, it can achieve much smaller file sizes than ZIP compression. CCITT Available only for monochrome bitmap images. CCITT (Consultative Committee on International Telegraphy and Telephony) compression is appropriate for black-and-white images and any images scanned with an image depth of 1 bit. Group 4 is a general-purpose method that produces good compression for most monochrome images. Group 3, used by most fax machines, compresses monochrome images one row at a time. Run Length Produces the best results for images that contain large areas of solid white or black. Last updated 9/30/2011 113 USING ACROBAT 9 PRO EXTENDED Creating PDFs Fonts Font embedding and substitution A font can be embedded only if it contains a setting by the font vendor that permits it to be embedded. Embedding prevents font substitution when readers view or print the file, and ensures that readers see the text in its original font. Embedding increases file size only slightly, unless the document uses CID fonts. a font format commonly used for Asian languages. You can embed or substitute fonts in Acrobat or when you export an InDesign document to PDF. You can embed the entire font, or just a subset of the characters used in the file. Subsetting ensures that your fonts and font metrics are used at print time by creating a custom font name. That way, for example, your version of Adobe Garamond®, not your service provider’s version, can always be used by the service provider for viewing and printing. Type 1 and TrueType fonts can be embedded if they are included in the PostScript file, or are available in one of the font locations that Distiller monitors and are not restricted from embedding. When a font cannot be embedded because of the font vendor’s settings, and someone who opens or prints a PDF does not have access to the original font, a Multiple Master typeface is temporarily substituted: AdobeSerifMM for a missing serif font, and AdobeSansMM for a missing sans serif font. The Multiple Master typeface can stretch or condense to fit, to ensure that line and page breaks in the original document are maintained. The substitution cannot always match the shape of the original characters, however, especially if the characters are unconventional ones, such as script typefaces. Note: For Asian text, Acrobat uses fonts from the installed Asian language kit or from similar fonts on the user’s system. Fonts from some languages or with unknown encodings cannot be substituted; in these cases, the text appears as bullets in the file. If characters are unconventional (left), the substitution font will not match (right). 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. For more information, see the forum post at www.acrobatusers.com/forums/aucbb/viewtopic.php?pid=52774#p52774. Accessing and embedding fonts using Distiller When converting a PostScript file to PDF, Distiller needs access to the file’s fonts to insert the appropriate information in the PDF. Distiller first searches the PostScript file for Type 1, TrueType, and OpenType fonts. If the font isn’t embedded in the PostScript file, Distiller searches additional font folders. Distiller searches the following font folders in Windows: • /Resource/Font in the Acrobat folder • /Windows/Fonts Distiller searches the following font folders in Mac OS: • /Resource/Font in the Acrobat folder Last updated 9/30/2011 114 USING ACROBAT 9 PRO EXTENDED Creating PDFs • /Users/[user name]/Library/Fonts • /Library/Fonts • /System/Library/Fonts The Acrobat installation includes width-only versions of many common Chinese, Japanese, and Korean fonts, therefore Distiller can then access these fonts in Acrobat. Make sure that the fonts are available on your computer. (In Windows, choose Complete when you install Acrobat, or choose Custom and select the Asian Language Support option. In Mac OS, these fonts are installed automatically.) For information on including fonts in a PostScript file, see the documentation that came with the application and printer driver you use to create PostScript files. Note: Distiller does not support Type 32 fonts. To specify other font folders for Distiller to search, in Acrobat Distiller, choose Settings > Font Locations. Then in the dialog box, click Add to add a font folder. Select Ignore TrueType Versions Of Standard PostScript Fonts to exclude TrueType fonts that have the same name as a font in the PostScript 3 font collection. Note: To provide Distiller with access to a font folder that has been moved, use this dialog box to remove the folder listed in its old location and add it in its new location. Preview PDFs without local fonts You can create a printable preview of your document that substitutes default fonts for any text formatted in fonts that are available on your local computer but are not embedded in the PDF. This preview can help you decide whether to embed those local fonts in the PDF, to achieve the look you want for your document. ❖ In the Preferences dialog box under Categories, select Page Display, and then deselect Use Local Fonts. Note: If a font cannot be substituted, the text appears as bullets, and Acrobat displays an error message. Find PostScript font names If you need to enter a font name manually on the Fonts panel of the Adobe PDF Settings dialog box, you can use a PDF to find the exact spelling of the name. 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. 4 Write down the name of the font, using the exact spelling, capitalization, and hyphenation of the name as it appears in the Font Info dialog box. Last updated 9/30/2011 115 Chapter 4: PDF Portfolios and combined PDFs In Adobe® Acrobat® 9 Pro Extended, you can easily create complex Adobe PDFs that include different types of files. You can package multiple files of various types into a PDF Portfolio, in which each file appears separately and has its own pagination. You can also convert and merge multiple files into a single merged PDF, in which converted documents flow into the PDF as sequential pages. It’s also easy to make changes in a complex PDF so that it contains just the information you want. You can make these changes in an orderly, unified, and efficient document that serves your needs. Combining files into a PDF Portfolio About PDF Portfolios A PDF Portfolio contains multiple files assembled into an integrated PDF unit. The files in a PDF Portfolio can be in different formats and created in different applications. For example, suppose you have a project that includes text documents, email messages, spreadsheets, CAD drawings, and PowerPoint presentations. You could combine all of these documents into a PDF Portfolio. The original files retain their individual identities but are assembled into one PDF Portfolio file. Users can open, read, edit, and format each component file independently of the other component files in the PDF Portfolio. Create a PDF Portfolio by using the File > Create PDF Portfolio command. In Windows, the Acrobat PDFMaker in Outlook and Lotus Notes can create PDF Portfolios when you convert email messages. Note: Adobe Reader® users cannot create PDF Portfolios or edit the layout, colors, headers, and so on. Depending on the circumstances, PDF Portfolios offer several advantages over merging multiple files into a single PDF: Adding and deleting Add or remove files easily, without having to find and select all the pages that originated in that file. Previewing Quickly preview component files without having to open them in their native applications. Editing Change individual files within the PDF Portfolio without affecting the other files. For example, you can renumber pages in one document without renumbering other documents in the PDF Portfolio. You can also edit nonPDF files in their native applications from within a PDF Portfolio; any changes you make are saved to the file within the PDF Portfolio. Distribution Share a PDF Portfolio with others and be sure that they are getting all the component parts. Sorting Sort component files by categories that you can add to, delete, hide, and customize. Simply click a column name to sort the list. Printing Print all the PDFs in a PDF Portfolio, or selected component PDFs. Searching Search one or all files in a PDF Portfolio. You can even search non-PDF component files. Incorporating other formats Add non-PDF files to an existing PDF Portfolio without converting them to PDF. Independence from source files The source files of a PDF Portfolio—even existing files you add to the PDF Portfolio— are not changed when you create a PDF Portfolio. Changes you make to the component files within a PDF Portfolio Last updated 9/30/2011 116 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs do not change the original files from which you created the PDF Portfolio. You can move a PDF Portfolio anywhere on your computer or network without any risk of losing or disconnecting its components. Reuse Include the same file in multiple PDF Portfolios. Note: PDF Portfolios are different from collections that you create in the Acrobat Organizer. Organizer collections are simply tools that help you find related PDFs, regardless of where they are stored in the folder structure on your computer. PDF Portfolios are actual PDF files, each of which is stored in a single location on your computer. Also, PDFs attached to other PDFs do not offer the same benefits as PDF Portfolios. For videos on PDF Portfolios, see the following resources: • Getting started tutorial: “PDF Portfolios” on page 15 • Creating and securing PDF Portfolios: www.adobe.com/go/lrvid4201_a9 • Creating a business PDF Portfolio: www.adobe.com/go/lrvid4204_a9 • Articles, tutorials, and tips about PDF Portfolios: http://acrobatusers.com/ • PDF Portfolio gallery: www.acrobatusers.com/gallery/pdf_portfolio_gallery/ • Filtering form response files: http://www.acrobatusers.com/tutorials/2008/06/a9video_understanding_form_tracker • Filtering Outlook messages: http://www.acrobatusers.com/tutorials/archiving-emails-pdf-microsoft-outlook More Help topics “View the PDF Portfolio work area” on page 116 “Print PDFs in a PDF Portfolio” on page 439 “Search a PDF Portfolio” on page 362 View the PDF Portfolio work area The work area for PDF Portfolios includes the following features: PDF Portfolio toolbar Located immediately below the menu. Look here for PDF Portfolio viewing options, publishing options, a Modify menu with PDF Portfolio editing and security commands, and a search tool. List of component documents and folders Located below the PDF Portfolio toolbar. The list of component documents and folders can be displayed in various layouts as well as in File Details view. Last updated 9/30/2011 117 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs A B PDF Portfolio work area A. PDF Portfolio toolbar B. Component folders and documents More Help topics “Search a PDF Portfolio” on page 362 View and edit components of a PDF Portfolio You can sort and preview component files in a PDF Portfolio, as well as open, edit, and save component files in their native application. Some file types require that you install the native application on your computer. PDF Portfolios created in Acrobat 9 can be opened in Acrobat 8 and Reader 8. However, the following PDF Portfolio features are not available in Acrobat 8 and Reader 8: • Welcome page • Header • Layouts • Color schemes • Custom columns in File Details view • Folders. All files inside the folders are available, but the folders do not appear. • File previewing Last updated 9/30/2011 118 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs View file details When you open a PDF Portfolio, the component files are arranged in a layout specified by the PDF Portfolio author. To view a detailed list of the component files, in the PDF Portfolio toolbar, click the File Details button . To return to the original view, click the Home button . Sort, filter, and change the order of files or folders By default, the initial order of files in the PDF Portfolio corresponds to the filename of the component files in the PDF Portfolio. You can use the File Details view to change the initial sort. 1 In the PDF Portfolio toolbar, click the File Details button , if necessary. 2 Do one of the following: • To sort by ascending and descending order, click a column name. Click it a second time to reverse the order. • To sort by the values in a specific column, choose the column from the Initial Sort menu. • To change the order of the columns in File Details view, drag a column name to a different location. • To specify the order in which files appear when the PDF Portfolio is initially opened, select a column name from the Initial Sort menu. Then click the button for ascending or descending order. Initial Sort affects Home view as well as File Details view. • (Acrobat Pro and Acrobat Pro Extended) To customize the initial order of files or folders, add a new column, specify a data type, and enter a value for each document. (For example, create a column named My Sort and specify Number as the data type. Then enter 1 for the first document, 2 for the second, and so on.) You can then specify this as the Initial Sort order. You can also use the Description column to customize the sort order. Double-click in the Description column next to each file or folder and type a value. Then sort by Description. The sorting order remains in place for only the current session, or until you change the sorting. The next time you open the PDF Portfolio, it appears in the specified initial sort order. If the PDF Portfolio contains form response files or Outlook messages, you can filter the content according to different criteria. For more information, see these videos: • http://www.acrobatusers.com/tutorials/2008/06/a9video_understanding_form_tracker • http://www.acrobatusers.com/tutorials/archiving-emails-pdf-microsoft-outlook More Help topics “Specify file details” on page 120 Preview component files in a PDF Portfolio You can preview many types of files within a PDF Portfolio. Previewing is useful when you want to view, but not change, the contents of a file. 1 From the PDF Portfolio Home view or File Details view, double-click a file. If necessary, click the Preview button 2 To preview component files one by one, click the Next File and Previous File . buttons. When a component file is open in the PDF Portfolio previewer, a previewing toolbar appears below the PDF Portfolio toolbar. The type of file that is being previewed determines which tools are available. Last updated 9/30/2011 119 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Open, edit, and save component files You can open, edit, and save a component file in its native application, as long as the application is installed on your computer. Any changes that you make to component files do not affect the original files outside your PDF Portfolio. 1 Do one of the following: • From the PDF Portfolio Home view or File Details view, right-click the file, and choose Open File In Native Application (for non-PDFs) or Open File (for PDFs). • From previewing mode, click the Open button in the previewing toolbar. 2 If a confirmation dialog box appears, select Open This File or Always Allow Opening Files Of This Type, and click OK. 3 Edit the file as needed, and then save the file. Create and edit PDF Portfolios It’s easy to create a PDF Portfolio and add files to it. You can create folders within your PDF Portfolio, delete component files and folders, edit component filenames, and add and edit descriptions of component files. Use the Edit PDF Portfolio pane to customize the layout, welcome page, header, and color scheme. You can also customize the File Details view with columns that you choose or create yourself. More Help topics “Convert email messages to PDFs” on page 79 “Save a PDF” on page 138 “Adobe PDF conversion settings” on page 99 Create a PDF Portfolio ❖ Choose File > Create PDF Portfolio. Add files to a PDF Portfolio ❖ From an open PDF Portfolio, do one of the following: • Choose File > Modify PDF Portfolio > Add Files, and select one or more files. • Choose File > Modify PDF Portfolio > Add Existing Folder, and select a folder. • On the desktop or from a folder, drag any files or folders into the PDF Portfolio work area. Create a folder in a PDF Portfolio ❖ Choose File > Modify PDF Portfolio > Create New Folder. Convert multimedia files in a PDF Portfolio You can convert component multimedia files, such as MOV, AVI, and WMV files, to PDF, SWF, or FLV files within a PDF Portfolio. 1 In Home View or File Details view, select one or more multimedia files in the PDF Portfolio. 2 In the PDF Portfolio toolbar, choose Modify > Convert To PDF or Convert To Flash Movie. The Convert To Flash Movie command always converts to FLV format. 3 If a dialog box appears, specify the options as needed and click OK. Last updated 9/30/2011 120 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Choose a layout PDF Portfolio layout options enable you to present component files in a layout that best fits your needs. For example, the Revolve layout allows readers to page through the document thumbnails one at a time. You can also create your own custom layouts. For details, see the document on customizing navigators at www.adobe.com/go/learn_acr_custom_layout_en. 1 From an open PDF Portfolio, choose File > Modify PDF Portfolio > Edit Portfolio. 2 In the Edit PDF Portfolio pane, select Choose A Layout. 3 If necessary, choose a category from the pop-up menu. 4 Click the layout you want. Add a welcome page and header You can include a welcome page and header in a PDF Portfolio. The welcome page, which appears when recipients open the PDF Portfolio file, can provide information or instructions for using the PDF Portfolio. To open or close the in the PDF Portfolio toolbar. The header appears at the top of the welcome page, click the Welcome Page button layout, and can contain important information like a logo, company name, and contact information. The welcome page and header can include text, images, or both, and can be arranged in various ways. You can even add a Flash animation (SWF or FLV file) to your welcome page. 1 Choose File > Modify PDF Portfolio > Edit Portfolio. 2 In the Edit PDF Portfolio pane, choose Add Welcome & Header. 3 Select either Welcome Page or Header, and then select a template from the list. 4 Click in the boxes to add content. 5 As needed, select a text or image box and specify size, background color, and other properties. Select a color scheme 1 Choose File > Modify PDF Portfolio > Edit Portfolio. 2 In the Edit PDF Portfolio pane, choose Select A Color Scheme. 3 Click the color buttons to preview color schemes, or click Customize Color Scheme and specify the colors. Specify file details The File Details view lists PDF Portfolio component files in table format, with columns such as file descriptions, size, and modification dates. You can customize the columns that appear in the File Details view. 1 Choose File > Modify PDF Portfolio > Edit Portfolio. 2 In the Edit PDF Portfolio pane, choose Specify File Details. 3 Do any of the following under Specify File Details: • To show or hide a column in the list, select or deselect it. • To add a column, type the name in the Add A Column box, select a data type from the menu, and click the Add button . • To delete a column, select it and click the Delete button . You cannot delete preset columns. • To change the order of a column, select it and click the up or down arrow. • To specify the initial sort order or create a custom sort order, see “Sort, filter, and change the order of files or folders” on page 118. Last updated 9/30/2011 121 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Remove files and folders from a PDF Portfolio ❖ Select one or more files or folders in the PDF Portfolio and press Delete. If you delete a folder, all of the files within it are deleted from the PDF Portfolio. Edit component filenames and descriptions in a PDF Portfolio • To edit the name of a component file, click to select the file, and then click in the filename to show the insertion point. Then enter a new filename. • To edit the description on a component file, select the file, and then click the description area. (In Home view, the description area is below the filename; in File Details view, it is a column in the file list.) Then enter a description. More Help topics “View and edit components of a PDF Portfolio” on page 117 Extract component files in a PDF Portfolio ❖ Select one or more files, and then choose File > Save Files From Portfolio. Share PDF Portfolios Share a PDF Portfolio with others either by sending it in an email or by uploading it on Acrobat.com, a free, secure web service. Email a PDF Portfolio ❖ From the share menu in the PDF Portfolio toolbar, choose Email. Share a PDF Portfolio on Acrobat.com 1 From the share menu in the PDF Portfolio toolbar, choose Share Portfolio On Acrobat.com. 2 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one. 3 As needed, click Share More Files to add additional files. You can share many types of files on Acrobat.com, not just PDF files. 4 In the email screen, do the following and then click Send: • Enter the email addresses of the recipients. Click the To or Cc buttons to select email addresses from a Lotus Notes or Microsoft Outlook address book. Insert a semicolon or a return between each address. • Customize the email subject and message as needed. To use the default email message, click Reset Default Message. • Choose an option from the Access Level menu to specify who can open and download the file. Acrobat uploads the files you specified on Acrobat.com, and send the recipients an email with a link to the files. Other functions enabled in PDF Portfolios These commands are available for component files in PDF Portfolios: Extend Features In Adobe Reader Enables Reader users to save form data, use the Typewriter tool, add comments, and digitally sign component PDFs. For more information, see “Enable Reader users to save form data” on page 191. Reduce File Size Reduces the file size of component PDFs. For more information, see “Reduce file size by saving” on page 139. Last updated 9/30/2011 122 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Secure Portfolio With Password Adds document security to a PDF Portfolio or to component PDFs within a PDF Portfolio. For more information, see “Securing documents with passwords” on page 234. Note: Other security features are also available for PDF Portfolios and component files in PDF Portfolios. For more information, see “Security” on page 226. OCR Enables you to search, correct, and copy the text in scanned component PDFs. For more information, see “Recognize text in scanned documents” on page 69. PDF Optimizer Provides extended settings for reducing the size of component PDFs. For more information, see “Optimizing” on page 324. Add unifying page elements Adds, updates, and removes headers, footers, Bates numbers, backgrounds, and watermarks to component PDFs. For more information, see “Adding unifying page elements” on page 124. Convert to PDF Converts multimedia files to PDF. For more information, see “Convert multimedia files in a PDF Portfolio” on page 119. Convert to Flash Movie Converts multimedia files to FLV format. For more information, see “Convert multimedia files in a PDF Portfolio” on page 119. Print Prints component documents. For more information, see “Print PDFs in a PDF Portfolio” on page 439. Other options for combining files In addition to the options listed here, you can combine content from two pages into one. See Donna Baker’s tutorial at Combining Page Content in Acrobat 9 Pro. Create merged PDFs In a merged PDF, converted documents flow into a single PDF as sequential pages. 1 Choose File > Combine > Merge Files Into A Single PDF. If a PDF is currently open, it appears in the list of included files. 2 In the upper-right corner of the Combine Files dialog box, make sure that Single PDF is selected. 3 From the Add Files menu, choose any of the following: • To add individual files, choose Add Files, then select the files. • To add all the files in a folder, choose Add Folders, then select the folder. Note: If the folder contains files that Acrobat does not support for PDF conversion, those files are not added. • To add files that you have combined into PDFs in other sessions, choose Reuse Files. Then select a previously created PDF from the left list, and from the right list, select the component documents. (If you have not used the Combine Files dialog box before, this option is not available.) • To add currently open PDFs, choose Add Open Files, then select the files. In Windows, you can also drag files or folders from the desktop or a folder into the Combine Files dialog box. Or rightclick the selected items and choose Combine Supported Files In Acrobat. If any files are password-protected, one or more messages appear, in which you must enter the correct password. You can add a file more than once. For example, one file could be used for transition pages between other files or a blank file could be used to add blank pages. Last updated 9/30/2011 123 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs 4 As needed, do any of the following in the list of files: • To rearrange the order of files on the list, select a file, then drag it or click Move Up or Move Down. • To sort the list, click the column name that you want to sort by. Click again to sort in reverse order. • To convert only part of a multipage source file, double-click the file, or select the file and click the Choose Pages button (see Note). In the Preview, review and select pages, as needed, following the instructions in the dialog box, which vary according to file type, and click OK. Note: The name of the Choose button varies according to file type. For PDFs and Word documents, it is labeled Choose Pages; for PowerPoint files, it is Choose Slides; for Excel files, Choose Sheets; for AutoCAD, Choose Layouts; for Visio files, Sheet Selection. 5 Click Options to specify conversion settings. 6 Specify a file size, and then click Combine Files. A status dialog box shows the progress of the file conversions. Some source applications start and close automatically. More Help topics “Convert email messages to PDFs” on page 79 “Adobe PDF conversion settings” on page 99 File Size settings Smaller File Size Reduces large images to screen resolution and compresses, using low-quality JPEG. Suitable for onscreen display, email, and the Internet. Note: If any of the source files are already PDFs, the Smaller File Size option applies the Reduce File Size feature to those files. The Reduce File Size feature is not applied if either the Default File Size or Larger File Size option is selected. Default File Size Creates PDFs suitable for reliable viewing and printing of business documents. Larger File Size Applies the High Quality Print conversion preset. Insert one PDF into another 1 Open the PDF that serves as the basis of the combined file. 2 Choose Document > Insert Pages > From File (Windows), or Document > Insert Pages (Mac OS). 3 Select the PDF. 4 In the Insert Pages dialog box, specify where to insert the document (before or after the first or last page, or a designated page). Click OK. 5 To leave the original PDF intact as a separate file, choose Save As, and type a new name for the merged PDF. You can also add an existing file to a PDF by dragging the file icon directly into position in the Pages panel of the open PDF. Insert a clipboard selection into a PDF (Windows) You can insert one or more pages of selected content copied from any application into an existing PDF. 1 Open the document containing the content that you want to add. Select the content, and then copy the selection (in most applications, by choosing Edit > Copy). Last updated 9/30/2011 124 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs 2 Open the PDF that you want to serve as the basis of the combined file, and choose Document > Insert Pages > From Clipboard. 3 In the Insert Pages dialog box, specify where to insert the selection (before or after the first or last page, or a designated page). Click OK. 4 To leave the original PDF intact as a separate file, choose Save As, and type a new name for the merged PDF. Placing PDFs as linked files in other documents You can incorporate PDFs into other types of files that support Object Linking and Embedding (OLE), such as InDesign® or Word files. These files are called OLE container documents. Later, if you make changes to the original PDF, the OLE features in the container application can update the embedded file in the container document, reflecting your changes to the original PDF. ❖ Do one of the following: • Choose the OLE container application’s Insert Object command or Insert Hyperlink command. • (Windows) In Acrobat, choose Edit > Copy File To Clipboard, and then choose the Paste Special command in the container application. Adding unifying page elements Add and edit headers and footers A header and footer present consistent information in the page margins throughout a PDF. For example, the information could be a date, automatic page numbering, the title of the overall document, or name of the author. You can add headers and footers to one or more PDFs, including component PDFs in a PDF Portfolio. You can vary the headers and footers within a PDF. For example, you can add a header that displays the page number on the right side of odd-numbered pages, and another header that displays the page number on the left side of evennumbered pages. You can define and save your headers and footers to reuse them later, or you can simply apply a header and footer and forget it. After applying a header and footer, you can edit, replace, or delete it in the PDF. You can also preview headers and footers before applying them and adjust the header and footer margins so that they don’t overlap other page content. Add headers and footers, with an open document 1 Choose Document > Header & Footer > Add. 2 As needed, specify the Font and Margin values. The text properties apply to all header and footer entries that are part of this setting definition. You cannot apply different settings to individual header or footer text boxes within the same session in the Add Header And Footer dialog box 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. Last updated 9/30/2011 125 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs 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. To select formatting for automatic entries, click Page Number And Date Format. Note: You can combine text with dates and page numbers. You can also add several lines of text to an entry. 4 To specify the pages on which the header and footer appear, click the Page Range Options button. Then specify a page range and choose a Subset option, as needed. 5 Examine the results in the Preview area, using the Preview Page option to see different pages of the PDF. 6 (Optional) To save these header and footer settings for future use, click Save Settings at the top of the dialog box. 7 (Optional) To apply the same settings to additional PDFs, click Apply To Multiple. Click Add Files, choose Add Files or Add Open Files, and select the files. Then in the Output Options dialog box, specify your folder and filename preferences, and click OK. Add headers and footers, with no document open 1 Choose Document > Header & Footer > Add. 2 In the dialog box, click Add Files, choose Add Files, then select the files. You can also add files or folders by dragging them into the dialog box. 3 Follow steps 2 through 6 in the procedure for adding headers and footers with an open document. When you have finished setting up your headers and footers, click OK. 4 In the Output Options dialog box, specify your folder and filename preferences and click OK. Add headers and footers to component PDFs in a PDF Portfolio 1 Select one or more component PDFs in a PDF Portfolio. 2 Follow the steps in the procedure for adding headers and footers with an open document. Update the headers and footers Updating applies to the most recently added header and footer set. 1 Open a single PDF. 2 Choose Document > Header & Footer > Update. 3 Change the settings as needed. Add another header and footer 1 Open a single PDF, or select one component PDF in a PDF Portfolio. 2 Choose Document > Header & Footer > Add, and then click Add New in the message that appears. The preview shows any existing headers and footers. 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. Last updated 9/30/2011 126 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs 2 Choose Document > Header & Footer > Add, and then click Replace Existing in the message that appears. 3 Specify the settings, as needed. Note: This process applies only to headers and footers added in Acrobat 7.0 or later. Remove all headers and footers ❖ Do one of the following: • Open a single PDF, or select one component PDF in a PDF Portfolio. Then choose Document > Header & Footer > Remove. • To remove headers and footers from multiple PDFs, close any open documents and choose Document > Header & Footer > Remove. In the dialog box, click Add Files, choose Add Files, and select the files. Click OK, and then in the Output Options dialog box, specify your folder and filename preferences. Note: This process applies only to headers and footers added in Acrobat 7.0 or later. Add a Bates numbering header or footer Bates numbering is a method of indexing legal documents for easy identification and retrieval. Each page of each document is assigned a unique Bates number that also indicates its relationship to other Bates-numbered documents. Bates numbers appear as headers or footers on the pages of each PDF in the batch. The Bates identifier is referred to as a number, but it can include an alphanumeric prefix and suffix. The prefix and suffix can make it easier to recognize the central subject matter of the files. Note: Bates numbering is unavailable for protected or encrypted files and some forms. For a video on using Bates numbering in a PDF Portfolio, see http://blogs.adobe.com/acrolaw/. Add Bates numbering When designating documents for Bates numbering, you can add PDFs, PDF Portfolios, and any non-PDF files that can be converted to PDF. The process converts non-PDF file types to PDF, and then adds Bates numbers to the resulting PDF. If you add Bates numbering to a PDF Portfolio, any non-PDF files in the PDF Portfolio are replaced with the converted and numbered PDFs. 1 Choose Advanced > Document Processing > Bates Numbering > Add. 2 In the Bates Numbering dialog box, click Add Files, and choose Add Files, Add Folders, or Add Open Files. Then select the files or folder. Note: If you select a folder containing files that Acrobat does not support for PDF conversion, those files are not added. If any files are password-protected, one or more messages appear, in which you must enter the correct password. 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. Then, in the Add Header And Footer dialog box, click to place the insertion point in the appropriate box. Last updated 9/30/2011 127 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs 6 Click Insert Bates Number. Then enter the following: • In Number Of Digits, specify how many digits make up the Bates number, entering any number from 6 through 15. The default number is 6, which produces Bates numbers such as 000001, 000002, and so on. • In Start Number, enter the number to assign to the first PDF on the list. The default is 1. • In Prefix, type any text to appear before the Bates number. • In Suffix, type any text to appear after the Bates number. Note: For court cases involving large numbers of pages, enter a higher value in Number Of Digits. Do not use the # character in the Prefix or Suffix text. 7 Click OK and then make any other changes to the settings, as you would for any other header and footer. Add more documents to a Bates numbering series Before you begin, be sure that you know the last applied Bates number in the series. 1 Follow the procedure described in the previous topic to start the Bates numbering process, selecting the files to add to the series. 2 After you click Insert Bates Number, enter the next number in the series in Start Number. Enter the Suffix and Prefix text that matches the rest of the series. 3 Finish changing the settings, and then click OK. Search for Bates-numbered PDFs 1 Choose Edit > Search. 2 As the search word or phrase, enter all or part of the Bates number. For example, to find a specific document when you know its Bates number, type in the complete number as the search text. To find any documents in a Bates number series, type in a distinctive portion of the Bates series, such as the prefix or suffix. 3 Under Where Would You Like To Search, select All PDF Documents In. 4 Click Browse For Location and specify the location. 5 Click Search. Note: To search for Bates-numbered PDFs in a PDF Portfolio, open the PDF Portfolio and enter all or part of the Bates number in the Search box on the PDF Portfolio toolbar. Remove Bates numbering 1 In Acrobat, choose Advanced > Document Processing > Bates Numbering > Remove. 2 In the dialog box, click Add Files, and choose Add Files or Add Open Files. Then select the files. 3 Click OK. Add and edit backgrounds A background appears behind text or images on the page. The background can be as simple as a solid color, or you can use an image. You can selectively apply a background to only specific pages or page ranges in one or more PDFs. A PDF supports only one background per page, but the backgrounds can vary from page to page. Last updated 9/30/2011 128 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Before and after adding a background Add, replace, or edit a background, with an open document 1 Choose Document > Background > Add/Replace. Note: If a message appears, telling you that the current document already has a background, click Replace Background. If you apply the new background to a limited range of pages, the old background remains unchanged on pages outside that range. 2 (Optional) To apply the background selectively to individual pages, click Page Range Options. Then specify a page range and choose a Subset option, as needed. 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. 4 Adjust the appearance and position of the background, as needed. 5 (Optional) To apply the same background to additional PDFs, click Apply To Multiple. Click Add Files, choose Add Files or Add Open Files, and then select the files. Then in the Output Options dialog box, specify your folder and filename preferences, and click OK. Add, replace, or edit a background, with no document open 1 Choose Document > Background > Add/Replace. Last updated 9/30/2011 129 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs 2 In the dialog box, click Add Files, choose Add Files, and then select the files. You can also add files or folders by dragging them into the dialog box. 3 Click OK to close the Add Background dialog box. 4 Follow steps 2 through 4 in the procedure for adding, replacing, or editing a background with an open document. When you have finished setting up your background, click OK. 5 In the Output Options dialog box, specify your folder and filename preferences and click OK. Add, replace, or edit a background for component PDFs in a PDF Portfolio 1 Select one or more component PDFs in a PDF Portfolio. 2 Follow the steps in the procedure for adding, replacing, or editing a background with an open document. Update a recently edited background image If the original image file that you are using as a background changes, you can update the PDF to show the new version of the image rather than removing the old version and re-adding the new one. 1 Open a single PDF. 2 Choose Document > Background > Update. 3 Click OK, or make other changes to the background options and then click OK. Note: This process applies only to backgrounds added in Acrobat 7.0 or later. Remove a background from selected pages 1 Open a single PDF, or select one or more component PDFs in a PDF Portfolio. 2 Choose Document > Background > Add/Replace. 3 Click Page Range Options, and then specify a page range and choose a Subset option, as needed. 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 Document > Background > Remove. • To remove a background from multiple PDFs, close any open PDFs and choose Document > Background > Remove. In the dialog box, click Add Files, choose Add Files or Add Open Files, and then select the files. Click OK, and then in the Output Options dialog box, specify your folder and filename preferences. Add and edit watermarks 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 each watermark must be added 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. A stamp is a type of PDF comment, which others reading the PDF can open to display a text annotation, move, change, or delete. Last updated 9/30/2011 130 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Before and after adding a watermark Add or replace a watermark, with an open document 1 Choose Document > Watermark > Add. 2 (Optional) To apply the watermark selectively to individual pages, click Page Range Options. Then specify a page range and choose a Subset option, as needed. 3 Specify the watermark: • To reuse a watermark and watermark options that you saved in an earlier session, select it from the Saved Settings menu. • To create a text watermark, select Text, and type the text in the box. Adjust the text formatting options as needed. • To use an image as a watermark, select File. Then click Browse and select the image file. If the file has multiple pages with images, specify the Page Number you want. Note: Only PDF, JPEG, and BMP images can be used as watermarks. 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. Last updated 9/30/2011 131 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs 6 (Optional) Click Appearance Options and specify the following options: • To specify when the watermark appears, select or deselect Show When Printing and Show When Displaying On Screen. • To control variations in a PDF with pages of varying sizes, select or deselect Keep Position And Size Of Watermark Text Constant When Printing On Different Page Sizes. 7 (Optional) To apply the same settings to additional PDFs, click Apply To Multiple. Click Add Files, choose Add Files or Add Open Files, and then select the files. Then in the Output Options dialog box, specify your folder and filename preferences, and click OK. Add or replace a watermark, with no document open 1 Choose Document > Watermark > Add. 2 In the dialog box, click Add Files, choose Add Files, and then select the files. You can also add files or folders by dragging them into the dialog box. 3 Click OK to close the Add Watermark dialog box. 4 Follow steps 2 through 6 in the procedure for adding or replacing a watermark with a document open. When you have finished setting up your watermark, click OK. 5 In the Output Options dialog box, specify your folder and filename preferences and click OK. Add or replace a watermark in component PDFs in a PDF Portfolio 1 Select one or more component PDFs in a PDF Portfolio. 2 Follow the steps in the procedure for adding or replacing a watermark with a document open. Update a watermark 1 Open a single PDF. 2 Choose Document > Watermark > Update. 3 Make changes to the watermark, and then click OK. Important: If you have multiple watermarks in a PDF, this procedure will update only the first watermark you added and will discard all other watermarks. If you change your mind about updating the watermarks after you have completed this process, immediately choose Edit > Undo Watermark. Remove watermarks ❖ Do one of the following: • Open a single PDF, or select one or more component PDFs in a PDF Portfolio. Then choose Document > Watermark > Remove. • To remove watermarks from multiple PDFs, close any open PDFs and choose Document > 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. Crop pages The Crop Pages dialog box is where you can adjust the visible page area. This can help you create consistency within a PDF composed of pages of different sizes. Last updated 9/30/2011 132 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Cropping does not reduce file size because information is merely hidden, not discarded. When you prepare a PDF for printing, you can change the Art, Trim, and Bleed areas for a PDF page in the Crop dialog box. If you want to see indicators of these areas in the document pane, select the Show Art, Trim, & Bleed Boxes option in the Page Display preferences. (In the Preferences dialog box under Categories, select Page Display.) Crop empty areas around page content 1 Choose Document > Crop Pages. 2 Under Margin Controls, select Remove White Margins. Crop one or more pages 1 Choose Document > Crop Pages. 2 In the pop-up menu in the upper left corner, leave CropBox selected, and then adjust values for the Margin Controls: Top, Bottom, Left, and Right. A black rectangle in the thumbnail page display shows the adjusted boundaries of the cropped page. 3 (Optional) One by one, select ArtBox, TrimBox, and BleedBox in the pop-up menu, and adjust the Margin Control values each time. The adjusted boundaries appear as rectangles in the thumbnail page display: red, green, and blue, respectively. 4 Select other options under Change Page Size, as appropriate for your PDF. 5 As needed, specify Page Range settings. Because the Crop property is selected by default, the margin values that you specify determine the final Crop boundary. The dialog box displays each selected property as a differently colored box in the preview area. Select Show All Boxes to preview all properties at once. Select each property that you want to adjust. Crop a page with the Crop tool 1 Choose Tools > Advanced Editing > Crop Tool. 2 Drag a rectangle on the page you want to crop. If necessary, drag the corner handles of the cropping rectangle until the page is the size you want. 3 Double-click inside the cropping rectangle. The Crop Pages dialog box opens, indicating the margin measurements of the cropping rectangle and the page to be cropped. You can override these settings or apply other options by making new selections in the dialog box before clicking OK. Crop Pages dialog box settings The Crop Pages options specify a selection of options for cropping pages. The Crop Margin and Margin Control options are as follows: Show All Boxes Shows the black, red, green, and blue rectangles indicating the CropBox, ArtBox, TrimBox, and BleedBox on the page thumbnails. When two (or more) margins coincide, only a colored line appears. CropBox Defines the boundary for the contents of a page when it’s displayed or printed. If not otherwise specified (for example, in the JDF settings), the crop boundary determines how page contents are positioned on the output medium. ArtBox Defines the meaningful content of the page, including white space. TrimBox Defines the finished dimensions of the page after trimming. Last updated 9/30/2011 133 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs BleedBox Defines the clipping path when the page is printed professionally to allow for paper trimming and folding. Printing marks may fall outside the bleed area. Constrain Proportions Locks the proportions of the crop so that all margins are the same distance. Remove White Margins Crops the page to the artwork boundary. This option is useful for trimming the edges of presentation slides saved as PDFs. Set To Zero Restores the crop margins to zero. Revert To Selection Reverts to the crop margin selected with the Crop tool. 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. 1 Open the Crop Pages dialog box by choosing one of the following: • Document > Crop Pages. • Crop Pages from the options menu on the Pages panel. 2 Reset the margins to the original dimensions. Rearranging pages in a PDF Rotate a page You can rotate all or selected pages in a document. Rotation is based on 90° increments. 1 Open the Rotate Pages dialog box using one of the following methods: • Choose Document > Rotate Pages. • From the options menu on the Pages panel, choose Rotate Pages. 2 For Direction, select the amount and direction of the rotations: Counterclockwise 90 Degrees, Clockwise 90 Degrees, or 180 Degrees. 3 For Pages, specify whether all pages, a selection of pages, or a range of pages are to be rotated. 4 From the Rotate menu, specify even pages, odd pages, or both, and select the orientation of pages to be rotated. 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 in a PDF 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. You can leave the extracted pages in the original document or remove them during the extraction process— comparable to the familiar processes of cutting-and-pasting or copying-and-pasting, but on the page level. Note: Any bookmarks or article threading associated with pages are not extracted. 1 Open the PDF in Acrobat and choose Document > Extract Pages. 2 Specify the range of pages to extract. Last updated 9/30/2011 134 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs 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. • To leave the original pages in the document and create a single PDF that includes all of the extracted pages, leave both check boxes deselected. The extracted pages are placed in a new document named Pages From [original document name]-[n]. Note: The creator of a PDF document can set the security to prevent the extraction of pages. To view the security settings for a document, choose File > Properties, and select Security. More Help topics “Extract component files in a PDF Portfolio” on page 121 Splitting PDFs into multiple documents You can split one or more documents into multiple smaller documents. When splitting a document, you can specify the split by maximum number of pages, maximum file size, or by top-level bookmarks. Split one or more PDFs, with an open document 1 Open the PDF and choose Document > Split Document. 2 In the Split Document dialog box, specify the criteria for dividing the document: Number Of Pages Specify the maximum number of pages for each document in the split. File Size Specify the maximum file size for each document in the split. 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. Specify the options as needed, and then click OK. 4 (Optional) To apply the same split to multiple documents, click Apply To Multiple. Click Add Files, and choose Add Files, Add Folders, or Add Open Files. Select the files or folder, and then click OK. Split one or more PDFs, with no document open 1 Choose Document > Split Document. 2 Click Add Files, and choose Add Files, Add Folders. Select the files or folder, and then click OK. 3 Follow steps 2 and 3 in the procedure for splitting documents with a document open. Move or copy a page You can use page thumbnails to copy or move pages within a document, and copy pages between documents. When you drag a page thumbnail in a Pages panel, a bar appears near other thumbnails, indicating the position in which it will appear in the PDF. This bar appears at the bottom or top when the thumbnails are in a single column, or to the left or right if more than one column of thumbnails is displayed. Note: Tagged bookmarks affect the order that reading devices follow, such as devices for the visually impaired. Tagged bookmarks do not change the sequence of pages in a PDF. Last updated 9/30/2011 135 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs More Help topics “Insert one PDF into another” on page 123 “About tags, accessibility, reading order, and reflow” on page 275 Move or copy a page within a PDF, using page thumbnails 1 Click the Pages button to open the Pages 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. • To copy a page, Ctrl-drag the page thumbnail to a second location. Copy a page between two PDFs, using page thumbnails 1 Open both PDFs, and display them side by side. 2 Open the Pages panels for both PDFs. 3 Drag the page thumbnail into the Pages panel of the target PDF. The page is copied into the document, and the pages are renumbered. Delete or replace a page You can replace an entire PDF page with another PDF page. Only the text and images on the original page are replaced. Any interactive elements associated with the original page, such as links and bookmarks, are not affected. Likewise, bookmarks and links that may have been previously associated with the replacement page do not carry over. Comments, however, are carried over and are combined with any existing comments in the document. After you delete or replace pages, it’s a good idea to use the Reduce File Size command to rename and save the restructured document to the smallest possible file size. A page before and after it is replaced. The page’s bookmarks and links remain in the same locations. Last updated 9/30/2011 136 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Delete pages, using the Delete command Note: You cannot undo the Delete command. 1 Choose Document > Delete Pages. 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. For example, if the first page in the document is numbered i, you can enter (1) in the Delete Pages dialog box, and the page is deleted. Delete pages, using page thumbnails 1 In the Pages panel, select a page or group of pages. 2 Choose Delete Pages from the Pages panel options menu , and click OK. Delete material associated with a tagged bookmark 1 In the Bookmarks panel, click the tagged bookmark for the material you want to delete. Shift-click to select multiple bookmarks. 2 Choose Delete Page(s) from the options menu. The tagged bookmark and its associated page are deleted from the document. Replace the contents of a page 1 Open the PDF that contains the pages you want to replace. 2 Choose Document > Replace Pages. 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. Replace pages using a page thumbnail 1 Open the PDF that contains the pages you want to replace, and then open the PDF that contains the replacement pages. 2 In the Pages panel of the PDF that contains the replacement pages, select a page or group of pages: • Select the page number boxes of the page thumbnails that you want to use as replacement pages. • Shift-click to select multiple page thumbnails. Ctrl-click to add to the selection. • Drag a rectangle around a group of page thumbnails. 3 Ctrl+Alt+drag the selected page thumbnails onto the Pages panel of the target document. Release the mouse button when the pointer is directly over the page number box of the first page thumbnail you want to replace so that these pages become highlighted. 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. Last updated 9/30/2011 137 USING ACROBAT 9 PRO EXTENDED PDF Portfolios and combined PDFs Renumber pages The page numbers on the document pages do not always match the page numbers that appear below the page thumbnails and in the Page Navigation toolbar. Pages are numbered with integers, starting with page 1 for the first page of the document. Because some PDFs may contain front matter, such as a copyright page and table of contents, their body pages may not follow the numbering shown in the Page Navigation toolbar. Printed page numbering (top) compared to logical page numbering (bottom) You can number the pages in your document in a variety of ways. You can specify a different numbering style for groups of pages, such as 1, 2, 3, or i, ii, iii, or a, b, c. You can also customize the numbering system by adding a prefix. For example, the numbering for chapter 1 could be 1-1, 1-2, 1-3, and so on, and for chapter 2, it could be 2-1, 2-2, 23, and so on. Using the Number Pages command affects only the page thumbnails on the Pages panel. You can physically add new page numbers to a PDF using the headers and footers feature. 1 Click the Pages button to open the Pages panel, and choose Number Pages from the options menu. 2 Specify a page range. (Selected refers to pages selected in the Pages panel.) 3 Select one of the following, and then click OK: Begin New Section Starts a new numbering sequence. Choose a style from the pop-up menu, and enter a starting page number for the section. Specify a prefix, if desired. Extend Numbering Used In Preceding Section To Selected Pages Continues the numbering sequence from previous pages without interruption. More Help topics “Add and edit headers and footers” on page 124 Last updated 9/30/2011 138 Chapter 5: Saving and exporting PDFs You can save your changes to an Adobe® PDF or PDF Portfolio in the original PDF or in a copy of the PDF. You can also save individual PDFs to other file formats, including text, XML, HTML, and Microsoft Word. Saving a PDF in text format allows you to use the content with a screen reader, screen magnifier, or other assistive technology. If you don’t have access to the source files that created an Adobe PDF, you can still copy images and text from the PDF to use elsewhere. You can also export the PDF to a reusable format, or export images in a PDF to another format. Adobe Reader® users can save a copy of a PDF or PDF Portfolio if the creator of the document has enabled usage rights. If usage rights are enabled, Reader users can also save comments, entries in form fields, or digital signatures that they have added to a document. If a document has additional or restricted usage rights, the document message bar under the toolbar area describes the assigned restrictions or privileges. Saving PDFs Save a PDF Use this method to save PDFs, including PDF Portfolios, and PDFs in which you have added comments, form field entries, and digital signatures. Reader users can save PDF Portfolios, comment, fill in forms, and use digital signatures only when the PDF creator has extended additional rights to Reader users. Reader users can save files in PDF or .txt format. Note: Saving a digitally signed PDF invalidates the signature. ❖ Do one of the following: • To save changes to the current file, choose File > Save. • To save a copy of a PDF, choose File > Save As. • In Reader, choose File > Save A Copy or Save As Text. • To save a copy of a PDF Portfolio, choose File > Save Portfolio As. If you are viewing a PDF in a web browser, the Adobe® Acrobat® 9 Pro Extended File menu is not available. Use the Save button in the Acrobat toolbar to save the PDF. More Help topics “Filling in forms” on page 221 “Participating in a PDF review” on page 156 Recover the last saved version ❖ Choose File > Revert, and then click Revert. Last updated 9/30/2011 139 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs About the Autosave feature The Autosave feature guards against losing your work in case of a power failure by incrementally, and at regular intervals, saving file changes to a specified location. The original file is not modified. Instead, Acrobat creates an autosave file of changes, which includes all the changes you made to the open file since the last automatic save. The amount of new information that the autosave file contains depends on how frequently Acrobat saves the autosave file. If you set the autosave interval to 15 minutes, you could lose the last 14 minutes of your work if a problem occurs. Frequent automatic saving prevents loss of data, and is especially useful if you make extensive changes to a document, such as by adding comments. 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. You must save the document to re-enable automatic saving of document changes. • A document created using the Web Capture feature or extracted from a larger PDF (Document > Extract Pages). You must save the document to enable automatic saving of changes. • A document displayed in a web browser or incorporated into a container document that supports Object Linking and Embedding (OLE). This document appears outside the default file system and cannot support automatic saving. Recover lost changes To prevent lost changes after an unexpected interruption, the Autosave feature must be enabled, which is the default setting. Set up automatic saving 1 In the Preferences dialog box under Categories, select Documents. 2 Select Automatically Save Document Changes To Temporary File Every xx Minutes (1-99), and specify the number of minutes. Recover lost changes after an unexpected shutdown 1 Start Acrobat or open the file you were working on last. 2 When prompted, click Yes to open the autosave file or files. If multiple files were open, Acrobat opens all of the files for you. 3 Save the file or files with the same names as the files you were originally working on. Reduce file size by saving You can sometimes reduce the file size of a PDF simply by using the Save As command. Reducing the size of PDFs improves their performance—particularly when they’re being opened on the web—without altering their appearance. The Reduce File Size command resamples and recompresses images, removes embedded Base-14 fonts, and subsetembeds fonts that were left embedded. It also compresses document structure and cleans up elements such as invalid bookmarks. If the file size is already as small as possible, this command has no effect. Last updated 9/30/2011 140 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs Note: Reducing the file size of a digitally signed document removes the signature. 1 Open a single PDF, or select one or more PDFs in a PDF Portfolio. 2 Choose Document > Reduce File Size. 3 Select the version compatibility that you need. If you’re certain that all your users use Acrobat 9 or Adobe Reader 9, limiting compatibility to the latest version can further reduce file size. Note: If you select Acrobat 4.0 And Later, and the document contains transparency, the transparency is flattened. 4 (Optional) To apply the same settings to multiple files, click Apply To Multiple, and add the files. Click OK, then in the Output Options dialog box, specify your folder and filename preferences. Note: The Apply To Multiple button is not available in PDF Portfolios. To control changes and quality trade-offs, use PDF Optimizer, which makes more options available. More Help topics “PDF Optimizer” on page 324 Exporting PDFs to other file formats Exporting PDFs You can export or convert one or more PDFs to several different file formats, and then open and use those files in other applications. The available formats include both text and image formats. To make a PDF compatible with earlier versions of Adobe Acrobat and Reader, you can resave the PDF to an earlier PDF version. When you save a PDF in an image format, each page is saved as a separate file. Note: You cannot export PDF Portfolios, or PDFs within them, to other file formats. Export a single PDF 1 With the PDF open, do one of the following: • Choose File > Export, and choose a file format. • Choose File > Save As, and choose a file format from the Save As Type menu. 2 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. Note: These conversion settings are stored separately from the settings used with the Export All Images command. 3 Click Save to export the PDF to the selected file format. By default, the source filename is used with the new extension, and the exported file is saved in the same folder as the source file. Last updated 9/30/2011 141 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs Export multiple PDFs Note: When you export multiple PDFs, conversion settings are not available during the procedure. Before you export multiple PDFs, you can specify conversion settings from the Preferences dialog box in the Convert From PDF panel. Under Converting From PDF, select Microsoft Word Document, and then click Edit Settings. 1 Choose File > Export > Export Multiple Files. 2 Click Add Files, choose Add Files or Add Open Files, and select the files. 3 Click OK to close the Add Files dialog box. 4 In the Output Options dialog box, specify a folder, filename preferences, and a file output format. File format options When you export PDFs to different file formats using the Save As command, each file format includes unique conversion settings. If you want to use the same settings every time you convert PDFs to a particular format, specify those settings in the Preferences dialog box. In the Convert From PDF panel, select a file format from the list and click Edit Settings. (Click the Default button at any time to revert to the default settings.) Adobe PDF options You can resave PDFs as optimized PDFs, using settings in the PDF Optimizer dialog box. The PDF Optimizer lets you change the compatibility version of your PDFs so they can be viewed using older versions of Acrobat or Reader. When you change the compatibility setting, newer features may be unavailable in the PDF. For an explanation of each compatibility setting, see “PDF compatibility levels” on page 109. 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. Note: If you are creating EPS files for separations, all image color spaces should be CMYK. Printer Description File The PostScript Printer Description (PPD) provides the necessary information to format a PostScript file correctly for a particular output device. Device Independent creates only composite (not colorseparated) PostScript or EPS files. Acrobat Default provides a starting point and reference for creating all types of PostScript and restores all default settings for the conversion. Adobe PDF 7.0 is compatible with most devices. This option is available only for PostScript (PS) format. ASCII or Binary Specifies the output format of image data. Binary output yields smaller files, but not all workflows can accommodate binary output. PostScript Specifies the level of PostScript compatibility. Use Language Level 3 only if the target output device supports it. Language Level 2 is suitable for EPS files that will be placed in another document and color-separated as part of that document. Use Language Level 2 for EPS files that you import into Microsoft applications. Page Range Specifies the pages you want to export. When you export files to EPS output, each page in the range is saved as a separate EPS file. More Help topics “PostScript options” on page 442 Last updated 9/30/2011 142 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs HTML or XML options When you export a PDF file to HTML or XML format, any images in PDF are converted to JPEG format. Encoding Refers to the binary values, based on international standards, used to represent the text characters. UTF-8 is a Unicode representation of characters using one or more 8-bit bytes per character; UTF-16 represents characters using 16-bit bytes. ISO-Latin-1 is an 8-bit representation of characters that is a superset of ASCII. UCS-4 is a Universal Character Set coded in 4 octets. HTML/ASCII is a 7-bit representation of characters developed by ANSI. Use Mapping Table Default uses the default character encoding defined in mapping tables, which appear in the Plugins/SaveAsXML/MappingTables folder. These mapping tables specify many characteristics of how the data is output, including the following default character encodings: UTF-8 (Save as XML or HTML 4.0.1) and HTML/ASCII (Save as HTML 3.2). Generate Bookmarks Generates bookmark links to content for HTML or XML documents. Links are placed at the beginning of the resulting HTML or XML document. Generate Tags For Untagged Files Generates tags for files that are not already tagged, such as PDFs created using Acrobat 4.0 or earlier. If this option is not selected, untagged files are not converted. Note: Tags are applied only as part of the conversion process and are discarded after the conversion. This is not a method for creating tagged PDFs from legacy files. Generate Images Controls how images are converted. Converted image files are referenced from within XML and HTML documents. Use Sub-Folder Specifies the folder in which to store generated images. The default is Images. Use Prefix Specifies the prefix added to the image file names if you have several versions of the same image file. File names assigned to images have the format filename_img_#. Output Format Specifies the final format. The default is JPG. Downsample To Downsamples image files to the specified resolution. If you do not select this option, image files have the same resolution as in the source file. Image files are never upsampled. JPEG and JPEG 2000 options If your PDF contains a collection of images, you can export them individually as JPEG, PNG, or TIFF files by choosing Advanced > Document Processing > Export All Images. Note that the options available depend on whether you are exporting a document to JPEG or JPEG 2000. Grayscale/Color Specifies a compression setting that balances file size with image quality. The smaller the file, the lesser the image quality. Tile Size Divides the image being compressed into tiles of the given size. (If the image height or width is not an even multiple of the tile size, partial tiles are used on the edges.) Image data for each tile is individually compressed and can be individually decompressed. The default value of 256 is recommended. This option is available only for JPEG 2000 format. Format Determines how the file is displayed. Available only for JPEG format. • 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. Last updated 9/30/2011 143 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs RGB/CMYK/Grayscale Specifies the type of color management to be applied to the output file and whether to embed an ICC profile. Note: If you use the Save As or Export All Images command on a PDF that contains JPEG and JPEG 2000 images, and export the content to JPEG or JPEG 2000 format, the resulting image may look different when opened in Acrobat. This can happen if the images have a color profile included at the page level but not inside the image data. In this case, Acrobat cannot bring the page-level color profile into the resulting saved image. 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. Note: Higher resolutions, such as 2400 pixels per inch (ppi), are suitable only for small page sizes (up to 6.826 inches or 173.380 millimeters). PNG options PNG format is useful for images that will be used on the web. Interlace Specifies if the image is interlaced. None creates an image that displays in a web browser only after downloading is complete. Adam7 creates an image that displays low-resolution versions in a browser while the full image file is downloading. Adam7 can make downloading time seem shorter and assures viewers that downloading is in progress; however, it increases file size. Filter Lets you select a filtering algorithm. • None Compresses the image without a filter. Recommended for indexed-color and bitmap-mode images. • Sub Optimizes the compression of images with even horizontal patterns or blends. • Up Optimizes the compression of images with even vertical patterns. • Average Optimizes the compression of low-level noise by averaging the color values of adjacent pixels. • Paeth Optimizes the compression of low-level noise by reassigning adjacent color values. • Adaptive Applies the filtering algorithm—Sub, Up, Average, or Paeth—best suited for the image. Select Adaptive if you are unsure of which filter to use. RGB/CMYK/Grayscale Specifies the type of color management for the output file and whether to embed an ICC profile. 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. Note: Higher resolutions, such as 2400 ppi, are suitable only for small page sizes (up to 6.826 inches or 173.380 millimeters). TIFF options TIFF is a flexible bitmap image format supported by virtually all paint, image-editing, and page-layout applications. Resolution is determined automatically. Monochrome Specifies a compression format. CCITTG4 is the default and generally produces the smallest file size. ZIP compression also produces a small file. 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. Last updated 9/30/2011 144 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs Note: Higher resolutions, such as 2400 ppi, are suitable only for small page sizes (up to 6.826 inches or 173.380 millimeters). Convert PDFs to Word, RTF, or other text formats Use the Export command to convert a PDF to Microsoft Word format, or Rich Text Format (RTF), a standard for exchanging content between text-editing applications. Images in the PDF are saved by default in JPEG format. The text file you obtain when you export a PDF to Word or RTF is not equivalent to the source file in the authoring application. Some coding information may be lost in the conversion. You can also export a PDF to plain text or accessible text. Accessible text follows the reading order preference selected in the Reading preferences, and includes comments and form fields in its output. Accessible text also includes some formatting, such as line breaks. Any alternate text in the document tags is used in place of images and figures. Plain text follows the structure order of text in the document and ignores all artifacts and figure elements in the conversion. Hard hyphens are preserved, and soft hyphens are removed. 1 Choose File > Export, and then choose a text format: Microsoft Word Document, Rich Text Format, or Text (Accessible or Plain). 2 Click Settings, select the options you want, click OK, and click Save. Word and RTF options (For a list of plain text options, see the options for HTML and XML.) Layout Settings Specifies how to interpret the layout of the document. The Retain Flowing Text option preserves the flow of the text, but does not necessarily preserve the layout. This setting is useful if you export a document with a complex layout, such as multiple columns, and you want to retain the text flow for easy editing. The Retain Page Layout option preserves the layout of the document, but the resulting file sometimes has more text boxes. Regenerate Tags To Optimize Layout If The Document Is Already Tagged When saving a PDF to Word or RTF, Acrobat uses any existing tags to generate the output layout. If the tags in a PDF do not represent the logical structure of the document, the resulting layout is not necessarily optimal. When this option is selected, Acrobat removes the existing tags and then adds new tags to the document before exporting it. Include Comments Preserves PDF comments. Include Images Includes images in the final output. The default image format is JPEG. Output Format Specifies the image format. Select JPEG or PNG, and then select the color space and resolution options. Use Colorspace Specifies the color space. Choose Color or Grayscale, or let the color space be determined automatically. Change Resolution Downsamples images. If you do not select this option, images are created at the same resolution as in the PDF. Downsample To Specifies the resolution for downsampling images. Images are never upsampled. You can export multiple PDFs to RTF using the Advanced > Document Processing > Batch Processing command. Export images to another format In addition to saving every page (all text, images, and vector objects on a page) to an image format using the File > Save As command, you can export each image in a PDF to an image format. Last updated 9/30/2011 145 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs Note: You can export raster images, but not vector objects. 1 Choose Advanced > Document Processing > Export All Images. 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. 4 In the Export All Images As Settings dialog box, select the file settings, color management, and conversion settings for the file type. 5 For Exclude Images Smaller Than, select the smallest size of image to be extracted. Select No Limit to extract all images. 6 Click OK. In the Export All Images As dialog box, click Save or OK. Reusing PDF content Select and copy text The Select tool lets you select horizontal and vertical text or columns of text in a PDF. You can use the Copy and Paste commands to copy the selected text into another application. Note the following: • If you’re unable to select text, the text may be part of an image. In Acrobat, to export image text to text that can be selected, choose Document > OCR Text Recognition > Recognize Text Using OCR. • If the Cut, Copy, 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 by dragging from an insertion point to an end point (left) or by dragging diagonally over text (right). More Help topics “Open secured PDFs” on page 230 Select a column of text 1 Using the Select tool , move the pointer toward a column of text. When the pointer changes to a vertical bar with a box superimposed, the Select tool is in column select mode. You can force column select mode by pressing Alt as you drag a rectangle over the column of text. 2 Drag a rectangle over the column of text. To select text in more than one column, drag from the beginning of the text in one column to the end of text you want to select. Last updated 9/30/2011 146 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs Select all the text on a page 1 Choose View > Page Display > Single Page. 2 Do one of the following: • Choose Edit > Select All. • Click four times in the text. This method selects all the text on the page regardless of the page layout. Note: If you choose any other page layout, all the text in the document is selected. Copy selected text 1 Use the Select tool to select any amount of text on the page. 2 Copy the text: • Choose Edit > Copy to copy the selected text to another application. • Right-click on the selected text, and then select Copy. • Right-click on the selected text, and then choose Copy With Formatting. This command, which preserves the column layout, appears only if the document is tagged properly. You can paste copied text into comments and bookmarks as well as into documents authored in other applications. Convert tables to spreadsheets You convert tables to Excel by copying and pasting the content to a file. 1 For scanned documents, choose Document > OCR Text Recognition > Recognize Text Using OCR. This command converts the scanned images to text. The quality of your original scan affects how well you can copy and paste the text. 2 Click the Select tool . 3 Press Alt as you drag a rectangle over the rows and columns to copy. To select tables that exceed one page, try changing the page display to Single Page Continuous before selecting the tables. (View > Page Display > Single Page Continuous) 4 Right-click the selection, and choose one of the following options: Copy As Table Preserves formatting when you copy the table to Excel. In Excel, use the Paste Special command and select XML Spreadsheet. Save As Table Lets you paste the table to a new file. Open Table In Spreadsheet Opens the table in a CSV-compliant application, such as Excel. To copy a table in RTF, drag the selected table into an open document in the target application. Copy images Use the Select tool to copy and paste individual images from a PDF to the clipboard (Windows only), to another application, or to a file. Last updated 9/30/2011 147 USING ACROBAT 9 PRO EXTENDED Saving and exporting PDFs If you cannot select an image because of overlapping text, open the Preferences dialog box, and under Categories, select General. Then select Make Select Tool Select Images Before Text. 1 Using the Select tool , do one of the following: • To select the entire image, click it or drag a rectangle around it. • To select a portion of an image, hold the pointer over the image until the cross hair icon appears, and then drag a rectangle around the portion. Note: To deselect an image and start over, click outside it. 2 Copy the image: • Choose Edit > Copy, and then choose Edit > Paste to paste the image in an open document in another application. • Right-click the image and choose an option to copy the image to the clipboard or to a new file. • Drag the image into an open document in another application. More Help topics “Export images to another format” on page 144 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. 1 Select the Snapshot tool by choosing Tools > Select & Zoom. 2 Do one of the following: • Click anywhere in the page to capture the entire content displayed on the screen. • Drag a rectangle around the text or images, or a combination of both. • Drag a rectangle within an image to copy just a portion of the image. Colors in the selected area are inverted momentarily to highlight the selection. The selection is copied automatically to the clipboard when you release the mouse button. If a document is open in another application, you can choose Edit > Paste to paste the copied selection directly into the target document. You can save all the images from a PDF. See “Export images to another format” on page 144. This feature isn’t available in Reader. Last updated 9/30/2011 148 Chapter 6: Collaboration You can conduct reviews for many types of content by distributing an Adobe® PDF version of the source document for others to review. Reviewers add their comments to the PDF using commenting and markup tools. In shared reviews, reviewers can publish their comments in a shared workspace, and view and reply to the comments of other reviewers. From Adobe® Acrobat® 9 Pro Extended, you can create your own user account on Acrobat.com. Use Acrobat.com to upload and share most document types, and to share PDFs or your desktop in online meetings. The Acrobat.com services are available directly from Acrobat. Note: Acrobat.com is not available in all languages. File sharing and real-time collaboration Upload documents to Acrobat.com You can upload many file types to Acrobat.com, not just PDF files. 1 Choose File > Collaborate > Upload Documents To Acrobat.com. 2 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one. 3 Click Upload More Files to add additional files. 4 Click Upload. Share documents with others You can share many file types on Acrobat.com, not just PDF files. 1 Choose File > Collaborate > Share Documents On Acrobat.com. 2 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one. 3 As needed, click Share More Files to add additional files. 4 On the email screen, do the following, and then click Send: • Enter email addresses of your invitees. Click the To or Cc buttons to select email addresses from your email application address book. Insert a semicolon or a return between each address. • Preview and edit the email subject and message as needed. Your custom message is saved and appears the next time you share a document. To use the default email message, click Reset Default Message. • Choose an option from the Access Level menu to specify who can download the file. Acrobat uploads the files and emails your recipients with a link to the files. Create and edit a collaborative document Use Adobe Buzzword to create documents and edit them simultaneously with others. With Buzzword, you can create a document from virtually any computer on the web, share it with colleagues, and review and revise it as a team. Buzzword runs from Adobe secure servers, and your documents are stored there, so they are always available on the web. Last updated 9/30/2011 149 USING ACROBAT 9 PRO EXTENDED Collaboration Note: Buzzword is not available in all languages. 1 Choose File > Collaborate > Create Buzzword Document. 2 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one. 3 Choose Document > New. Once you create a document, you can invite others to collaborate, either as coauthors, reviewers, or readers. For more information, in Buzzword, choose Help > Buzzword Help. Collaborate with others in a PDF Use Collaborate Live to review a PDF with one or more remote users in an online session. In a Collaborate Live session, the participants view a document with a live chat window. When sharing pages, the document page and magnification is shared with all participants, so that everyone sees the same part of a document. Acrobat 9 is required to initiate a Collaborate Live session. Acrobat 9 or Adobe Reader® 9 is required to participate in a Collaborate Live session. For a video on live collaboration, see www.adobe.com/go/lrvid4202_a9. Initiate a Collaborate Live session 1 Choose File > Collaborate > Send & Collaborate Live. 2 If prompted, select or browse to the PDF, and click Next. 3 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one. 4 On the email screen, do the following, and then click Send: • Enter email addresses of your invitees. Insert a semicolon or a return between each address. Click the To or Cc buttons to select email addresses from your email application address book. • Preview and edit the email subject and message as needed. To use the default email message, click Reset Default Message. • To conduct the collaboration session on Acrobat.com, select Store File On Acrobat.com And Send A Link To Recipients. To send the file as an attachment to the recipients, leave this option unchecked. • 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. The Collaborate Live navigation pane opens in the document. Once at least one participant joins the session, you can share pages and chat online. Participate in a Collaborate Live session 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. The PDF opens with the Collaborate Live navigation pane open. 2 If prompted, sign in as a guest or with your Adobe ID and password. Last updated 9/30/2011 150 USING ACROBAT 9 PRO EXTENDED Collaboration 3 While participating in a Collaborate Live session, do any of the following as needed: • Type chat messages in the box at the bottom of the pane. Click the color box to choose a different color for your chat text. • To share your pages so that the same page view appears for all participants, click the Start Page Sharing button. During page sharing, the button changes to Stop Page Sharing, and you can stop sharing at any time. • To share your screen in an Adobe ConnectNow meeting, from the options menu • To save the chat history, from the options menu , choose Share My Screen. , choose Save Chat. • To disable live collaboration in a document, from the options menu , choose Disable Chat & Page Sharing In My Copy, or (initiator only) Disable Chat & Page Sharing In All Copies. If you disable live collaboration in all copies, then users cannot log in to a live collaboration session with any copy of the document. Collaborate in online meetings Adobe ConnectNow is a personal web-conference tool that you can use to conduct real-time meetings on your desktop. Attendees join the meeting by logging in to a web-based meeting space from their own computers. In a ConnectNow online meeting, you can share your desktop, use live chat, share online whiteboards, and use many other collaboration features. Note: Adobe ConnectNow is not available in all languages. Start a meeting 1 Choose File > Collaborate > Share My Screen. 2 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one. Once you are in your meeting room, you can invite participants. When other attendees have joined your meeting room, you can share your computer screen, chat with attendees, take notes, and use other meeting features. For more information, in the meeting room, choose Help > Adobe ConnectNow Help. Attend a meeting 1 Click the meeting URL in the email invitation, or type the Meeting URL in the address box of a browser. 2 Type your Adobe ID and password, or log in as a guest. Once you are in the meeting room, you can chat with attendees, take notes, and use many other meeting features. For more information, in the meeting room, choose Help > Adobe ConnectNow Help. Acrobat.com preferences To change your Acrobat.com account settings, open the Preferences dialog box, and under Categories, select Acrobat.com. Email Address, Password Specifies your Adobe ID and password. To save your Adobe ID and password in the preferences, click Remember Me. Manage Account Click to view and manage your account settings. Change Password Click to clear your currently saved password and specify a new one. Always Connect When Opening Documents Enabled For Live Collaboration If this option and the Remember Me option are both selected, you are connected automatically when you open a PDF enabled for live collaboration. If this option is unselected, you are prompted to sign in when you open a document enabled for live collaboration. Last updated 9/30/2011 151 USING ACROBAT 9 PRO EXTENDED Collaboration Copy Me When I Send An Email Invitation Using Acrobat.com When selected, sends you a copy of your initiating email for shared documents, Collaborate Live sessions, shared reviews, and form distributions. Preparing for a PDF review About managed PDF reviews In a managed review, you use a wizard to set up your review, specify the document location, and invite participants. You don’t have to import comments, enable commenting for Reader users, or manually track reviewer responses. Note: Acrobat Pro or Acrobat Pro Extended is required to enable commenting for Reader users in managed reviews. Acrobat includes two types of managed reviews: shared and email-based reviews. Each type of review has a wizard that helps you distribute a PDF with special tools and instructions to reviewers. The Tracker tracks all managed reviews. Tracker provides access to the PDF file and information about the review and its participants. Review initiators can change review deadlines, add reviewers, and end reviews from Tracker. Tracker lets participants know when new comments are available, when deadlines are changed, and when reviewers are added, even when Acrobat is closed. It also provides information about server error states. Note: Managed reviews cannot be conducted for PDF Portfolios. Shared reviews Shared reviews are the most collaborative form of review because participants can read and reply to the comments of other participants. Comments from participants are stored in a repository on Acrobat.com or on an internal server. Acrobat synchronizes comments at regular intervals to download all the latest changes. Reviewers are notified of new comments as they are added, and can see and reply to comments made by other reviewers. In a shared review, recipients can easily join the review, share their comments, track their reviews, and get regular updates. Last updated 9/30/2011 152 USING ACROBAT 9 PRO EXTENDED Collaboration Note: Acrobat 9 is required to initiate shared reviews on Acrobat.com. Acrobat 9 or Reader 9 is required to participate in shared reviews on Acrobat.com. For shared reviews that are not on Acrobat.com, Acrobat 8 or higher, or Reader 8 or higher is required to view other reviewer comments. Reviewers using earlier versions of Acrobat must send their 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. Reviewers add their comments and return the document by using the Send Comments button in the Comment & Markup toolbar or the document message bar. When receiving these comments, the initiator can merge them into their copy of the PDF. The primary limitation to email-based reviews is that participants can’t view other comments during the review. Initiators can view comments only after receiving them. Note: Acrobat 6.0 or later or Reader 7.0 or later is required to participate in an email-based review. In an email-based review, participants send their comments to the initiator, who merges the comments into the master copy of the PDF. Choosing a distribution option for reviews and forms Acrobat provides several distribution options in the Send For Shared Review and Distribute Form wizard. When choosing 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. Acrobat.com Acrobat.com is a free, secure web service that works with Acrobat. Participants download a file from Acrobat.com, and add comments or forms data using Acrobat. When finished, participants publish comments or submit secure form responses to Acrobat.com. Form responses are also stored on your hard drive as they are returned. When using Acrobat.com, you can also allow reviewers or form submitters to open and share the PDF in a live chat session. For an alternate workflow where initiators host documents on Acrobat.com, but recipients use email attachments, try Patti Sokol’s Acrobat.com for comment/review and forms distribution. Last updated 9/30/2011 153 USING ACROBAT 9 PRO EXTENDED Collaboration Internal server You can use your own internal server location if your recipients work behind a firewall and all have access to a common server. The server can be a network folder, Microsoft SharePoint workspace (Windows only), or a web server folder. You can include a link to your distributed PDF or send it as an attachment in an email message. For reviews, published comments are uploaded to the server. For forms, responses are stored on your hard drive as they are returned. Note: Web server folders are not available for form distribution. When you specify your own server, the wizard prompts you to save a profile with the server location and the distribution options you chose. The next time you distribute a PDF, the saved profile is available as an option in the wizard. Email The Distribute Forms wizard has an option for sending a form as an email attachment. You can send the form using your own email client, or use the wizard to create an email message in which the form file is attached. Once your recipients fill out and submit the form, the responses are returned to your mailbox. Each response is copied into a PDF Portfolio responses file, which you can organize and export to a spreadsheet. The email attachment option is not available in the Send For Shared Review wizard. To start the wizard for an emailbased review, choose Comments > Attach For Email Review. Enable commenting for Reader users By enabling commenting rights in a PDF, users of Reader 8 or later can participate in reviews of that PDF. When a PDF with commenting rights opens in Reader, it includes a document message bar and commenting tools that are otherwise unavailable. When you initiate a managed review, commenting rights are automatically enabled. If you do not use a managed review (for example, if you send a PDF directly in email), you can still enable commenting rights: open the PDF and choose Comments > Enable For Commenting And Analysis In Adobe Reader. Note: If you enable commenting for Reader in a digitally signed document, the signature is invalidated. More Help topics “Start a shared review” on page 154 “Start an email-based review” on page 155 Select an email application for reviews You need an email application and a mail server connection for email-based reviews and to send comments. Acrobat supports most email applications. If more than one email application is installed on your system, Acrobat might not start the preferred application when it sends a PDF as an attachment. To specify which application starts, do one of the following: • (Windows) Double-click Internet Options in the Control Panel. In the Internet Properties dialog box, select the Programs tab, and then select the preferred email application. Restart Acrobat for the changes to take effect. • (Windows) Change the MAPI settings in your email application. Acrobat and Reader use the Messaging Application Program Interface (MAPI) to communicate with your email application. Most email applications come with MAPI settings to handle this communication. For more information on configuring your email applications, see the email application’s Help. Last updated 9/30/2011 154 USING ACROBAT 9 PRO EXTENDED Collaboration • (Mac OS) In Mail, choose Mail > Preferences, select General, and then choose the preferred email application from the Default Email Reader menu. Restart Acrobat for the changes to take effect. 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 may not support it. Specify a server If you distribute a PDF using your own server location, you can specify a network folder, a Windows server running Microsoft SharePoint Services, or a web server folder. Participants must have read and write access to the server you specify. Ask your network administrator to provide a suitable server location for storing comments. No additional software is required to set up a server. Note: Web server folders are not available for form distribution. If all recipients are within a local area network, network folders and SharePoint servers are the best choices for a comment server. Network folders are generally the cheapest and most reliable. To initiate a review on a SharePoint server, the initiator must use Windows; however, participants can use either Windows or Mac OS. All participants must have read and write access to the Document Library folder within the specified workspace. WebDAV servers (web servers that use the WebDAV protocol) are best used only if you have reviewers that are outside a firewall or local area network. Starting a review Start a shared review The shared PDF that you send includes the Comment & Markup toolbar and instructions in the document message bar. 1 Choose Comments > Send For Shared Review. You can also start a shared review directly from other applications that use PDFMaker, such as Microsoft Word. Choose Adobe PDF > Convert To Adobe PDF And Send For Review. For Office 2007 applications, choose Acrobat > Create And Send For Review. 2 If prompted, specify a PDF. 3 Choose a delivery and collection method: you can use Acrobat.com, your own internal server, or a server profile if you have already created one. (For more information, see “Choosing a distribution option for reviews and forms” on page 152.) Then follow the on-screen instructions. 4 On the email screen, specify the following settings as needed: Delivery Method Click to specify a different delivery and collection method than what is currently selected. To, Cc Enter the email addresses of your reviewers. Insert a semicolon or a return between each address. Click the To or Cc button to select email addresses from your email application address book. Subject, Message Preview and edit the email subject and message as needed. Any changes you make are saved and appear the next time you send a document for review. To use the default email message, click Reset Default Message. Access Level (Acrobat.com only) Specifies who can download the file from Acrobat.com. You can limit access to only the recipients of your email, or allow open access to anyone who knows the URL. Last updated 9/30/2011 155 USING ACROBAT 9 PRO EXTENDED Collaboration Review Deadline Click to specify a different date or no deadline. After the review deadline expires, reviewers cannot publish comments. Note: If the review deadline expires while a reviewer has the document open in Acrobat, then the reviewer can publish comments before closing the document. Allow Page View Sharing And Chat Collaboration In This Document (Acrobat.com only) When selected, reviewers can use the Collaborate Live feature to open and share the PDF in a live chat session. 5 Click Send. A copy of the shared review file, named [original filename]_review.pdf, is created in the same folder as the original file you specified for the review. For a video on starting a shared review, see www.adobe.com/go/lrvid4202_a9. More Help topics “Save the PDF with comments” on page 161 “Acrobat.com preferences” on page 150 Start an email-based review When you start an email-based review, you send out a tracked copy of the PDF, enabling you to easily merge comments that you receive. (Form fields in a PDF aren’t fillable during the review.) After initiating a shared review, you can also start an email-based review with the same PDF. Start the review Before you start an email-based review, make sure that your email application is configured to work with Acrobat. (See “Select an email application for reviews” on page 153.) 1 Choose Comments > Attach For Email Review. 2 If prompted, enter information in the Identity Setup dialog box. 3 Specify a PDF if it isn’t already open, and then click Next. The PDF that you specify becomes the master file. You’ll merge comments you receive from reviewers into this file. 4 Specify reviewers by typing their email addresses. Insert a semicolon or a return between each address. Click Address Book to select email addresses from your email application address book. 5 Preview and edit the email invitation as needed, and then click Send Invitation. A copy of the PDF is sent to the reviewers as an attachment. When this PDF attachment is opened, it presents commenting tools and instructions. Merge comments After you receive comments from reviewers, you can merge the comments into the master PDF so that they’re in one location. 1 After a reviewer sends you comments, open the attached file in your email application. If the email application can’t find the original version of the PDF, it prompts you to browse for it. Note: If you didn’t initiate the review and you receive comments that you want to forward to the initiator, merge these comments into your copy of the PDF and then send them (see “Send comments in email” on page 158). If you’ve already sent your comments, the initiator will receive only new comments. Merged comments retain the original author name. Last updated 9/30/2011 156 USING ACROBAT 9 PRO EXTENDED Collaboration 2 If you initiated the review, the Merge Comments dialog box appears. Select one of the following options: Yes Opens the master copy of the PDF and merges all comments into it. After comments are merged, save the master PDF. No, Open This Copy Only Opens the reviewer’s copy of the PDF with comments. If you select this option, you can still merge comments by choosing Comments > Merge Comments Onto Master PDF. Cancel Closes the reviewer’s PDF that contains comments. 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. Participating in a PDF review Review a PDF When you receive an email invitation to a PDF review, the invitation typically includes the PDF as an attachment or provides a URL to the PDF. Alternatively, you may receive a Forms Data Format (FDF) attachment. When opened, an FDF file configures your review settings and opens the PDF in Acrobat. PDFs in a review have special features, including commenting tools and a document message bar with instructions. Use the commenting tools to add comments to the PDF and then submit them, either by publishing comments to a comment server where others can see them, or by sending comments as an email attachment to the review initiator. Note: If you receive a PDF that doesn’t include special features, add your comments using tools from the Comment & Markup toolbar, save the PDF, and then send it back. (See “Commenting and markup tools overview” on page 163.) To review the PDF later, reopen it from the Tracker to ensure 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. If you review a PDF using Acrobat 8 or earlier, or Reader 8 or earlier, some features may not be available. More Help topics “Reply to comments” on page 177 “Rejoin a review” on page 158 “Save the PDF with comments” on page 161 Join a review 1 In your email application, open the PDF by clicking the URL or double-clicking the attachment (PDF or FDF). 2 Do one or more of the following, if prompted: • Log in to Acrobat.com with your Adobe ID and password. • Click Connect in the Shared Review dialog box. • Click OK in the Welcome To Shared Review window. This window shows the review deadline, participants, whether each reviewer has made any comments, and the comment server location. • Type your name, email address, company name, and job title. 3 Save the file to a location that you can find easily, such as the desktop. Last updated 9/30/2011 157 USING ACROBAT 9 PRO EXTENDED Collaboration 4 Add comments to the PDF using tools in the Comment & Markup toolbar. To delete a comment, select it and press Delete. (You can delete only comments that you made.) 5 Do all of the following that apply: • If you’re notified that new comments from other reviewers are available, click the message. New comments appear in the PDF. • To find out if new comments are available from other reviewers, click the Check For New Comments button . 6 Submit your comments by doing one of the following: • In Acrobat, choose Comments > Publish Comments or Send Comments To Review Initiator. • In Reader, choose Document > Comments > Publish Comments or Send Comments To Review Initiator. When you send comments, a PDF containing your comments is sent as an email attachment to the review initiator. When you publish comments, your comments are saved to the comment server. Options in the document message bar The options that are available in the document message bar depend on how the initiator set up the review and whether you can access the comment server. Similar options may also appear in the Comment & Markup toolbar. For information about the different types of reviews, see “About managed PDF reviews” on page 151. Check For New Comments Prompts Acrobat to synchronize comments between the comment server and the local hard drive. If you don’t click this button, Acrobat checks for new comments every 10 minutes. Merge Comments Copies the comments in the open PDF to your copy. This option is available only for PDFs you receive from reviewers in email-based reviews. Publish Comments Available only in shared reviews. Uploads your new comments to the comment server. This button is disabled if the review has ended. Save An Archive Copy Available only in shared reviews, when a review has ended. Saves a copy of the document with review comments to your hard drive. 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. The icon appears as the last attempt successful , or the attempting to connect icon . If clicked, a menu with icon , the last attempt unsuccessful icon additional options appears. Review Tracker opens the Tracker. Save As Archive Copy saves a copy of the PDF that is no longer connected to the review. Work Offline lets you work in offline mode, where you can make comments but cannot publish them until you switch back to online mode. To switch to online mode, click Reconnect To Server. Check for newly published comments When you participate in a shared review, published comments on your local hard drive are synchronized with the comments on the server. You are notified when new comments are available. Because synchronization continues after the PDF is closed, you’ll continue to receive notifications. Messages in the notification area inform you when new reviewers join the review, when updates occur (multiple reviews), when deadlines change, and when synchronization attempts fail. They also inform you when a new broadcast subscription is added in the Tracker. You can change how often messages appear and how often comments are synchronized, and you can manually trigger the synchronization process. Last updated 9/30/2011 158 USING ACROBAT 9 PRO EXTENDED Collaboration To view new comments in a shared review, you must have access to Acrobat.com or be able to connect to the network where the comment server is located. If you can’t connect, check the server status in the Tracker to determine the cause of the problem. ❖ Do one of the following: • In Acrobat, choose Comments > Check For New Comments. • In Reader, choose Document > Comments > Check For New Comments. • Click the Check For New Comments button in the document message bar. Send comments in email If you review a PDF offline or outside of a firewall, or if you lose your connection to the comment server, you may need to send your comments in an email message. 1 Choose File > Attach To Email. 2 Enter the address for the initiator, and click Send. Note: If the PDF exceeds the 5 MB file-size limit, you’re prompted to send your comments in a smaller Forms Data Format (FDF) file, which the initiator can import. To adjust the limit, open the Preferences dialog box, select Reviewing, and then enter the new value for Send Comments As FDF For Files Greater Than [#] MB. Publish comments from other reviewers When you participate in a review, you may receive comments from other reviewers. If a reviewer can’t access the comment server, they may send you their comments. If you solicited feedback from individuals who weren’t initially invited to the review, they may return a copy of the review PDF to you with their comments. By taking ownership of the comments, you can share them with everyone in the review. 1 Open the PDF that contains comments. 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.” • Click Yes when asked if you want to merge comments, or click Merge Comments in the document message bar and then click Send Comments. Add email addresses for other reviewers, as needed, and then click Send. • In Acrobat, open a copy of the PDF, choose Comments > Import Comments, and select a file with comments from reviewers. Add email addresses for other reviewers, as needed, and then click Send. • In Reader, open a copy of the PDF, choose Document > Comments > Import Comments, and select a file with comments from reviewers. Add email addresses for other reviewers, as needed, and then click Send. Only new or edited comments are published or sent. Rejoin a review Use the Tracker to reopen PDFs in an active review. If you received a PDF attachment with an email message and didn’t save it the first time you opened it, reopen the PDF from your email application. Only PDFs that you’ve saved appear in the Tracker. 1 Do one of the following: • In Acrobat, choose Comments > Track Reviews. Last updated 9/30/2011 159 USING ACROBAT 9 PRO EXTENDED Collaboration • In Reader, choose View > Tracker. 2 In the Tracker, double-click the PDF. 3 Add new comments or edit existing comments. If you need to delete a comment, select it, and press Delete. (You can delete only comments that you made.) Deleted comments are removed from the online PDF the next time comments are synchronized. If you delete comments that you sent in an earlier email message, they aren’t deleted in the initiator’s document. 4 Submit your new comments by doing one of the following: • Click Publish Comments in the document message bar. • Click Send Comments or Send And Receive Comments in the Comment & Markup toolbar. Only new or edited comments are published or sent. More Help topics “Save the PDF with comments” on page 161 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 Comments > Track Reviews. To open the Tracker from Reader, choose View > Tracker. Use the Tracker to manage reviews, forms, and web broadcast subscriptions (RSS feeds). Left panel has links to review files, forms, server status messages, and RSS feeds. Right panel shows details for item selected in left panel. Last updated 9/30/2011 160 USING ACROBAT 9 PRO EXTENDED Collaboration Latest Updates The Latest Updates panel provides a summary of the latest changes in shared reviews, form files, and servers. If you have no active reviews or forms, this panel provides instructions and links for creating managed reviews, creating forms, and distributing forms. In the Latest Updates panel, you can also turn Tracker notifications on or off inside Acrobat and, for Windows only, in the system tray. Reviews The Tracker shows who’s joined a shared review and how many comments they’ve published. From the Tracker, you can rejoin a review and email the participants. If you’ve initiated reviews, you can add or change deadlines, add reviewers, end a review, and start a new review with existing reviewers. The left side of the Tracker shows all PDF documents in managed reviews. The information pane on the right lists the date and time the PDF was sent and the list of invited reviewers. Links to shared PDFs provide additional information, including the deadline (if set) and the number of comments submitted per reviewer. Deleting a link in the Tracker deletes the PDF and all comments from the server, and permanently ends the review. Forms Use Tracker to manage the forms that you have distributed or received. The Tracker allows you to view and edit the location of the response file, and track which recipients have responded. You can also add more recipients, email all recipients, and view the responses for a form. For more information, see “About Forms Tracker” on page 220. Server Status 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. RSS You can use the Tracker to subscribe to web content that uses the RSS (Really Simple Syndication) format, such as news feeds and music channels. RSS format is compatible with XML and RDF formats. Track reviewed PDFs 1 In the Tracker, expand the appropriate folder: Sent Lists PDFs in reviews that you initiated. (Not available in Reader.) Joined Contains PDFs in reviews that you’ve received. PDFs appear in this list only after you open them. If you open a PDF from an email attachment and don’t save the PDF, the entry is removed from the Tracker when you close the file. Note: PDFs listed in bold contain one or more of the following updates: comments that you haven’t read yet, a deadline update from the review initiator, and reviewers who have joined the review. 2 Select a PDF. Information specific to the selected PDF review appears on the right. Shared reviews list deadline information, reviewers who have joined the review, and the number of comments. Last updated 9/30/2011 161 USING ACROBAT 9 PRO EXTENDED Collaboration Save the PDF with comments You can save a copy of the review PDF that contains all the comments that reviewers have published or that you’ve imported (merged). If the PDF is in a shared review, you can save an archive copy. The copy is no longer connected to the shared review, and you can edit both content and comments in it. If you want to create a copy of a shared PDF to distribute to others, use the Save As command. The resulting file will include all comments that were published up to that point, and it can be moved, copied, or renamed without affecting its connection to the review or to the comment server. ❖ To save a copy of a review PDF with all the comments, open the file, and then do one of the following: • For a shared review, choose File > Save As Archive Copy, or click the Status button in the document message bar and choose Save As Archive Copy. • For an email-based review, choose File > Save As to save a new copy of the PDF. This most recently saved version is now the tracked PDF. The old version is the archive copy. 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, and then click Add Reviewers on the right. 2 Specify the email addresses of the reviewers to be added, change the message as needed, and then send the message. Additional reviewers appear with other participants in the right pane of the Tracker. Add or change a deadline A review initiator can add or change a deadline in an existing review. 1 In the Tracker, select the PDF, and do one of the following: • If the review has no deadline, click Add Deadline. • If the review has a deadline, click Change Deadline. 2 Click Review Deadline, change the deadline as needed, and click OK. 3 Change the email recipients, subject, and message as needed, and then click Send. End a review A review initiator can end an existing review. Once a review has ended, participants cannot publish comments to the server. You can change the review deadline later if you want to restart the review. ❖ In the Tracker, select the PDF and click End Review. Start a shared review with the same reviewers from an existing review 1 In the Tracker, select a PDF and click Start New Review With Same Reviewers. 2 Follow the steps for starting a shared review. Last updated 9/30/2011 162 USING ACROBAT 9 PRO EXTENDED Collaboration More Help topics “Start a shared review” on page 154 Send a message During a review, you may want to contact other reviewers or send them a reminder of their approaching deadline. 1 In the Tracker, select the PDF, and click Email All Reviewers. 2 In the email message, make changes as needed to the To and Subject boxes or in the body of the email message, and then click Send. Update your profile Your comments identify you as the author by displaying your name—the name you provided when you joined or started a review, or your system login. You can change the author name and other profile information at any time. If you do, your updated profile appears only in new comments; existing comments aren’t affected. Update your review profile 1 In the Preferences dialog box under Categories, select 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. Note: If the RSS button doesn’t appear in Tracker, open the Preferences dialog box in Acrobat and select Tracker. Select Enable RSS Feeds In Tracker, and click OK. Then close and reopen Tracker. 2 Click Subscribe To RSS Feed, and then enter a web address in the URL box. Tracker preferences To specify settings for Tracker, in the Preferences dialog box under Categories, select Tracker. Automatically Check For New Comments And Form Data Specifies how often comments are synchronized. To disable automatic synchronization, move the slider to the far right until the value Never appears. Suspend The Check For New Comments And Form Data Specifies how long after review or form inactivity to stop checking for comments or new form data. Remove Custom Server Locations To remove a server profile, select it from the list and click Remove Server Profile. Notifications Specifies where Tracker notifications appear. Enable RSS Feeds In Tracker When selected, an RSS category appears on the left side of the Tracker, and you can subscribe to RSS feeds from within the Tracker. Last updated 9/30/2011 163 USING ACROBAT 9 PRO EXTENDED Collaboration Commenting Commenting and markup tools overview Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You use commenting and markup tools (View > Toolbars > Comment & Markup) to add comments. Comments are notes and drawings that communicate ideas or provide feedback for PDFs. You can type a text message using the Sticky Note tool, or 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 you want in the source document. Most commenting and markup tools don’t appear in the toolbar until you add them. Note: If you open a PDF in a browser for a shared review that has ended, the commenting tools are unavailable. Most comments include two parts: the icon, or markup, that appears on the page, and the text message that appears in a pop-up note when you click or double-click the icon or place the pointer over the icon. After you add a comment, it stays selected until you click elsewhere on the page. A selected comment is highlighted by a blue halo to help you find the markup on the page. A wireframe with selection handles appears so you can adjust the size and shape. You can add tags to your comments so that readers with motion or vision limitations can read them using assistive technologies. A B C D E F G H I J K L M Comment & Markup toolbar A. Sticky Note tool B. Text Edits tool C. Stamp tool and menu D. Highlight Text tool E. Callout tool F. Text Box tool G. Cloud tool H. Arrow tool I. Line tool J. Rectangle tool K. Oval tool L. Pencil tool M. Show menu A B C D Types of comments in a PDF A. Stamp B. Text edit C. Comment rollover (tool tip) D. Sticky note Last updated 9/30/2011 164 USING ACROBAT 9 PRO EXTENDED Collaboration For more information about using Acrobat commenting tools, see these resources: • Commenting tools: www.layersmagazine.com/acrobat-comments.html • Collaboration and Commenting forum: acrobatusers.com/forums/aucbb/ • Video on using commenting tools: www.adobe.com/go/lrvid4202_a9 • Annotating a PDF File: www.uwec.edu/Help/acrobat8.htm More Help topics “Show and hide toolbar elements” on page 28 “Add tags to comments” on page 304 “Comment on 3D designs” on page 401 Show the Comment & Markup toolbar The Comment & Markup toolbar doesn’t appear by default, except when you open a PDF in a managed review workflow. ❖ Choose View > Toolbars > Comment & Markup. To add or remove tools for this toolbar, choose Tools > Customize Toolbars. Select a commenting or markup tool ❖ Choose Tools > Comment & Markup > [tool]. Note: After you make an initial comment, the tool changes back to the Select tool so that you can move, resize, or edit your comment. (The Pencil, Highlight Text, and Line tools stay selected.) Keep a commenting tool selected You can add multiple comments without reselecting the tool. 1 Select the tool you want to use (but don’t use it yet). 2 Choose View > Toolbars > Properties Bar. 3 Select Keep Tool Selected. Commenting preferences Commenting preferences affect both the appearance of and the way you view comments and markups in PDFs. Note: Because comments can be placed anywhere within the document frame, you may need to scroll or zoom out to see comments that are located off the page. In the Preferences dialog box under Categories, select Commenting. Font, Font Size In Windows, you can determine the font and the size of text in pop-up notes. In Mac OS, you can select only Large, Medium, or Small settings for the font. This setting applies to all new and existing comments. Pop-up Opacity Determines the opacity of comment pop-up notes in values from 1-100. When a pop-up note is open but not selected, an opacity value of 100 makes the note opaque, while lower values make it more transparent. Enable Text Indicators And Tooltips Shows a tool tip containing the author name, comment status, and two lines of the text when you place the pointer over a comment that includes a pop-up note. Selected by default. Last updated 9/30/2011 165 USING ACROBAT 9 PRO EXTENDED Collaboration Print Notes And Pop-ups Specifies that pop-up notes associated with comments, and icons for note, audio, and file attachments, print exactly as they appear on the page. Instead of selecting this option, you can print comment text in various layouts by choosing File > Print, and clicking Summarize Comments. Show Lines Connecting Comment Markups To Their Pop-ups On Mouse Rollover When you place the pointer over a comment markup (such as a highlight or a note icon), the shaded connector line between the comment and the open pop-up note appears. Selected by default. Ensure That Pop-ups Are Visible As The Document Is Scrolled As you scroll a PDF, the pop-up notes on a given page shift to stay in view within the document pane. Selected by default. Automatically Open Comment Pop-ups For Comments Other Than Notes A pop-up note appears when you create a new comment using a drawing tool, the Stamp tool, or the Pencil tool. Hide Comment Pop-ups When Comments List Is Open Helps reduce screen clutter when a page includes many comments. Selected by default. Automatically Open Pop-ups On Mouse Rollover When you place the pointer over a comment of any type, including drawing markups and stamps, the pop-up note opens. Always Use Log-in Name For Author Name Determines which name appears in the pop-up note you create. If this option is selected, the Login Name in the Identity panel of the Preferences dialog box is used. If this option isn’t selected, the default name you specify for Author in a comment properties dialog box is used. Selected by default. Create New Pop-ups Aligned To The Edge Of The Document Aligns pop-up notes with the right side of the document window, regardless of where the comment markup (such as a note icon or highlighting comment) is added. If this option is deselected, the pop-up note appears next to the comment markup. Selected by default. Copy Encircled Text Into Drawing Comment Pop-Ups Copies text that you circle using the drawing tools in the pop-up note associated with the drawing markup. Copy Selected Text Into Highlight, Cross-Out, And Underline Comment Pop-ups Copies selected text to the pop-up note associated with text editing comments, such as those created by the Highlight Text tool. Change the look of your comments 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 change the color and appearance of comments or markups before or after you create them. You can set the new look as the default appearance for that tool. 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. This option isn’t available in Reader. Last updated 9/30/2011 166 USING ACROBAT 9 PRO EXTENDED Collaboration B A Properties toolbar A. With note icon selected B. With pop-up text selected Change a comment’s look and set it as the default 1 After you create a comment, choose Properties from the Options menu of the pop-up note. 2 In the Properties dialog box, do any of the following, and then click Close: • Click the Appearance tab to change such options as the color and type of icon used. The type of comment selected determines which options are available. • Click the General tab to change the name of the author and subject of the comment. • Click the Review History tab to see the history of changes people have made to the status of a comment during a review. • Select Locked at the bottom of the Properties dialog box to prevent the comment from being edited or deleted. • Select Make Properties Default at the bottom of the Properties dialog box to apply these properties to all subsequent comments of this type. Set the default look for a tool 1 In the Comment & Markup toolbar, right-click the tool you want to use, and choose Tool Default Properties. Note: If the tool you want doesn’t appear in the Comment & Markup toolbar, right-click the toolbar, and select the tool. 2 Set the properties as desired, and click OK. All comments you create using this tool will display the properties you set. Existing comments aren’t affected, nor is the appearance of text in pop-up notes. Add a sticky note Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. The most common type of comment is the sticky note. A sticky note has a note icon that appears on the page and a pop-up note for your text message. You can add a sticky note anywhere on the page or in the document area. Last updated 9/30/2011 167 USING ACROBAT 9 PRO EXTENDED Collaboration A B E C D E Use the Sticky Note tool to add a text message in a pop-up note. A. Comment & Markup toolbar B. Sticky Note tool C. Close button D. Options menu E. Text message Add a sticky note comment 1 Do one of the following: • In Acrobat, choose Comments > Add Sticky Note. • In Reader, choose Document > Comments > Add Sticky Note. • Select the Sticky Note tool in the Comment & Markup toolbar, and either click where you want to place the note, or drag to create a custom-sized note. 2 Type text in the pop-up note. You can also use the Select tool to copy and paste text from a PDF into the note. Note: If you close the pop-up note, your text remains. Edit a sticky note comment 1 Click or double-click the note icon. 2 Make changes, as needed: • To resize the pop-up note, drag the lower-left or lower-right corner. • To change the text formatting, choose View > Toolbars > Properties Bar, select the text, and then select the property you want in the toolbar. Use the Commenting panel in the Preferences dialog box to change the font size, default pop-up behavior, and other settings for creating and viewing comments. The Commenting panel isn’t available in Reader. When you’re finished, click the minimize button in the upper-right corner of the pop-up note, or click outside the popup note. Delete a sticky note 1 Select the Sticky Note tool 2 , the Hand tool , or the Select tool . Select the note icon, and press Delete. Alternatively, double-click the note icon and choose Delete from the Options menu of the pop-up note. Mark up text with edits Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Last updated 9/30/2011 168 USING ACROBAT 9 PRO EXTENDED Collaboration You can use text edit comments in a PDF to indicate where text should be edited in the source file. Text edit comments do not change the actual text in the PDF. Instead, they indicate which text should be deleted, inserted, or replaced in the source file from which the PDF was created. You can use the Select tool or the Text Edits tool to add most types of text edits. Select text with the Select tool or Text Edits tool, then right-click to open a menu of text editing options. In Acrobat for Windows, you can export text edits directly to the Microsoft Word document that the PDF is based on to revise the source document. To use this feature, you must use PDFMaker in Word to create the PDF. Before you export your text edits, make sure that insertion comments use the exact text, including spaces and paragraph returns, that you want to add. If you add extra instructional words (such as “Add the following:”), these words will have to be deleted manually from the Word document. In Windows, you can export text edit comments directly to an Autodesk AutoCAD document that the PDF is based on to incorporate your edits. To use this feature, you must use PDFMaker in AutoCAD to create the PDF. A B Replace Text option A. Selected text is struck out. B. New text is added to a linked pop-up note. More Help topics “Export comments to Word (Windows)” on page 181 “Export comments to AutoCAD (Windows)” on page 183 Replace text 1 Use the Select tool, or select the Text Edits tool from the Comment & Markup toolbar. 2 Select the text. 3 Right-click and choose Replace Text, and then do one of the following: • Type the text to be inserted or added. This text appears in a pop-up note. Any selected text is crossed out. The insertion caret appears. • To indicate that a new paragraph should be added, close the pop-up note without adding text. The paragraph insertion caret appears. Add a note to a text edit 1 Using the Select tool or the Text Edits tool from the Comment & Markup toolbar, right-click a text edit. 2 Select Open Pop-Up Note from the menu. 3 Type your note in the pop-up note. Show inserted text 1 Select the Text Edits tool from the Comment & Markup toolbar. Last updated 9/30/2011 169 USING ACROBAT 9 PRO EXTENDED Collaboration 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 text. The paragraph insertion caret appears. • To indicate that a space should be added, press the spacebar, and then close the pop-up note without adding text. The space insertion caret appears. You can also indicate text edits by using the Select tool Replace Text (Comment). to select text, right-click the selected text, and then choose Delete inserted text 1 In the Comment & Markup toolbar, choose the Text Edits tool . 2 Select the text, and then press Backspace or Delete, or right-click and choose Cross Out Text from the menu. Delete text markups If markup comments are stacked, delete the comments in the Comments list: Click the Comments button in the navigation pane to open the Comments list, select the comment, and press Delete. ❖ Select the markup and press Delete. Highlight, cross out, or underline text 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 Highlight Text tool, Cross-Out Text tool, and the Underline Text tool to add comments by themselves or in conjunction with notes. The Cross-Out Text tool and the Underline Text tool don’t appear in the Comment & Markup toolbar, by default. You can add a highlight with a note or you can cross out text by selecting the text using the Select tool or Text Edits tool, right-clicking, and then choosing that option from the menu that appears. However, if you’re marking up a lot of text, the specialized tools are faster and easier to use. 1 Choose Tools > Comment & Markups, and select the Highlight Text tool Underline Text tool , the Cross Out Text tool , or the . Note: If you want to apply more than one comment using the Cross-Out Text tool or the Underline Text tool, choose View > Toolbars > Properties Bar, and select Keep Tool Selected in the Properties toolbar after you select the tool. The Highlight Text tool stays selected after you make the first comment. 2 Drag from the beginning of the text you want to mark up. Ctrl-drag to mark up a rectangular area of text. This is especially useful when marking up text in a column. 3 (Optional) To add a note, double-click the markup to add text in a pop-up note. Stamp a document Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Last updated 9/30/2011 170 USING ACROBAT 9 PRO EXTENDED Collaboration You apply a stamp to a PDF in much the same way you apply a rubber stamp to a paper document. You can choose from a list of predefined stamps, or you can create your own stamps. Dynamic stamps obtain information from your system and from the Identity panel of the Preferences dialog box, allowing you to indicate name, date, and time information on the stamp. The Stamp tool appears in the Comment & Markup toolbar, by default. A B C D Stamp tool categories A. Dynamic stamp B. Sign Here stamp C. Standard Business stamp D. Custom stamp Open the Stamps palette ❖ Do one of the following: • Choose Tools > Comment & Markup > Stamps > Show Stamps Palette. • In the Comment & Markup toolbar, click the arrow next to the Stamp tool and choose 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. • In the Stamps Palette, choose a category from the menu, and then select a stamp. 2 Click the document page where you want to place the stamp, or drag a rectangle to define the size and placement of the stamp. 3 If you haven’t provided a name in the Identity preferences, the Identity Setup dialog box prompts you to do so. Change a stamp’s location or appearance ❖ Using the Select tool or the Hand tool, do any of the following: • To move a stamp, drag it to a new location. • To resize a stamp, click it, and then drag a corner handle. • To rotate a stamp, click it, move the pointer over the handle at the top of the stamp, and drag when the rotate stamp icon appears. • To delete a stamp, right-click the stamp and choose Delete. • To change the stamp’s opacity or the color of its pop-up note, right-click the stamp, and choose Properties. In the Appearance tab, set the opacity or color. Last updated 9/30/2011 171 USING ACROBAT 9 PRO EXTENDED Collaboration Move a stamp to the favorites list 1 Using the Select tool or the Hand tool, select a stamp markup on the page. 2 In the Comment & Markup toolbar, click the Stamp tool and choose Favorites > Add Current Stamp To Favorites. 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. Pasted images have the same characteristics as other stamp comments; each includes a pop-up note and editable properties. 1 Choose Tools > Comment & Markup > Stamps > Show Stamps Palette. 2 Click Import, and select the file. 3 If the file has more than one page, scroll to the page you want, and then click OK. 4 Choose a category from the menu or type a new category name, name the custom stamp, and then click OK. Change the name or category for a custom stamp 1 Choose Tools > Comment & Markup > Stamps > Show Stamps Palette. 2 Choose the stamp category, right-click the stamp, and choose Edit. 3 Edit the category or name of the stamp, or replace the image, and then click OK. Delete a custom stamp You can delete only the custom stamps that you created, not the predefined stamps. When you delete a stamp, the stamp is removed from the Stamp tool menu, but the stamp file isn’t deleted. 1 Choose Tools > Comment & Markup > Stamps > Show Stamps Palette. 2 Choose the stamp category from the menu, right-click the custom stamp, and choose Delete. Delete a custom stamp category 1 Choose Tools > Comment & Markup > Stamps > Manage Stamps. 2 Select the category you want to delete, and then click Delete. Note: Deleting all stamps in a custom stamp category deletes the custom stamp category. 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 Tools > Comment & Markup, and select a drawing tool: • The Rectangle tool , the Oval tool , the Arrow tool , and the Line tool let you create simple shapes. • The Cloud tool and Polygon tool create closed shapes with multiple segments. The Polygon Line tool creates open shapes with multiple segments. • The Pencil tool creates free-form drawings, and the Pencil Eraser tool Last updated 9/30/2011 removes the pencil markups. 172 USING ACROBAT 9 PRO EXTENDED Collaboration To specify the line width, color, and other properties before you draw, right-click the drawing tool, choose Properties, and set the desired options in the Properties dialog box. 2 Draw in the PDF: • To create a cloud or polygon shape, click to create the start point, move the pointer, and click to create each segment. To finish drawing the shape, click the start point, or right-click and choose Complete from the menu. Double-click to end a polygon line. • To draw a line, arrow, or rectangle, either drag across the area where you want the markup to appear, or click twice: once to create the start point and once to create the end point. • To draw a square or circle, or to draw a line that’s horizontal, vertical, or at a 45° angle, press Shift while you draw. • To draw free-form lines using the Pencil tool , drag where you want to begin drawing. You can release the mouse button, move the pointer to a new location, and continue drawing. To erase parts of the drawing, select the Pencil and drag across the areas of the drawing that you want to remove. Eraser tool 3 To edit or resize the markup, select it and drag one of the handles to make your adjustments. 4 To add a pop-up note to the markup, select the Hand tool, and double-click the markup. 5 (Optional) Click the close button in the pop-up note. A note icon appears to the right of the markup to indicate the presence of text in the pop-up note. Note: To delete a drawing markup, select it and press Delete. Group and ungroup markups You can group two or more markups so that your comments function as a single comment. You might group markups temporarily to move them to a new location or to modify their properties rather than editing each one individually. Grouping also helps to distinguish your markups from other reviewers’ markups in a document review. Note: You cannot group text edit markups. Group markups 1 Using the Select tool or the Hand tool, select a markup. 2 Ctrl-click/Command-click to select the markups you want to group. 3 Right-click within the selection, and choose Group. 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. A text box remains visible on the document page; it doesn’t close like a pop-up note. Last updated 9/30/2011 173 USING ACROBAT 9 PRO EXTENDED Collaboration Another way to add a text box is simply to paste copied text into the PDF. Text font and size are based on the system default settings. Note: You can add comments to Japanese, Chinese, and Korean text with the Text Box tool, but you must have the Asianlanguage resource files installed. Text boxes allow for horizontal text only. You can use the Callout tool to create a callout text box. Callout text boxes are especially useful when you want to single out—but not obscure—a particular area of a document. Callout text boxes have three parts: a text box, a knee line, and an end-point line. You can resize each part by dragging a handle. The knee line can be resized in one direction only; horizontal knee lines can be resized horizontally only; vertical knee lines can be resized vertically only. The text box expands vertically as you type so that all text remains visible. You can move the text box bar itself or together with the end-point line. The text box moves around a stationary anchor point—the arrow on the end-point line—which is created when you first click in the PDF. You can modify the color and appearance of the text box and add arrows or leaders to the end-point line. Add a text box 1 Choose Tools > Comment & Markup > Text Box Tool . 2 Click in the PDF. 3 Choose View > Toolbars > Properties Bar, and set the color, alignment, and font attributes for the text. 4 Type the text. Text wraps automatically when it reaches the right edge of the box. 5 (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. 6 To delete the text box, select it, and then press Delete. Last updated 9/30/2011 174 USING ACROBAT 9 PRO EXTENDED Collaboration You can also paste a block of text by selecting and copying the text in any application, selecting the Hand tool in Acrobat, and choosing Edit > Paste. Add a callout 1 Choose Tools > Comment & Markup > Callout tool . 2 Click once to set the location of the end point, and click again to set the location of the text box. 3 Choose View > Toolbars > Properties Bar, and select the color, alignment, and font attributes for the text. 4 Type the text. Text wraps automatically when it reaches the right edge of the box. 5 (Optional) To make further changes to the text box: • To resize the callout, select it and drag any of the handles that appear. • To move the text box, click inside the box and drag it. • To move the entire callout, click either the end-point line or an edge of the text box, and drag it. • To change the color, opacity, or line characteristics, use the Select tool to right-click the callout, choose Properties, and select the options you want. Add an audio comment 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 Record Audio Comment tool to add a prerecorded WAV or AIFF file as a comment or to record and place an audio comment in a document. Audio attachments appear in the Comments list and can be played back on any platform. However, the appropriate hardware and software for playing audio files must be installed. The Record Audio Comment tool doesn’t appear in the Comment & Markup toolbar by default. However, you can add it by choosing Tools > Customize Toolbars. More Help topics “Change the look of your comments” on page 165 “Add multimedia to PDFs” on page 339 Add a prerecorded audio comment 1 Choose Tools > Comment & Markup > Record Audio Comment and then click in the PDF where you want to place the audio comment. 2 Click Browse (Windows) or Choose (Mac OS), and select the audio file you want to add. 3 (Optional) To hear the audio comment, click the Play button . When you’re finished, click Stop and then click OK. 4 Specify options in the Properties dialog box, and then click OK. Record an audio comment 1 Choose Tools > Comment & Markup > Record Audio Comment tool 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 finished recording, click the Stop button and then speak into the microphone. When you’ve , and then click OK. Last updated 9/30/2011 175 USING ACROBAT 9 PRO EXTENDED Collaboration 3 Specify options in the Properties dialog box, and then click OK. Add comments in a file attachment Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Use the Attach A File As A Comment tool to embed a file at a selected location in a PDF, so that the reader can open it for viewing. By adding attachments as a comment, you can reference longer documents that can’t easily be pasted into a pop-up note or text box. If you move the PDF to a new location, the embedded file automatically goes with it. To view an attachment, the reader must have an application installed that can open the attachment. Important: Be sure to use the Attach A File As A Comment tool in the Comment & Markup toolbar when attaching files for a document review. Document-level file attachments that you attach using the paper clip icon (Attach A File tool) from the File toolbar aren’t tracked with other comments in a review workflow and may cause your attached comments to be lost. 1 Choose Tools > Comment & Markup > Attach A File As A Comment Tool . 2 Click in the PDF where you want to place the attachment. 3 Select the file that you want to attach, and then click Select. If you’re attaching a PDF, you can highlight areas of interest in the file using comments. 4 In the File Attachment Properties dialog box, select the settings for the file icon that appears in the PDF. The comment attachment appears in the Attachments tab with a page number indicating its location. Note: To delete the attachment, right-click the attached comment icon, and choose Delete. Paste images as comments 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 Paste Clipboard Image As Stamp tool to add images to a PDF. You can copy most image formats from drawing and image-editing applications, such as Adobe Photoshop and Adobe Illustrator. If you want to add the image to PDFs repeatedly, create a custom stamp of the image. Note: The Paste Clipboard Image As Stamp tool isn’t available until you copy an image. 1 Copy an image by doing one of the following: • In Acrobat, choose Tools > Select & Zoom > Snapshot Tool , and select an image from a PDF. • In another application, select an image and choose Edit > Copy. 2 Open a PDF. 3 Choose Tools > Comment & Markup > Stamps > Paste Clipboard Image As Stamp Tool. 4 Click in the PDF where you want the image to appear. 5 Do any of the following: • To move the image, drag it. • 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. Last updated 9/30/2011 176 USING ACROBAT 9 PRO EXTENDED Collaboration More Help topics “Copy images” on page 146 Managing comments View comments The Comments list displays all the comments in a PDF, and it provides a toolbar with common options, such as sorting, filtering, deleting, and replying to comments. The Comments button in the navigation pane opens the Comments list. Open the Comments list 1 Do one of the following: • In Acrobat, choose Comments > Show Comments List. • In Reader, choose Document > Comments > Show Comments List. • Click the Comments button in the navigation pane. 2 Using the options 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 toolbar. To expand or collapse individual comments, click the plus and minus signs next to the comment. • Browse through the comments. Click a comment in the list, or click the Next button or the Previous button to go to the next or previous comment. (These buttons are unavailable if no comment is selected.) The page on which the selected comment is located appears in the document pane, and the selected comment scrolls into view. To go to the page where another comment is located, simply click the comment in the list. Sort comments You can sort comments in the Comments list by author, page, type, date, color, checked state, or status by person. In a thread of replies, only the first message is sorted, and the reply messages are sorted in the same category as the first message in the thread. 1 Click the Comments button in the navigation pane. 2 Choose an option from the Sort By menu in the Comments list. Last updated 9/30/2011 177 USING ACROBAT 9 PRO EXTENDED Collaboration Show or hide comments You can hide or show comments based on type, reviewer (author), status, or checked state. Hiding comments is also called filtering. Filtering affects the appearance of comments in both the document window and the Comments list. When you print or summarize comments, you can specify whether hidden comments are printed or summarized. When you hide a note comment that has been replied to, all other replies in the thread are hidden as well. Note: In an email-based review, hidden comments aren’t included when you send the comments to the initiator. ❖ From the Show menu in the Comments list, do one of the following: • To show all comments, choose Show All Comments. • To hide all comments, choose Hide All Comments. • To filter comments, choose the categories that you want to appear. For example, if you want only note comments that you haven’t checked to appear, choose Show By Type > Notes so that only the note comments appear, and then choose Show By Checked State > Unchecked so that only unchecked note comments appear. • To reverse a filter, choose the All command for hidden categories. For example, if you filtered comments so that only those by a certain reviewer appear, choose Show > Show By Reviewer > All Reviewers. Reply to comments Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Replies to comments are especially useful in shared reviews, when participants can read each other’s comments. They can also be used by review initiators to let reviewers know how their suggestions are being implemented. When one or more reviewers reply to a comment, the set of replies is called a thread. All replies in a thread appear in the pop-up note and in the Comments list. Replies are indented below the original comment. The number of replies that a comment has received appears in a box when you place the pointer over the comment. A B Replies appear directly below the comment, in the pop-up note and in the Comments list. A. Reply heading B. Options menu C. Reply option in Options menu Reply in the pop-up note 1 Open the pop-up note for the comment. Last updated 9/30/2011 C 178 USING ACROBAT 9 PRO EXTENDED Collaboration 2 Choose Reply from the Options menu. 3 Type your reply in the box that appears. Reply in the Comments list 1 Click the Comments button in the navigation pane. 2 Select a comment in the Comments list. 3 Click the Reply button . 4 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, but they are no longer part of a thread. These replies may be difficult to view in the PDF because they are stacked. You may want to view them in the Comments list. ❖ In the pop-up note, right-click the reply and choose Delete This Reply. Set a status or check mark Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Statuses and check marks are useful for keeping track of comments that you’ve read or that require further action. In Windows, you can use a status or a check mark to indicate which comments you want to export to a Word document. By setting the review status, you can show or hide a group of comments and let review participants know how you are going to handle the comment. Once the review status is set, you cannot remove the review status display from the comment in the Comments list, even if you change the review status to None. Check marks are for your personal use and do not appear when others view the PDF unless you change the status of comments. Set a status 1 Select the comment in the Comments list, click the Set Status button , and choose an option. The review status appears in the comment along with the name of who set the review status. If another reviewer sets the review status for that comment, both reviewers’ names and review statuses appear in the Comments list. 2 To view a comment’s history of changes, right-click the note icon, markup, or title bar of a pop-up note, and then choose Properties. Click the Review History tab. Flag comments with a check mark ❖ In the Comments list, click the check box next to a comment so that the check mark icon appears. Print a comment summary Summarizing comments is a convenient way to get a synopsis of all the comments associated with a PDF. When you summarize comments, you can either create a new PDF with comments that you can print, or you can print the summary directly. The summary is neither associated with nor linked to the PDF that the comments are derived from. Last updated 9/30/2011 179 USING ACROBAT 9 PRO EXTENDED Collaboration A B C D Page layout options for comment summaries A. Document and comments with connector lines on single page B. Document and comments with connector lines on separate pages C. Comments only D. Document and comments with sequence numbers By default, Acrobat prints PDFs with any stamps that were applied. For the greatest control over how comments are printed, choose Comments > Print With Comments Summary. 1 Filter the comments to show only those you want in the summary. (In the Comments list, click the Show button and choose the categories of comments you want to show.) 2 For the greatest control over how comments are printed, choose Comments > Print With Comments Summary. Alternatively, to create a separate PDF of the comments, choose Comments > Summarize Comments. 3 In the Summarize Options dialog box, do the following: • Choose a layout for the document and comments. The layout determines available options. • Choose how to sort the comments. • Specify a page range and choose whether to include pages without comments. • Select whether you want all comments to appear in the summary or only the comments that currently appear. 4 Click Print Comment Summary or Create PDF Of Comments Summary. Find a comment Locate a comment in the Comments list by searching for a particular word or phrase. 1 Click the Comments button in the navigation pane to display the Comments list. 2 Click the Search Comments button in the Comments List toolbar. 3 In the Search window, specify the word or phrase you want to search for, and then click Search Comments. More Help topics “Search features overview” on page 360 Last updated 9/30/2011 180 USING ACROBAT 9 PRO EXTENDED Collaboration Delete comments You cannot delete other reviewers’ comments in a shared review, nor can you delete locked comments. If you add comments to a PDF and then publish your comments, you can’t delete those comments. To delete all of the comments in a PDF, use the Examine Document feature. The Examine Document feature isn’t available in Reader. More Help topics “Examine a PDF for hidden content” on page 255 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, and then click the trash icon . Note: Before pressing the Delete key, make sure that the comment is selected. Unlock a comment 1 Right-click the comment and choose Properties. 2 Deselect Locked. Spell-check all text in comments You can spell-check the text you add in note comments and form fields. However, you cannot spell-check the text in the underlying PDF. 1 Choose Edit > Check Spelling > In Comments, Fields, & Editable Text. If the PDF is open in a browser, make sure that the Edit toolbar is open, and click the Spell Check button . 2 Click Start. 3 To change a word, do one of the following: • Edit the selected word. To undo your change, click Undo Edit. To accept your change, click Change. • Double-click a suggested correction. • Select a suggested correction and then click Change. Click Change All to replace every instance of the unrecognized word with the suggested correction. 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. Last updated 9/30/2011 181 USING ACROBAT 9 PRO EXTENDED Collaboration Comments can be imported from a PDF document. You can also import comments from a Forms Data Format (FDF) file or an XFDF file, which is an XML-based FDF file. You cannot open and view FDF files or XFDF files on their own. 1 In the document that you want to receive comments, do one of the following: • In Acrobat, choose Comments > Import Comments. • In Reader, choose Document > Comments > Import Comments. 2 Choose All Files (*.*) from the menu. If you know the file format of the comments you want to import, choose it. 3 Double-click the name of the document with the comments. The comment positioning matches that of the file from which they were imported. If comments appear out of place, the source and recipient PDF documents are likely different. For example, if you import comments from a ten-page document to a two-page document, only comments from the first two pages appear. Export comments Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. If you add comments to a PDF that isn’t part of a managed review, you may need to export your comments to send them to someone, or you may need to import comments you receive. (PDFs in a managed review workflow include special options that let you send or publish your comments, rather than export them.) When you export comments, you create a Forms Data Format (FDF) file that contains only comments. Consequently, FDF files are usually smaller than PDFs. You or another reviewer can then import the comments from the FDF file into the original PDF. Export comments to a data file 1 In the PDF, do one of the following: • In Acrobat, choose Comments > Export Comments To Data File. • In Reader, choose Document > Comments > Export Comments To Data File. 2 Name the file and choose Acrobat FDF Files (*.fdf) or Acrobat XFDF Files (*.xfdf) for the file type. 3 Specify a location for the file, and then click Save. Export selected comments Note: Exporting selected comments isn’t available in Reader. 1 In the Comments list, select the comments you want to export. 2 From the options menu in the Comments list, choose Export Selected Comments. 3 Name the file and choose Acrobat FDF Files (*.fdf) or Acrobat XFDF Files (*.xfdf) for the file type. 4 Specify a location for the file, and then click Save. 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. Formatting added to comments (for example, boldface text) is lost during this process and must be added to the Word document manually. Last updated 9/30/2011 182 USING ACROBAT 9 PRO EXTENDED Collaboration To revise a Word document using comments, you must create a tagged PDF from the Word document. Before you transfer text edits from the PDF, remove any extra words or information and then merge them to one PDF (if you have comments from multiple reviewers). If you plan to import comments more than once, you may want to make a copy of the Word document before you import the comments or comments may not be imported correctly. 1 Do one of the following: • Choose Comments > Export Comments To Word. • In Word, open the source document, and then choose Acrobat Comments > Import Comments From Acrobat. For Word 2007, click Acrobat, and then choose Acrobat Comments > Import Comments From Acrobat. 2 Read the instructions, and click OK. 3 In the Import Comments From Adobe Acrobat dialog box, select the PDF and Word files, select from the following options, and click Continue: All Comments Imports all comments. All Comments With Checkmarks Imports only those comments marked with check marks. Text Edits Only: Insertions, Deletions, And Replaces Imports only those comments that you’ve added using the text edit commands in the Comment & Markup toolbar. Apply Custom Filters To Comments Imports only comments that you specify by author, type, or status. Turn Track Changes On Before Importing Comments Shows the changes made by the imported comments in Word. 4 (Optional) If you imported text edits, click Integrate Text Edits in the Successful Import dialog box to review and apply each edit individually. For each edit, select one of the following options: Apply Makes the change in the document and deletes the comment bubble. If a comment appears to be empty, you may want to integrate it to see if it’s a space or a paragraph return. Discard Rejects the edit and deletes the comment bubble. Next Skips to the next text edit. Text edits that are skipped or not integrated appear as bubbles in the Word document. Apply All Remaining Integrates all remaining text edits and deletes the comment bubbles. Undo Last Undoes the last text edit, including any manual changes. 5 Delete comment bubbles that appear in the Word document: • Right-click the comment bubble and choose Delete Comment. • Choose Acrobat Comments > Delete All Comments In Document. For Word 2007, this option is on the Acrobat ribbon. Import comments to a revised PDF To import new or unresolved comments to a PDF after the document has been revised, use the Migrate Comments feature. This feature attempts to place comments in the correct location by searching specific word groupings and structural elements in the revised PDF. Note: Results may be less reliable in untagged PDFs, which lack the internal structure necessary to correctly place imported comments in a revised document. 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. Last updated 9/30/2011 183 USING ACROBAT 9 PRO EXTENDED Collaboration If the revised PDF no longer contains the original word groupings or logical structure order that the comment references, the migrated comment appears on the same page as the original document (or on the last page if the referenced page doesn’t exist). In this case, text edits are converted to note comments. Migrate comments to a revised PDF 1 Open the original PDF and the revised PDF. 2 In the revised PDF, choose Comments > Migrate Comments. 3 Choose the original PDF from the From menu, and click OK. Set the migration status for a comment ❖ In the Comments list, select the comment, click the Set Status button , and choose Migration > [status]. Export comments to AutoCAD (Windows) You may have reviewers add comments to a PDF that was created from an AutoCAD drawing. If you use AutoCAD PDFMaker to create a PDF, you can import comments into the AutoCAD drawing, rather than switch between AutoCAD and Acrobat. You can import most comment types, including drawing markups, sticky notes, stamps, and text edits. 1 Save the PDF to ensure that recently added comments are included. 2 Do one of the following: • In Acrobat, choose Comments > Export Comments To AutoCAD, and then specify the PDF file and the AutoCAD file in the Import Comments dialog box. • In AutoCAD, choose Acrobat Markups > Import Comments From Acrobat. 3 In the Import Comments dialog box, specify the PDF that contains the comments, specify which comments to import, and click Continue. If you import a custom set of comments, specify the set by making sure that only the characteristics you want are selected. You must select at least one option in each category. Show By Reviewer Imports comments by individual reviewers. Show By Type Imports comments by type, such as text edits or note comments. Show By Status Imports comments by review status. Show By Checked State Imports comments that are checked. All imported comments appear in the Adobe Acrobat Markups layer as custom objects that you can edit, filter, or delete. 4 To modify an imported comment (change the status, add a check mark, or modify text), right-click the comment, choose Acrobat Comments, and then choose an option. Last updated 9/30/2011 184 USING ACROBAT 9 PRO EXTENDED Collaboration Approval workflows About approval workflows In Acrobat (Traditional Chinese, Simplified Chinese, Japanese, and Korean only), you can send PDFs as email attachments for others to approve. When participants open an approval request in Acrobat (all languages), they can approve the PDF by adding a digital identity stamp. Then, they can send the PDF to other approvers, or return the PDF to the initiator and other appropriate participants. The initiator can track progress by choosing to be notified each time the PDF is approved. The workflow ends when the last participant adds the final approval. If a PDF isn’t approved, the approval workflow must be reinitiated. 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. When you open the PDF, the Stamps palette opens and the document message bar appears at the top of the PDF. If your version of Acrobat is earlier than 7.0, you’re prompted to download the latest version of Reader. You can select any of the digital identity stamps in the Stamps palette to approve the document. A digital identity stamp contains identity information that you provide, such as name, title, organization, and email address. You can use an identity stamp in place of a signature. When you apply a stamp, it becomes part of the document page content. You can delete your own stamp during the approval process; however, once the approval process is completed, your stamp is locked. You can’t move or delete stamps from other participants. You can also reject documents that don’t meet your standards. In addition to adding digital stamps to a PDF, you can add other types of comments, including note comments, text edits, custom stamps, and file attachments. More Help topics “Create a custom stamp” on page 171 “Commenting and markup tools overview” on page 163 “Select an email application for reviews” on page 153 Approve a PDF 1 Open the PDF attachment in the approval invitation email message. Note: If you haven’t added identity information to the stamp, you’re prompted to do so. 2 Select a stamp from the Stamps palette. (To view all stamps, scroll or drag a corner to resize the window.) 3 Click the document to apply your approval stamp. Note: To delete a digital identity stamp that you’ve applied, select it and press Delete. If you select Print, Save A Copy, or Email during the approval process, you can’t delete your stamp. 4 Do one of the following: • To send the document to the next approver, click the Approve button in the document message bar. In the Send To Next Approver dialog box, type the email address for the next approver in the To box, add addresses for other recipients as appropriate, and click Send. Last updated 9/30/2011 185 USING ACROBAT 9 PRO EXTENDED Collaboration • To complete the approval process, click the Final Approval button in the document message bar. In the Complete Final Approval dialog box, specify whether to send an approval notification from the Final Approval Method menu. If you send a notification, type an email address in the To box, add addresses for other recipients as appropriate, and click Send. If you don’t send a notification, click Complete. If the Notify Initiator Of Approval Status Via Email option is selected, a separate email notification appears, addressed to the initiator. Click Send to send this notification. PDFs in an approval workflow present instructions and tools. 5 Save the PDF. Important: If you use the Email button in the toolbar to send the PDF, the PDF is no longer part of the workflow, and approval options aren’t available to the recipient of that email message. 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. 3 In the Reject And Send Notification dialog box, type the email address for the initiator in the To box. If the Notify Initiator Of Approval Status Via Email option is selected, a separate email message is sent to the approval initiator. Click Send. 4 Click Send in the email message that appears. Add or change identity information for a digital stamp 1 From the Stamp menu, choose Show Stamps Palette. 2 In the Stamps palette, select Digital Identity Stamps, right-click your stamp, and choose Edit Identity. 3 In the Identity Setup dialog box, type or edit your name, title, company name, department, and email address, and click Complete. You can also change your identity information from the Preferences dialog box. Under Categories, select Identity. Last updated 9/30/2011 186 Chapter 7: Forms You can fill in forms using either Adobe® Acrobat® 9 Pro Extended or the free Adobe Reader®. You can create static or interactive forms in Acrobat or Adobe LiveCycle® Designer ES (included with Acrobat Pro or Acrobat Pro Extended for Microsoft® Windows®). Interactive forms streamline the process of filling in and collecting data. Forms basics 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. Note: In Mac OS, you can only create a form using an existing PDF file. • Scan a paper form to convert it to a PDF form. • Create a form from scratch or from a template using LiveCycle Designer ES. This option is only available if you have Designer ES or Acrobat Pro or Acrobat Pro Extended for Windows. Note: You can create or edit XML forms in Designer ES but not in Acrobat. After you convert an existing document to a PDF form, you can add fields to it to convert it to an interactive form. An interactive form can be filled out on a computer and submitted through an Internet or local network connection. For more information about forms, see these resources: • How to lay out form fields on a grid: acrobat.timhuff.net/ • Articles, tutorials, and tips about forms: http://acrobatusers.com/ • Forms gallery: http://acrobatusers.com/gallery/forms_gallery/ About LiveCycle Designer ES Designer ES is a graphical form design tool that contains advanced features and controls for creating advanced forms. A stand-alone application, Designer ES is included with Acrobat Pro or Acrobat Pro Extended for Windows. You can also purchase it separately. You can use Designer ES to create dynamic forms that adapt to accommodate varying amounts of data, or to user interaction. For example, you can create a form that calculates the proceeds of stock sales. As the user enters names of stocks and quantities in the Sell field, it expands to accept the user entries. When the user enters number to be sold, the Net Proceeds field is updated automatically. You can also use Designer ES to create forms that support industry-specific XML schema and data. If you have Acrobat 8 or later, you can use the Distribute wizard of Designer ES to send PDF forms to multiple recipients. The wizard is available from the File menu in Designer ES. The wizard certifies the identity of the form originator and encrypts the data that the recipients submit. It also adds usage rights to the form so that recipients can save the form in Adobe Reader. Last updated 9/30/2011 187 USING ACROBAT 9 PRO EXTENDED Forms Use Designer ES when you want to extend basic form capabilities in Acrobat. For example, a Designer ES form can include Image Object fields so that you can easily add graphics to a form. Consider using Designer ES for these tasks: • Create forms from scratch or from the predesigned layouts in the build-in templates that you edit and customize. • Create dynamic forms. • Add graphics, such as photographs. • Add barcode collections. • Create forms in formats that Designer ES can convert to HTML, especially if you intend to post the interactive form on a website for people to fill in and submit from within a browser. • Integrate PDF forms into existing workflows by binding forms to XML schemas, XML sample data files, databases, and web services. • Use scripting objects. You must use Designer ES to edit any forms that were opened and saved in Designer ES, even if the form was originally created in Acrobat. Forms preferences Set forms preferences to control various aspects of your interaction with form fields. Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). In the Preferences dialog box, select Forms on the left. The forms preferences are organized in three sections: General, Highlight Color, and Auto-Complete. Note: The forms preferences apply to the way the application handles open forms as you work. The preferences aren’t saved with the PDF forms themselves. More Help topics “Auto-Complete forms (interactive forms only)” on page 223 General Automatically Calculate Field Values Automatically performs all field calculations upon user entry. Note: The setting for this option only applies to your current session. Show Focus Rectangle Indicates which form field currently has the focus. 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. Show Field Preview When Creating Or Editing Form Fields Displays the appearance of a form field when you create or edit forms. Manage Barcode Parameters Opens a dialog box with a list of barcode items (including the Parameter Set Name, Symbology, and Built-in status for each item). Includes New, Edit, Delete, Import, and Export buttons for working with new or selected parameter sets. Last updated 9/30/2011 188 USING ACROBAT 9 PRO EXTENDED Forms Highlight Color Show Border Hover Color For Fields Displays a black outline around a form field when you place the pointer over it. Fields Highlight Color Opens a color picker for selecting the color of highlighted form fields. The highlight appears when the Highlight Fields button on the document message bar is clicked. Required Fields Highlight Color Opens a color picker for selecting the border color of form fields that must be filled in. The border appears for required form fields when the Highlight Fields button is selected or after you attempt to submit the form. Auto-Complete Auto-Complete menu Displays three options for Auto-Complete: Off, Basic, or Advanced. Remember Numerical Data Suggests your previously entered numerical entries when you type the same first character into a similar field. When deselected, Auto-Complete offers suggestions only for text entries. (Available only when Basic or Advanced is selected.) Edit Entry List Displays current entries stored in the Auto-Complete memory. You can select and delete any entries that you don’t want to keep for filling in future forms. (This option isn’t available if no entries are in the memory.) Creating and distributing forms About form elements After you determine what information you want to receive from users, you can match information types with appropriate form elements. • For text and numeric data that the user will type, design the form to use text fields or combo boxes. • For a single choice from a limited number of options, use radio buttons, a list box, or a combo box. • For a limited number of options from which the user can select none, one, or more items, use check boxes, or use a list box and set the form field properties to allow multiple selections. • For actions, such as opening a file, playing a sound or video, submitting form data, and so forth, use buttons. • For added security, add a digital signature field that verifies the user’s identity. You can also make changes to individual form field properties, making it even easier and more foolproof for users filling in the PDF form. A PDF form created with Acrobat can contain the following types of elements: Barcodes Encode the input from selected fields and display it as a visual pattern that can be interpreted by decoding software or hardware (available separately). 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. Note: Action buttons have a different purpose than radio buttons, which represent data choices made by the user. 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. Combo boxes Let the user either choose an item from a pop-up menu or type a value. Digital signature field Lets the user electronically sign a PDF document with a digital signature. Last updated 9/30/2011 189 USING ACROBAT 9 PRO EXTENDED Forms Document message bar Displays automatically generated information about the PDF form and can display action buttons and other options. The document message bar informs Reader users about their usage rights for the form. It also specifies if a form is certified or has signature fields and allows users to highlight fields. If the form doesn’t have a submit button, a Submit Form button is added to the document message bar to allow the users to submit the form. Note: If form recipients are using older versions of Acrobat or Reader, the document message bar may not be visible or may contain different information. List boxes Display a list of options the user can select. Note: You can set a form field property that enables the user to Shift-click to select multiple items on the list. Radio buttons Present a group of choices from which the user can select only one item. All radio buttons with the same name work together as a group. Text fields Let the user type text, such as name, address, or phone number. D E F G H A B C Adobe Acrobat PDF form A. Digital signature field B. Combo box C. Text fields D. Forms document message bar E. Check boxes F. Radio buttons G. List box H. Buttons More Help topics “Setting action buttons” on page 210 “Enable Reader users to save form data” on page 191 Last updated 9/30/2011 190 USING ACROBAT 9 PRO EXTENDED Forms Create forms using Acrobat You can convert an existing electronic document (for example, a Word, Excel, or PDF document) or scan a paper document to a PDF form, and then add interactive form fields to the form. Note: When you convert a document to an Acrobat form, Acrobat detects the form fields in the document. You need to examine the document carefully to verify that Acrobat detected the correct fields. You can create forms from an existing electronic document (for example, a Word, PDF, or Excel document) or scan a paper form into a PDF form. To create a form from scratch or from a template, you need to have Acrobat Pro or Acrobat Pro Extended for Windows or Designer ES. 1 Choose Forms > Start Form Wizard. 2 Do one of the following, and then follow the on-screen instructions. • To convert an existing electronic document (for example, Word or PDF) to a PDF form, select An Existing Electronic Document. Note: If you don’t want to use the wizard, you can open the file, and then choose Forms > Add Or Edit Fields to convert a PDF document to an Acrobat form. • To scan a paper form and convert it to a PDF form, select A Paper Form. • (Windows) To use Designer ES to create a form from scratch or from one of the available templates, select No Existing Form. For a tutorial, see Create a fillable form in LiveCycle Designer. Note: To create an Acrobat form from scratch, first create a blank PDF by choosing File > Create PDF > From Blank Page, and then use the Start Form Wizard to convert the PDF to an Acrobat form. Create online forms using FormsCentral Note: This feature is available in Acrobat 10.0.1 and 9.4.2. Adobe FormsCentral is an online service—accessible through a web browser—for creating and distributing online forms and surveys. You distribute the link, and then Adobe hosts the form, and collects and compiles the responses. Recipients need only a web browser and any Internet-connected device, including a tablet or smartphone, to fill in forms created using FormsCentral. 1 Choose File > Create > PDF Form Or Online Form to start the FormsCentral wizard. 2 Under Form Using Adobe FormsCentral, Select the option Create Or Edit A Form Using The Online Application. Note: You can click the FormsCentral.adobe.com link directly below the option to skip the rest of the wizard and go directly to the service. Once you sign up for an account or sign in with an existing Adobe ID account, you can start creating online forms using your web browser. 3 Click Next. 4 On the Create Or Edit Form dialog box, do one of the following. • Click the View More link to show additional form templates available in the FormsCentral service. Then sign up for an account or sign in with an existing Adobe ID account. • Click Launch to open a web browser to access the FormsCentral service. 5 Enter your Adobe ID and password, or sign up for a free account. Adobe FormsCentral starts, and you can begin creating a form from scratch or from a template. For detailed instructions, click the Help menu in the upper-right corner of the window and choose FormsCentral Help. Last updated 9/30/2011 191 USING ACROBAT 9 PRO EXTENDED Forms Enable Reader users to save form data Ordinarily, Reader users can’t save filled-in copies of forms that they complete. However, you can extend rights to users of Reader 8 and later so they can do so. In Acrobat Pro and Pro Extended, these rights also include the ability to add comments, use the Typewriter tool, and digitally sign the PDF. 1 Open a single PDF, or preview a component PDF in a PDF Portfolio. 2 If you are editing the form, click Close Form Editing in the upper-right corner of the form. 3 Do one of the following: • (Acrobat Pro and Pro Extended) Choose Advanced > Extend Features In Adobe Reader. • (Acrobat Standard only) Choose Advanced > Extend Forms Fill-In & Save In Adobe Reader. Note: These extended privileges are limited to the current PDF. When you create a different PDF form, you must perform this task again to enable Reader users to save their own filled-in copies of that PDF. If you don’t want recipients to overwrite the blank form template by saving form data, do not extend rights in the copy you send to them. For troubleshooting tips on Reader-enabling forms, see this TechNote. Limitations on saving filled-in forms locally Acrobat Standard, Acrobat Pro, and Acrobat Pro Extended each allow Adobe Reader 8 or later users to fill in and save PDF forms locally. The use of the Reader Extensions capability for local saving of PDF forms (called extended documents) is limited in two ways: Number of deployed extended documents An Acrobat Standard, Acrobat Pro, or Acrobat Pro Extended customer can send an extended document to an unlimited number of recipients for them to fill in. For example, an Acrobat customer can post an empty form template on a web page that allows users to fill in and save PDF forms locally. An unlimited number of people can access the template. However, the Acrobat customer can collect only 500 responses from the filled-in form. This limitation includes both hardcopy (paper form submission) and electronic representations of the filled-in form. Number of recipients of the extended document An Acrobat Standard, Acrobat Pro, or Acrobat Pro Extended customer can send an extended document to no more than 500 unique recipients. For example, an Acrobat customer belongs to an organization with 500 people or less. The Acrobat customer can send an unlimited number of copies of the extended document to those 500 recipients and collect unlimited responses from the filled-in form. Both limitations apply per entity/company, and multiple users in an entity cannot abuse this feature. Obtaining additional licenses to use Acrobat Standard, Acrobat Pro, and Acrobat Pro Extended does not increase the above restrictions. For example, five Acrobat Standard 9 users in a company cannot send out the same extended document to receive and extract data collectively more than 500 times. Acrobat Standard, Acrobat Pro, and Acrobat Pro Extended 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. The most common uses for JavaScript in Acrobat forms are formatting, calculating, validating data, and assigning an action. In Windows, you can also configure Adobe PDF forms to connect directly to databases using Open Database Connection (ODBC). For more information, see the JavaScript™ for Acrobat® API Reference on www.adobe.com/go/learn_acr_javascript_en (PDF, English only). Last updated 9/30/2011 192 USING ACROBAT 9 PRO EXTENDED Forms Note: If you’re creating dynamic forms, keep in mind that Reader doesn’t support some custom JavaScripts, so the form may not function properly when viewed in Reader unless additional usage rights are added to the PDF. You can use the Acrobat Software Development Kit (SDK) to customize Acrobat. For more information on this SDK, see the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (English only). Create form fields In Acrobat, you create a form field by choosing one of the form tools. For each field type, you can set a variety of options through the form field Properties dialog box. Note: In Windows, you can use Designer ES to edit forms that were created in Acrobat. However, Acrobat can’t edit form fields that have been opened and saved in Designer ES. More Help topics “Form fields behavior” on page 200 Create a new form field 1 After you convert your document to a PDF form, choose Forms > Add or Edit Fields. 2 Do one of the following: • Click Add New Field, and then select a tool. • Choose Forms > Form Tools, and then select a form tool. • Right-click the page and select a tool. Your cursor becomes a crosshair. 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. 4 In the Field Name box, type the name of the field and specify if you want the field to be a required field. Choose a name that is relevant and descriptive to make organizing and collecting the data easier. 5 To display the Properties dialog box and modify any other field properties, click Show All Properties. Note: If you have selected the Keep Tool Selected option in the forms toolbar (visible when you select Add New Field > Show Tools On Toolbar), the Field Name box doesn’t appear after adding a field. Each time you click the page, a new field is added to the form. To exit this mode, press the Esc key or click the Select Object Tool button . To modify the properties of the field, double-click the field. 6 To test your form, click the Preview button . Previewing a form allows you to view the form the same way the form recipients will and gives you a chance to verify the form. If you are previewing a form, you can click the Edit to go back to the edit mode. Layout button Lay out form fields on a grid You can use grids to help position form fields precisely on a page. You can define the grid spacing, color, and position. You can also choose whether to have the boundaries of a form field snap to grid lines when you’re editing the form field. Grid lines don’t print. 1 Choose View > Grid. 2 To make form fields snap to the nearest grid lines when you create or move them, choose View > Snap To Grid. Last updated 9/30/2011 193 USING ACROBAT 9 PRO EXTENDED Forms Copy a form field You can create copies of a form field on a single page of a PDF form. You can also copy a form field and paste it onto other pages. When you create duplicate form fields, replicas of the original field are added to one or more other pages. They are always in the same position on each page as the original. Both copies and duplicates can be dragged to different locations on a page, but not from one page to another. Both copies and duplicates are created with the same name as the original form field. Copies and duplicates pasted using the Place Multiple Fields command also have a number appended. All form fields with the same basic name share the same user data and action properties. Consequently, when a user adds or edits a response to a copy or duplicate field, the response appears in all fields with the same basic name. If you change the properties of any one of multiple versions of a form field with the same basic name, those changes affect only that copy of the form field. The exception is when you change an Actions listing if the trigger isn’t a mouse action. If you want to prevent a duplicate or copied form field from reacting in unison with the original field to user-entered responses, change the name of the new form field. Create a copy of a form field ❖ Select the form field, and do one of the following: • To copy the form field to the center of the current view, choose Edit > Copy, and then choose Edit > Paste. • To copy the form field and move it to another location on the page, Ctrl-drag it. To constrain the vertical or horizontal movement as you drag, press and hold Shift. Create multiple copies of a form field on a page 1 Do one of the following: • Right-click the form field and choose Place Multiple Fields. • Select the form field and choose Forms > Edit Fields > Place Multiple Fields. 2 In the Create Multiple Copies Of Fields dialog box, select Preview, and move the dialog box as needed so that you can see the original field and the copies on the form page. 3 Make the selections you want to apply: • To change the number of copies being created, enter different values in the Copy Selected Fields Down and Copy Selected Fields Across options. • To change the dimensions of the original field and all the copies, enter different values in the Change Width and Change Height options. • To move the original field and all the copies, click the Up, Down, Left, and Right buttons. Duplicate a form field across multiple pages 1 Select the form field that you want to duplicate. 2 Choose Forms > Edit Fields > Duplicate. Note: The Duplicate command isn’t available for forms with only one page. 3 Do one of the following: • To duplicate the form field on every page in the form, select All, and click OK. Last updated 9/30/2011 194 USING ACROBAT 9 PRO EXTENDED Forms • To duplicate the form field on a limited range of pages, click the From button, and type the start and ending pages on which you want the form field to appear. Note: Including or not including the page on which the form field originally appears doesn’t affect the duplication process. Including that page won’t create a second copy on top of the original one, and not including it won’t remove the original form field. 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. ❖ If necessary, choose Forms > Add or Edit Fields, and then 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. All form fields between the two form fields are selected. • To select individual form fields in different parts of the PDF page, Ctrl-click each form field. • To select all form fields in an area of the page, use the Select Object tool to drag a selection marquee around the area. • To deselect an individual form field, Ctrl-click that field. The field that is highlighted in dark blue and displays the border handles is the anchor. When you select multiple form fields by clicking, the last field selected is the anchor. When you use a marquee, the form field that was created first is the anchor. If you Ctrl-click to deselect the anchor, the form field located in the upper left of the selection becomes the new anchor form field. Resize and arrange form fields After you create form fields, you can rearrange, resize, or move them to give the page a cleaner, more professional look. To make adjustments in the layout of form fields, make sure that you are in editing mode (choose Forms > Add or Edit Fields). Resize a form field 1 Select the Select Object tool. 2 Select the form field that you want to resize. 3 Do any of the following: • To resize the field manually, click to select the form field, and then drag a border handle. Hold Shift and drag a corner handle to maintain the current aspect ratio of the form field. • To resize the field by one pixel, press Ctrl+Arrow key; to resize the fields by ten pixels, press Ctrl+Shift+Arrow key. Resize multiple form fields to match a selected form field 1 Select all the form fields that you want to resize. 2 Right-click the form field that you want the other selected form fields to match. Choose Set Fields To Same Size, and then select one of the following: Height Adjusts the heights without changing the widths. Width Adjusts the widths without changing the heights. Both Adjust all widths and heights to match. Last updated 9/30/2011 195 USING ACROBAT 9 PRO EXTENDED Forms Move individual form fields You can move form fields by simply dragging them. For greater precision in less time, you can use special features that align them with each other, adjust the spacing between them, and center them on the page. 1 Using the Select Object tool, select one or more form fields that you want to move. 2 Do one of the following: • To move to an approximate location, drag the selected form fields to the new location. To constrain movement to a horizontal or vertical direction, begin dragging, and then press Shift while continuing to drag the selection. • To move either horizontally or vertically in small increments, press the arrow keys to nudge the selected form field into position. • To move the form field to the exact center of a page, choose Edit > Cut, navigate to the desired page, and then choose Edit > Paste. Note: Fields are placed in the center of the page only the first time they’re pasted. Additional pasted fields are offset from the previously pasted field. Align and center multiple form fields 1 Select two or more form fields that you want to align. 2 Right-click the field to which you want to align the other fields. Choose Align, Distribute Or Center, and then choose a command as follows: • To align a column of fields, choose Align Left, Right, or Vertical. They align respectively to the left edge, right edge, or vertical axis (center) of the anchor form field. • To align a row of fields, choose Align Top, Bottom, or Horizontally. They align respectively to the top edge, bottom edge, or horizontal axis (center) of the anchor form field. • To center the fields, choose Center Vertically, Horizontally, or Both. Note: When you right-click one of the selected fields, it shows the border handles, indicating that it’s the anchor form field. The Align menu commands move the other selected form fields to line up with the edges of the anchor form field. Adjust the spacing between form fields In the context of laying out form fields on a page, distributing means to give a group of form fields uniform spacing, measured from the centers of adjacent fields. The Distribute commands take precedence over the Snap To Grid command. 1 Select the form fields that you want to adjust. 2 Right-click any one of the selected form fields, and do one of the following: • To distribute the fields evenly between the topmost and bottommost fields, choose Align, Distribute Or Center > Distribute Vertically. • To distribute the fields evenly between the leftmost and rightmost fields, choose Align, Distribute Or Center > Distribute Horizontally. Note: The Distribute Form button in the Forms toolbar has a different function: Use that button to send your form to others, who fill in the information and return the data to you. Delete a form field 1 In the Fields panel or the page view, select the form fields that you want to delete. Last updated 9/30/2011 196 USING ACROBAT 9 PRO EXTENDED Forms 2 Press Delete, or choose Edit > Delete. About barcodes Barcode fields translate a user’s form entries into a visual pattern that can be scanned, interpreted, and incorporated into a database. Barcodes are helpful when users submit the form on paper or by fax. The advantages of using barcodes are that they save time, eliminate the need for responses to be manually read and recorded, and bypass data-entry errors that can occur. A typical barcode workflow includes the following phases: • The form author makes sure that Automatically Calculate Field Values is selected in the forms preferences, and then creates the form in Acrobat, setting up all the other fields as usual. • The form author adds the barcode field to the form, setting up the barcode so that it captures the needed data. • The form author enables the form for Reader users (if the author wants to allow Reader users to save their own filled-in copy of the form or if it contains certain barcode fields). • The form author distributes the form to other users. • Users fill in the form on their computers and submit it electronically or print a copy and deliver the copy to the form distributor. • The received barcode data is interpreted in one of the following ways, and can then be reviewed, sorted, and used by the form receiver: Forms faxed to a fax server The form receiver can use Adobe Acrobat Capture® to collect TIFF images from the fax server and place them in an Adobe LiveCycle Barcoded Forms Decoder watched folder, if the receiver owns those products. Forms delivered on paper The form receiver can scan paper forms and then use an application such as LiveCycle Barcoded Forms Decoder to decode the barcodes within those forms. Note: Acrobat Capture and LiveCycle Barcoded Forms Decoder are standalone products appropriate for enterprise workflows and are sold separately from Acrobat. 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. If a handheld scanner will be used, avoid barcodes wider than 4 inches (10.3 cm). Tall, narrow barcodes generally work best in this case. Also, avoid compressing the contents of the barcode when using a handheld scanner. • Make sure that the size of the barcode can accommodate the amount of data to encode. If the barcode area is too small, it turns a solid gray. Be sure to test a completed form before distributing it to make sure that the barcode area is large enough. Last updated 9/30/2011 197 USING ACROBAT 9 PRO EXTENDED Forms Create, test, and edit barcode fields One of the ways in which you can improve a PDF form barcode is by creating custom scripts. Writing such scripts requires a basic competency with JavaScript and a familiarity with Acrobat-specific JavaScript. For more information, see Developing Acrobat® Applications Using JavaScript™ on www.adobe.com/go/learn_acr_javascript_en (PDF, English only). For information about basic JavaScript, refer to any of the many resources available on that subject. After inserting a barcode of maximum size, changing the cell size or decode condition may cause the barcode to cross the page borders. Avoid this behavior by selecting the appropriate cell size and decode conditions for the barcode. More Help topics “Manage custom barcode settings” on page 209 “Value tab for form field properties” on page 208 “Options tab for form field properties” on page 202 Add a barcode field 1 Open the form in Acrobat, open the Preferences dialog box, and select Forms on the left. Then select Automatically Calculate Field Values. 2 Select Forms > Add or Edit Form Field. 3 Click the Barcode tool in the Forms toolbar, or choose Forms > Form Tools > Barcode. 4 Drag a rectangle to define the barcode area, and then double-click the barcode field to open the Properties dialog box. 5 In the Value tab, do one of the following: • Select Encode Using, and then select a format (XML or Tab Delimited). Click the Pick button and select the fields that you want to be encoded in the barcode field. If you don’t want to include the field names in the barcode data, deselect Include Field Names. • Select Custom Calculation Script, click Edit, and then enter your custom JavaScript code in the JavaScript Editor dialog box. 6 In the Options tab, do all of the following: • Select a Symbology option: PDF417, QR Code, or Data Matrix. • Select Compress Data Before Encoding To Barcode if you want to apply this compression. Do not select this option if a handheld scanner is used to capture data from returned forms. • In Decode Condition, choose the type of hardware to process returned forms: Handheld Barcode Scanner, Fax Server, Document Scanner, or Custom. • If necessary, click Custom and enter values for X Dimension, Y/X Ratio, and Error Correction Level. 7 Make any other changes in the General and Actions tabs. Then close the Barcode Field Properties dialog box. 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. Test a barcode field 1 Choose Forms > Close Form Editing, or click the Preview button in the Forms toolbar. Last updated 9/30/2011 198 USING ACROBAT 9 PRO EXTENDED Forms 2 Fill in the form. Use sample data that represents the maximum amount of information for each field or that you expect users to enter. 3 If the barcode field is dimmed, follow either the procedure for resizing the barcode field or for adjusting the content data. (See the following tasks.) 4 Make sure that the barcode field area is large enough to contain all of the incoming data. Choose Forms > Clear Form to remove the sample data. 5 Select File > Save. The barcode form field is now ready for distribution. Include additional data fields in the barcode 1 If you are not in the edit mode, choose Forms > Add Or Edit Fields. 2 Double-click the barcode field. 3 In the Value tab, do one of the following: • If Encode Using is selected, click Pick, and select additional form fields to be encoded. • If Custom Calculation Script is selected, click Edit, and write additional JavaScript to include the additional fields. After including new data fields in the barcode, be sure that the barcode area is large enough by testing sample data. If the barcode area is dimmed, adjust the barcode size or text field properties so that the data content fits into the barcode area. Adjust data content to fit in a barcode field 1 To edit the barcode properties so that it can accommodate more data, double-click the barcode field, and do any of the following: • In the Options tab, click the Custom button and enter lower values for Error Correction Level and Y/X Ratio. • In the Options tab, select Compress Data Before Encoding To Barcode, but only if you are using an Adobe software decoder (available separately). • In the Value tab, select Tab Delimited rather than XML as the data-encoding format. XML requires more barcode area to encode information than Tab Delimited does. • In the Options tab, select a different Symbology option. • In the Value tab, click the Pick button, and deselect any fields that don’t need encoding. For example, don’t include fields with redundant information. • In the Value tab, enter a custom script that converts user-entered text to either all lowercase or all uppercase characters during the encoding process. 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. 2 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. (Text that is either all uppercase or all lowercase requires less barcode area than the same text written in a mixture of uppercase and lowercase characters.) Consider creating additional barcode fields in the form and mapping different data to each barcode field. Last updated 9/30/2011 199 USING ACROBAT 9 PRO EXTENDED Forms Set form field navigation If a PDF document doesn’t have a specified tab order, the default tabbing order is based on the document structure unless the user has deselected the Tab Order option in the Accessibility preferences. You can change the tabbing order after you create the fields. If you are in form editing mode, you can order the tabs by document structure (default), row, or column. You can also choose the order manually by dragging and dropping fields in the Fields panel. If you are not in the editing mode, you can change the page properties to order the tabs by row or column. However, you can’t customize the tab order manually. More Help topics “Create forms using Acrobat” on page 190 “Make Adobe PDF forms accessible” on page 298 Set tabbing order in edit mode 1 If you are not in form editing mode, choose Forms > Add Or Edit Fields. 2 In the Fields navigation panel on the left, make sure that you have selected Sort > Tab Order. 3 (Optional) To view the tabbing order for the fields, choose Forms > Edit Fields > Show Tab Numbers. 4 Select a Tab Order option: Default Tab Order Tabs based on the document structure, and follows the order that is set up in the tagging. Order Tabs By Row Tabs from the upper-left field, moving first left to right and then down, one row at a time. Order Tabs By Column Tabs from the upper-left field, moving first from top to bottom and then across from left to right, one column at a time. Order Tabs Manually Allows you to drag and drop a field where you want it within the Fields navigation panel. You can only move one field at a time. You can’t move a field to a different page, a radio button to another group, or a field to a radio button. Set tabbing order in Page Properties 1 If you are in editing mode, click Close Form Editing to exit the mode. 2 Click the Pages button or choose View > Navigation Panels > Pages to open the Pages panel. 3 Select one or more page icons, and choose Page Properties in the Pages panel Options menu. 4 Select a Tab Order option: Use Row Order Tabs from the upper-left field, moving first left to right and then down, one row at a time. Use Column Order Tabs from the upper-left field, moving first from top to bottom and then across from left to right, one column at a time. Use Document Structure For forms with tagged fields, follows the order set up in the tagging. Unspecified Uses the existing sequence. Distribute (send) forms to recipients After you create a form, you choose a method for sending it to recipients. 1 Choose Forms > Distribute Form. Last updated 9/30/2011 200 USING ACROBAT 9 PRO EXTENDED Forms 2 A series of messages might appear, depending on the conditions Acrobat detects in your form. Respond to the on- screen instructions as needed, and save the form. 3 If you are planning to use your own server location, specify a network folder or a Windows server running Microsoft SharePoint workspace. For more information, see “Specify a server” on page 154. 4 In the Distribute Form wizard, select an option for distributing the form. For more information, see “Choosing a distribution option for reviews and forms” on page 152. 5 Click Next and follow the on-screen instructions for distributing the form. 6 If you choose to collect responses in your email inbox, do one of the following: • Select the option Collect Name & Email from Recipients To Provide Optimal Tracking. The system prompts recipients to provide their name and email address when they submit the form. This guarantees that in Tracker, you see exactly who has and hasn't replied, and when. • Deselect the option if you want to receive anonymous submissions, or you don't care about that level of tracking. You can also have the responses sent to someone else. See Patti Sokol’s Return Acrobat form to...not the sender. Note: If you don’t know the email addresses of your recipients, enter your own email address. The system sends you a link to the form, which you can email to recipients as desired. For tutorials and videos on creating and distributing forms, see these resources: • Complete forms workflow: http://tv.adobe.com/#vi+f1495v1626 • Form Submit/E-mail Demystified: http://www.acrobatusers.com/tutorials/form-submit-e-mail-demystified • Distribute forms using Acrobat.com: http://www.layersmagazine.com/distributing-forms-with-acrobatcom.html • Acrobat.com for comment/review and forms distribution: http://www.sokolconsulting.com/blog/?p=29 Form fields behavior 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. The properties for each type of form field are selected on a series of tabs. When you change a property, it is applied as soon as you select another property or press Enter. All types of form fields have a General tab and an Actions tab. Other tabs appear only in specific types of form fields. The Options tab appears for most form field types but the options available are unique to each type of form field. Two items are available on every tab. If you select one on any tab, a check mark will appear, and the option will be checked on all tabs. These are: Locked When selected, prevents any further changes to any form field properties. Close Closes the form field Properties dialog box. If you are changing the properties of multiple fields, you can leave the Properties dialog box open. Click on each field to change its properties. Note: If you select Locked on any tab, it locks all options for the field, not just the options on that tab. Last updated 9/30/2011 201 USING ACROBAT 9 PRO EXTENDED Forms More Help topics “Setting action buttons” on page 210 Modify form field properties You can access Acrobat form field properties only when you are in editing mode (by choosing Forms > Add Or Edit Fields). You can change the properties for multiple form fields at a time. 1 Open the Properties dialog box using one of the following methods: • To edit a single form field, double-click it or right-click it and choose Properties. • To edit multiple form fields, select the fields that you want to edit, right-click one of the selected fields, and choose Properties. 2 Change the properties on each of the available tabs, as needed. The property is changed as soon as you select another property or press Enter. 3 Click Close to close the Properties dialog box. If you select form fields that have different property values, some options in the Properties dialog box are not available. Otherwise, changes to the available options are applied to all selected form fields. To avoid accidental changes to the form field, select Locked in the lower-left corner of the Properties dialog box before you close it. To unlock, click the option again. More Help topics “Setting action buttons” on page 210 General tab for form field properties The General tab appears for all types of form fields and includes the following options: Name Specifies the unique name of the selected form field. Tooltip Displays text that the hesitant user may find helpful in filling in the form field. Tooltips appear when the pointer hovers briefly over the form field. Form Field Specifies whether the form field can be seen, either on screen or in print. The choices are: Visible, Hidden, Visible But Doesn’t Print, and Hidden But Printable. Orientation Rotates the form field by 0, 90, 180, or 270 Degrees Read Only Prevents the user from changing the form field content. 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. The Appearance tab appears for all types of form fields except barcodes, and includes the following options: Border Color Opens a color picker in which you can select a color swatch for the frame surrounding the field. To leave the field without a frame, select No Color. Line Thickness Specifies the width of the frame surrounding the form field: Thin, Medium, or Thick. Last updated 9/30/2011 202 USING ACROBAT 9 PRO EXTENDED Forms Fill Color Opens a color picker in which you can select a color swatch for the background behind the field. To leave the field uncolored, select No Color. Note: A Fill Color choice other than No Color will block any images on the PDF page that are behind the form field. Line Style Alters the appearance of the frame. Select Solid, Dashed, Beveled, Inset, or Underline. Font Size Sets the size of user-entered text or of the selection marker for radio buttons and check boxes. The choices include Auto, various preset values, and typing in a different value. If you select Auto for a text field, as the user types, the font size changes to fit the text in the box. Text Color Opens a color picker in which you can select a color swatch for the text or selection marker. Font Lists the fonts available on your computer. This option is not available for form fields that do not display text. Note: The Enable Right-To-Left Language Options in the International panel of the Preferences dialog box affects what appears in the Appearance tab of the Properties dialog box. When that preference is selected, the Appearance tab includes options for changing the digit style and text direction for text fields, combo boxes, and list boxes. Options tab for form field properties The options available on this tab change according to the type of form field selected. The Options tab appears for all form field types except digital signatures. Barcode The Options tab for barcode field properties contains the following: Symbology Includes the PDF417, QR Code, and Data Matrix barcode types. Note: If your organization processes forms by multiple methods, select the method that accommodates the lowest quality barcode images. For example, if forms will be returned by fax and mail, choose Fax Server as the decode condition to ensure high read rates on all forms. Compress Data Before Encoding To Barcode Specifies that data will be compressed before it is encoded. Data is compressed with the Flate compression method. Compressed data usually requires less storage space in the barcode, allowing more data to be stored. In general, select this option if you will use the Acrobat barcode forms decoder to 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.) • X Dimension Width, in mils (1 mil = 0.001 inch or 0.0254mm), of the cell. • Y/X Ratio Height/width ratio of the cell. For example, for a data cell that is twice as high as it is wide, enter 2. (Available only for PDF417 barcodes.) Note: If you are planning to decode the barcode using a handheld laser scanner, avoid creating barcodes wider than 4 inches (10.2 cm). Taller and narrower barcodes generally work better with handheld scanners. Barcode height and width will not be an issue if you are using an Adobe barcode decoder (available separately). • Error Correction Level Corresponds to the level of data redundancy that is added to the barcode to correct any potential decoding errors. Higher levels provide more redundancy and a more robust barcode that will generate more successful decode results. However, higher levels will also result in a larger barcode and a reduced ability to encode user-supplied or form structure data into the barcode. A more robust barcode can reduce problems created by pen Last updated 9/30/2011 203 USING ACROBAT 9 PRO EXTENDED Forms marks, poor print quality, degradation caused by fax transmission, or folds in the document. This option is available for PDF417 and QR Code barcodes. Manage Barcode Parameters Enables you to save your custom barcode selections in a file. You can then export the file and make it available to other form authors in your organization. Check boxes Check Box Style Specifies the shape of the marker that appears inside the check box when the user selects it: Check (the default), Circle, Cross, Diamond, Square, or Star. This property does not alter the shape of the check box itself. Note: The size of the marker inside the check box is determined by the size of the font you specify in the Appearance tab. Export Value Specifies a value to represent the item if the data will be exported. If left blank, the entry for Name in the General tab is used as the export value. Check Box Is Checked By Default Shows the check box selected unless the user deselects it. For a technique on setting up your source document for automatic checkboxes, see Bill Carberry’s How To Have the Acrobat Form Wizard Automatically Create Check Boxes. Combo box and list box For either combo boxes or list boxes, you use the Options tab to create a list of items from which the user selects. Although most of the properties on this tab are common to both these types of form fields, a few are exclusive to one type or the other. Item Accepts the text that you type for options that you want to appear in the menu for the field. Add Moves the current entry in Item to the Item List. Export Value Where you type in a value to represent the item if the data will be exported. If left blank, the entry for Name in the General tab is used as the export value. Item List Displays the choices that will be available in the list. Note: The highlighted item in the Item List box appears as the default selected item in the combo box or list box field. To change the default item, highlight another item from the list. Up and Down buttons Change the order in which the items are listed in the combo-box list. These buttons are not available if Sort Items is selected. 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 (Combo boxes only) Enables users to enter a value other than the ones in the list. Check Spelling (Combo boxes only) Checks the spelling of user-entered text. This option is available only if Allow User To Enter Custom Text is selected. Multiple Selection (List boxes only) Enables users to choose more than one item in the list. Commit Selected Value Immediately Saves the value as soon as the user selects it. If this option is not selected, the value is saved only when the user tabs out of the current field or clicks another form field. For list boxes only, this option is not available if Multiple Selection is selected. Last updated 9/30/2011 204 USING ACROBAT 9 PRO EXTENDED Forms Radio buttons Create a group of radio buttons if you want the user to select only one choice among a set of choices. All of the radio buttons in a group share the same Name but each button has a different Button Value. Button Style Specifies the shape of the marker that appears inside the button when the user selects it: Check, Circle (the default), Cross, Diamond, Square, or Star. This property does not alter the shape of the radio button itself. Button Value Identifies the radio button and differentiates it from other radio buttons that share the same Name value. Button Is Checked By Default Sets the selection state of the button when the user first opens the form. Buttons With The Same Name And Value Are Selected In Unison Allows single-click selection of multiple related radio buttons. For example, if the user selects a radio button that has the same field name and export value as another, both radio buttons are selected. Text Fields Text fields accept user input, which can be alphabetic characters, numbers, or both. Alignment Aligns the text left, right, or center within the field. Default Value Specifies the text that appears until the user overwrites it by typing in the field. Enter the default value by typing in this option. Multi-line Allows more than a single-line entry in the text field. Scroll Long Text Compensates for text that extends beyond the boundaries of the text field. Allow Rich Text Formatting Allows users to apply styling information to the text, such as bold or italic. This might be useful in certain text fields where such styling information is important to the meaning of the text, such as an essay. Limit Of Characters Allows entries of up to the number of characters you specify. Note: If you entered a default value, that value is clipped to this limit. Password Displays the user-entered text as a series of asterisks (*). This option is available only if Check Spelling is deselected. Field Is Used For File Selection Allows the user to enter a file path as the field’s value when a file is submitted along with the form. This option is available only when Scroll Long Text is the only selected option in the Options tab. Check Spelling Checks the spelling of user-entered text. 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. A B Text fields with and without the Comb property A. Four text fields with a border color, using the Comb property B. Text field without the Comb property Last updated 9/30/2011 205 USING ACROBAT 9 PRO EXTENDED Forms Actions tab for form field properties Actions properties specify any actions that you want to associate with the form field, such as jumping to a specific page or playing a media clip. The Actions tab appears for all types of form fields and includes the following options: Select Trigger Specifies the user action that initiates an action: Mouse Up, Mouse Down, Mouse Enter, Mouse Exit, On Focus, or On Blur. Select Action Specifies the event that occurs when the user triggers the action: Execute A Menu Item, Go To A 3D/Multimedia View, Go To A Page View; Import Form Data, Multimedia Operation (Acrobat 9 and later), Open A File, Open A Web Link, Play A Sound, Play Media (Acrobat 5 Compatible), Play Media (Acrobat 6 And Later Compatible), Read An Article, Reset A Form, Run A JavaScript, Set Layer Visibility, Show/Hide A Field, and Submit A Form. Add Opens a window for the selected action. Actions Displays the list of triggers and actions that you’ve defined. Up and down buttons Change the order in which the selected action appears listed under the trigger. (Available only when you have defined multiple actions for the same trigger.) Edit Opens a dialog box with specific options for the selected action. Delete Removes the selected action or trigger-action pair. Calculate tab for form field properties The Calculate tab appears in the Properties dialog boxes for only text fields and combo boxes. Use these options to perform mathematical operations on existing form field entries and display the result. Value Is Not Calculated Select this if you want the user to type. Value Is The Select this to make further options available: • Pop-up menu Lists the mathematical functions to apply to the selected fields. Choose Sum to add the values entered in the selected fields, Product to multiply them, Average, Minimum, or Maximum. • Pick Opens a dialog box with a list of the available fields in the form that you select to add or deselect to remove from the calculation. Simplified Field Notation Uses JavaScript with field names and simple arithmetic signs. The Edit button opens a dialog box in which you can write, edit, and add scripts. 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. For example, if you wanted to use the result obtained from calculating two form fields to calculate the value of a third form field, the first two form fields must be calculated together first to obtain the correct final results. 1 Choose Forms > Edit Fields > Set Field Calculation Order. The Calculate Fields dialog box displays all calculable fields in your form and the order in which the calculations are performed. 2 To change the field calculation order, select the field from the list, and then click the Up or Down button as needed. Last updated 9/30/2011 206 USING ACROBAT 9 PRO EXTENDED Forms Acrobat automatically performs all assigned field calculations when you are creating and testing your form fields. For convenience while you work, you can turn off automatic calculation in the forms preferences. Signed tab for form field properties The Signed tab is available only in the Digital Signature Properties dialog box. Selections made here determine what happens when the user applies a digital signature to the form. Nothing Happens When Signed This is the default. Mark As Read-Only Prevents further changes to the digitally signed form, according to the selection in the pop-up menu: • All Fields Prevents any changes to any form field. • All Fields Except These Allows changes only to the form fields you select by clicking the Pick button and selecting check boxes for the fields that you want the user to be able to edit after signing. • Just These Fields Prevents changes in only the form fields you pick. This Script Executes When Field Is Signed Activates a custom JavaScript when the user digitally signs the form. Use the Edit button to change or create a new JavaScript action. More Help topics “Adding JavaScript to forms” on page 191 Format tab for form field properties The Format tab appears in the Properties dialog box for only text form fields or combo box form fields. The options that are available depend on your selection in the Select Format Category pop-up menu. None No additional options are available. The input in a text or combo box with this property does not require any specific formatting. 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. Negative Number Style Sets how negative numbers are displayed. You can choose Show Parentheses, Use Red Text, neither, or both. Percentage Automatically imposes the selected formatting options on numeric data expressed as a percentage. 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. Date List includes one-, two-, and four-digit variations where d stands for the day, m stands for month, and y stands for year. Last updated 9/30/2011 207 USING ACROBAT 9 PRO EXTENDED Forms Time List includes display variations where h stands for the hour on a 12-hour clock, H stands for the hour on a 24-hour clock, MM stands for minutes, ss stands for the seconds, and tt stands for AM or PM. Special Zip Code For a five-digit U.S. postal code. Zip Code + 4 For a nine-digit U.S. postal code. Phone Number For a ten-digit telephone number. Social Security Number For a nine-digit U.S. Social Security Number. Hyphens are inserted automatically after the third and fifth digits. Arbitrary Mask Changes the format category to Custom and makes another text field available, in which you can type a custom format. Use this option to specify which types of characters the user can enter in any given position, and how the data displays in the field. • A Accepts only letters (A–Z, a–z). • X Accepts spaces and most printable characters, including all characters available on a standard keyboard and ANSI characters in the ranges of 32–126 and 128–255. • O The letter “O” accepts alphanumeric characters (A–Z, a–z, and 0–9). • 9 Accepts only numeric characters (0–9). For example, a mask setting of AAA--p#999 accepts the input BOE--p#767. A mask setting of OOOOO@XXX accepts the input vad12@3Up. Example of an Arbitrary Mask entry Last updated 9/30/2011 208 USING ACROBAT 9 PRO EXTENDED 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. The Edit button opens a dialog box in which you can write and add new scripts. To get the JavaScript for Acrobat API Reference, see the Acrobat Developer Center at www.adobe.com/go/learn_acr_javascript_en (PDF, English only). Validation tab for form field properties The Validation tab appears only in the Text Field Properties and Combo Box Properties dialog boxes. Validation properties restrict entries to specified ranges, values, or characters, ensuring that users enter the appropriate data for a specified form field. Field Value Is Not Validated Turns off validation. Field Value Is In Range Sets a numeric range for form fields using values you enter in either as a number or a percentage. Run Custom Validation Script Validates by a JavaScript that you create or provide. More Help topics “Adding JavaScript to forms” on page 191 Value tab for form field properties The Value tab appears for barcode form fields only. Encode Using Activates these options: • 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 tabdelimited format with the field names in the first line. This option is also useful if you want to fit more data into a barcode or if you intend to copy the data into database or spreadsheet tables. • Pick Opens a dialog box in which you select which user data fields will be encoded in the barcode for you to retrieve. • Include Field Names (Available only when Tab Delimited encoding is selected.) Encodes field names as the first line of the barcode contents. The values are encoded under them. Custom Calculation Script Displays the default script. Click the Edit button to open the JavaScript Editor dialog box, in which you can write custom calculation scripts for your barcode. Reference To published Form Shows the path to the PDF form. You can edit this by typing in the URL to the published form. Later, you can re-create a digital version of the completed form by merging the form template with an instance of user-supplied data. You can also maintain the relationship between a specific form template and its related barcode data files. When you encode a barcode using XML values, the URL reference is encoded into the barcode and is displayed on the form, below the barcode. Last updated 9/30/2011 209 USING ACROBAT 9 PRO EXTENDED Forms http://www.adobe.com/formscatalog/thisform.pdf A type of barcode, with the URL reference below Manage custom barcode settings You can save, reuse, and share a set of custom settings for barcode parameters, to apply them when you create new barcode form fields. You can make further adjustments to your custom parameter sets after you define them. All of these processes begin by opening the barcode form field properties dialog box. To open the properties dialog box, double-click the barcode field. More Help topics “Create, test, and edit barcode fields” on page 197 “About barcodes” on page 196 Create a new barcode parameters set 1 In the Barcode Field Properties dialog box, click the Options tab, and then click Manage Barcode Parameters. 2 Select the existing parameter set that you want to use as the basis of the new set, and click New. 3 Type a name in the Name box and a description in the Description box. 4 Select options for Symbology, X Dimension, Y/X Ratio, and Error Correction Level, and then click OK. The newly defined parameter set appears in the list in the Manage Barcode Parameters dialog box, and all the buttons on the right side of the dialog box become available. The new definition also appears in the Decode Condition menu in the Options tab of the Barcode Field Properties dialog box. Edit or delete 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 Select a custom parameter set from the list. 3 Choose the appropriate action: • Click Edit and make the changes to the settings; then click OK. • Click Delete. Confirm the deletion in the message that appears by clicking OK. 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. Last updated 9/30/2011 210 USING ACROBAT 9 PRO EXTENDED Forms Redefine form field property defaults After you change properties for a specific type of form field, you can set those properties as the default set for that type. For example, you can create a check box, change its properties, and then save the properties as the default values. 1 If necessary, choose Forms > Add Or Edit Fields to go to form-editing mode. 2 Right-click the form field for which you have already changed properties, and choose Use Current Properties As New Defaults. Note: Changing the default properties does not change the settings for existing form fields of that type. The new defaults apply only to new fields that you create. Setting action buttons About buttons Buttons are most commonly associated with forms, but you can add them to any document. Buttons can open a file, play a sound or movie clip, submit data to a web server, and much more. When deciding on how to initiate an action, remember that buttons offer the following capabilities that links and bookmarks do not: • A button can activate a single action or a series of actions. • 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. Buttons can have a combination of labels and icons to lead users through a series of actions or events by changing as the mouse is moved. For example, you can create buttons with “Play,” “Pause,” and “Stop” labels and appropriate icons. Then you can set actions for these buttons to play, pause, and stop a movie clip. You can select any combination of mouse behaviors for a button and specify any combination of actions for a mouse behavior. Add a button to an Acrobat PDF form 1 Make sure you are in edit mode by selecting Forms > Add Or Edit Fields, and then select Button from the Add New Field list. Your curser becomes a cross hair. 2 On the page, click where you want to add the button to create a button with the default size. For a custom size button, drag a rectangle to define the size of the button. 3 Double-click the button field, and then specify a name, tool tip text, and other common properties. 4 Click the Appearance tab, and then specify options to determine the button appearance on the page. Remember, if you select a background color, you are not able to see through to any images behind the button. The text options affect the label you specify in the Options tab, not the button name in the General tab. Note: If Enable Right-To-Left Language Options is selected in the International panel of the Preferences dialog box, the Appearance tab includes options for changing the digit style and text direction for buttons. 5 Click the Options tab, and select options to determine how labels and icons appear on the button. Last updated 9/30/2011 211 USING ACROBAT 9 PRO EXTENDED Forms 6 Click the Actions tab. Specify options to determine what happens when the button is clicked, such as jumping to a different page or playing a media clip. 7 Click Close. If you’re creating a set of buttons, you can snap the object to grid lines or guides. Add a submit button When you distribute a form, Acrobat automatically checks the form. If it doesn’t find a submit button, it adds a Submit Form button to the document message bar. Users can click the Submit Form button to send completed forms back to you. If you don’t plan to use the Submit Form button created by Acrobat, you can add a custom submit button to your form. 1 Using the Button tool, create a button. Double-click the button and set options in the General and Options tabs. 2 In the Options tab, choose an option in the Layout menu for the button label, icon image, or both. Do one or both of the following: • Type text in the Label box to identify the button as a submit button. • Click Choose Icon and either type the path to an image file or click Browse and locate the image file you want to use. 3 In the Actions tab, choose Submit A Form on the Select Action menu, and then click Add. 4 In the Enter A URL For This Link box, do one of the following: • To collect form data on a server, type the location. 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. For example, mailto:nobody@adobe.com. 5 Select options for Export Format, Field Selection, and Date Options, and click OK. Note: If the data returns in FDF or XFDF format, the server URL must end with the #FDF suffix—for example, http://myserver/cgi-bin/myscript#FDF. Submit Form Selections options The following options are available in the Submit Forms Selections dialog box: FDF Returns the user input without sending back the underlying PDF file. You can select options to include Field Data, Comments, and Incremental Changes To The PDF. Note: Selecting the option for incremental changes is useful for receiving digital signatures in a way that is easily read and reconstructed by a server. HTML Returns the form in hypertext markup language. XFDF Returns the user input as an XML file. You can include Comments with the field data or just the field data. PDF Returns the entire PDF file with the user input. Field Selection Specifies what fields are returned. To receive only some of the completed field data, select Only These, click Select Fields, and select which fields to include or exclude in the Field Selection dialog box. For example, you might use this to exclude some calculated or duplicate fields that appear in the form for the user’s benefit but which do not add new information. Date Options Standardizes the format for dates that the user enters. Last updated 9/30/2011 212 USING ACROBAT 9 PRO EXTENDED Forms Making buttons change appearance A button can have a label, an icon, or both. You can change how the button appears in each mouse state (Up, Down, and Rollover). For example, you could create a button that has a “Home” label until the pointer is moved over the button, when it might have a “Click to return to Home page” label. Kahili Kahili Kahili Kahili A B C D Kahili Kahili E F G Button layouts A. Label only B. Icon only C. Icon top, label bottom D. Label top, icon bottom E. Icon left, label right F. Label left, icon right G. Label over icon You can make button icons from any file format that Acrobat can display, including PDF, JPEG, GIF, and other image formats. For whichever format you select, the entire page is used, so if you want to use only a portion of a page as an icon, you need to crop the image or page before carrying out this procedure. The smallest allowable PDF page size is 1-by-1 inch (2.54-by-2.54 cm). If you want the icon to appear smaller than 1-by-1 inch, scale it to fit the size of the box drawn with the button tool. Clicking Advanced in the Options tab of the Button Properties dialog box lets you determine how a button icon is scaled to fit inside a button. Edit a button ❖ Select the Button field, and then do any of the following: • To edit the properties for the button field, double-click the button. • To change the appearance of buttons, use the appearance options in the Appearance tab of the Button Properties dialog box. • To align, center, or distribute the button with other form fields, or to resize or duplicate the button, right-click the button, and then choose an option from the context menu. More Help topics “Scale and position buttons” on page 213 Specify Acrobat button display properties 1 Make sure you are in edit mode by selecting Forms > Add Or Edit Fields, and then click the Select Object tool . 2 Double-click an existing button, and then click the Options tab in the Button Properties dialog box. 3 For Layout, choose the type of label display you want. (For information on scaling button icons, see the next procedure.) 4 For Behavior, specify the display of the button when clicked. 5 To define the label or icon that appears on the button, do the following: • If a label option is selected from the Layout menu, type the text in the Label box. • If an icon option is selected from the Layout menu, click Choose Icon, click Browse, and select the file. (Click Clear to remove the selected icon.) Button Behavior options None Keeps the appearance of the button the same. Last updated 9/30/2011 213 USING ACROBAT 9 PRO EXTENDED Forms Push Specifies appearances for the Up, Down, and Rollover states of the mouse. Select an option under State, and then specify a label or icon option: Up Determines what the button looks like when the mouse button isn’t clicked. Down Determines what the button looks like when the mouse is clicked on the button, but before it’s released. Rollover Determines what the button looks like when the pointer is held over the button. Outline Highlights the button border. Invert Reverses the dark and light shades of the button. Scale and position buttons 1 Make sure you are in edit mode by selecting Forms > Add Or Edit Fields, and then click the Select Object tool . 2 Double-click an existing button to open the Button Properties dialog box. 3 Click the Options tab, select one of the icon options from the Layout menu, and then click Advanced. 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. Icon Is Too Small Scales the icon as defined only if it is smaller than the button. 5 From the Scale menu, select whether to scale the icon proportionally. If the icon is scaled nonproportionally, it may be skewed. 6 To make sure that either the top and bottom or left and right sides of the icon are flush against the button edges, select Fit To Bounds. 7 To define where the icon is placed inside the button, drag the slider arrows. Icon placement is defined according to the percentage of space preserved between the icon and the left field boundary, and between the icon and the bottom field boundary. The default setting (50, 50) places the icon in the middle of a field. You can click Reset at any time to revert to the default placement setting. 8 Click OK, and then click Close. Hide an Acrobat button except during rollover In some cases, you may want the button area to be invisible until the pointer moves over it. By alternately showing and hiding a button, you can create interesting visual effects in a document. For example, when you move a pointer over a city on a map, a detail map of the city could be displayed, and the detail map could disappear when the pointer moves away from the city. Last updated 9/30/2011 214 USING ACROBAT 9 PRO EXTENDED Forms A B C Showing and hiding icons A. Pointer not over button area B. Pointer enters button area C. Pointer exits button area 1 Using the Button tool , drag across the area where you want the pop-up button to appear. For example, if the PDF file contains a map of France, drag across the area where you want a detailed map of Paris to pop up. 2 Double-click the button. 3 Click the Options tab, and choose Icon Only from the Layout menu. 4 Choose Push from the Behavior menu, and then choose Rollover from the State list. 5 Click Choose Icon, and then click Browse. Select the file type from the File Of Type, navigate to the location of the image file, and then double-click the file. In this example, you would select a map of Paris. Click OK to accept the previewed image as the button. 6 Click the Appearance tab. If needed, deselect Border Color and Fill Color, and then click Close. 7 If you are in the edit mode, click Preview. The image field you defined appears as the pointer rolls over the button area and disappears when it exits. 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. Instead, you use the Actions tab to show the first button when the pointer enters the second button, and hide the first button when the pointer exits. Publishing interactive web forms About web forms PDF forms can be useful for submitting and collecting information over the web. This is done by providing several button actions that perform functions similar to some HTML scripting macros. You must have a Common Gateway Interface (CGI) application on the web server to collect and route the data to a database. Any existing CGI application that collects data from forms (in HTML, FDF, or XML format) can be used. Before you make your forms web-ready, make sure that your form-field names match those set in the CGI application. Important: CGI scripts must be built outside Acrobat, and their creation is not covered by the Adobe Acrobat product. Add submit functionality Use the Submit A Form action to send form data to an email address or to a web server by specifying a URL. You can also use the submit button to send other files back to a server or database. For example, you can attach scanned images or files to a form. The files are submitted along with the rest of the form data when you click the Submit button. If your PDF form contains an email-based submit button, you can use the Distribute Form workflow to facilitate distributing the form to others. 1 Select Forms > Add Or Edit Fields, then select Button from the Add New Field list, and create a button. Last updated 9/30/2011 215 USING ACROBAT 9 PRO EXTENDED Forms 2 Double-click the button to open the Button Properties dialog box. 3 Click the Actions tab, and select Mouse Up from the Select Trigger menu. 4 Select Submit A Form from the Select Action menu, and then click Add. 5 In the Submit Form Selections dialog box, type an entry in Enter A URL For This Link: • To send the form data to a web server, enter the destination URL. • To send the form data to an email address, enter mailto: followed by the email address. For example, type mailto:nobody@adobe.com. 6 Make additional changes to the available options, and then click OK to close the dialog box. 7 Change settings on other tabs in the Button Properties dialog box as needed, and then click Close. 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. HTML Exports as an HTML file. XFDF Exports as an XML file. You can choose to export the form fields data, comments, or both. PDF The Complete Document Exports the entire PDF file that is your form. Although this creates a larger file than the FDF option, it is useful for preserving digital signatures. Note: If the users that fill in the PDF form are using Adobe Reader, you must choose either FDF or XFDF for the Export Format option. All Fields Exports all form fields even if the form fields do not contain values. Only These Exports only the form fields you specify by clicking Select Fields and indicating which form fields to include and whether you want to include empty fields. Convert Date To Standard Format Exports all form dates in a single format, regardless of how they are entered in the form. Add a Reset Form button A Reset Form button clears any data a user has already entered in the form. It is like the Forms > Clear Form feature, which is available to you when you create and edit Acrobat forms. However, you can set up your reset button so that it clears only specific fields. 1 Select Forms > Add Or Edit Fields, then select the Button tool from the Add New Field list, and create a button. 2 Double-click the button to open the Button Properties dialog box. 3 Click the Actions tab, and select Mouse Up from the Select Trigger menu. 4 Select Reset A Form from the Select Action menu, and then click Add. 5 In the Reset A Form dialog box, do one of the following and then click OK: • Click individual check boxes to select or deselect the fields that you want to be reset by the button. • Select All. The list in the Actions tab now shows Reset A Form nested under the Mouse Up action. Last updated 9/30/2011 216 USING ACROBAT 9 PRO EXTENDED Forms As needed, you can open other tabs in the Button Properties dialog box and apply other types of properties to the button. More Help topics “Form fields behavior” on page 200 Add an Import Data button Use the Import Form Data action to enable users to fill out common form fields, such as name and email address, with data imported from another form. Users can also use the Import Data button to populate common form fields with their personal profile information. Only form fields that match are updated. The fields that do not match are ignored. Before you create an Import Form Data action, set up a form with common information form fields from which to export the data. 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. 1 Select Forms > Add Or Edit Fields, then select Button from the Add New Field list, and create a button. 2 Double-click the button to open the Button Properties dialog box. 3 Click the Actions tab, and select Mouse Up from the Select Trigger menu. 4 Select Import Form Data from the Select Action menu, and then click Add. 5 Locate and select an FDF file, and click Select. 6 Click another tab in the Button Properties dialog box to continue defining properties for the button, or click Close. More Help topics “Manage form data files” on page 219 “Add a button to an Acrobat PDF form” on page 210 CGI export values An export value is the information sent to a CGI application to identify a user-selected form field. You need to define an export value only if both of the following are true: • The data is collected electronically in a database over a company intranet or the web. • The data is different from the item designated by the form field, or the form field is a radio button. When defining export values, keep the following guidelines in mind: • Use the default export value (Yes) to indicate that a check box or radio button has been selected. • Enter an export value for combo boxes or list boxes only if you want the value to be different from the item listed— for example, to match the name of the form field in a database. The item selected in the combo box or list box is used as the export value unless a different export value is explicitly entered in the Properties dialog box. • Related radio buttons must have exactly the same form field name but different export values. This ensures that the radio buttons toggle and that the correct values will be collected in the database. Last updated 9/30/2011 217 USING ACROBAT 9 PRO EXTENDED Forms Using QuickBooks data in forms (Windows) Prepare a QuickBooks template for distribution You can add data from your Intuit QuickBooks company file to a QuickBooks enabled form, known as a QuickBooks template. Recipients can fill out the form using Acrobat 7.05 or later, or Reader 7.05 or later, even if they don’t have QuickBooks. You then collect the data from the submitted forms and import it into your QuickBooks company file. Adobe tests with and supports the QuickBooks features in Acrobat 9 Pro and Acrobat 9 Pro Extended with the following QuickBooks products: QuickBooks Pro 2007 and 2008, and QuickBooks Premier Editions 2007 and 2008. Note: The QuickBooks templates are installed only with the English version of Acrobat. 1 Launch QuickBooks and open your company file. 2 In Acrobat, choose Forms > QuickBooks > Prepare QuickBooks Template For Distribution. 3 Follow the instructions in the wizard to create and distribute the form. Note: To populate a QuickBooks template without distributing it, open the template and choose Forms > QuickBooks > Populate Template With QuickBooks Data. To clear QuickBooks data from a populated template, choose Forms > QuickBooks > Clear Template. More Help topics “Distribute (send) forms to recipients” on page 199 “Collecting and managing form data” on page 218 Synchronize and manage response data 1 In Acrobat, choose Forms > Tracker. 2 In the left pane of the Tracker, expand Forms. Then, under Distributed, select your form. 3 In the right pane, click View Responses. Acrobat opens a list of responses. 4 As needed, do any of the following in the list of responses: • To synchronize all of the data directly to your QuickBooks company file, choose Forms > QuickBooks > Sync To QuickBooks. • To show specific responses, click Filter and specify a column and filtering criteria. • To add any newly submitted responses, click Update. • To preview a response file, double-click it. To return to the list of responses, click the Home button . • To save form responses to an XML or comma-separated (CSV) file, select the files you want and click Export. • To archive response data to a new PDF, select the files you want and click Archive. • To add returned forms to the list of responses, click Add. Customize QuickBooks templates You can customize any of the QuickBooks enabled templates using LiveCycle Designer ES. For example, you can change colors, add a corporate logo and contact information, move the form fields, and change field properties. Last updated 9/30/2011 218 USING ACROBAT 9 PRO EXTENDED Forms You can use JavaScript for advanced form customization. For example, you can add additional data fields, change data types, and customize what data is displayed. For more information, see Creating PDF Forms for Intuit QuickBooks with Acrobat 9 (PDF) at www.adobe.com/go/learn_lc_qbtempl_customize_en. 1 Choose Forms > QuickBooks > Edit QuickBooks Template. 2 Select a QuickBooks form template. By default, the Acrobat installation adds QuickBooks templates in \Program Files\Adobe\Acrobat 9.0\Acrobat\QuickBooksTemplates\ENU. 3 Use Designer ES to edit the form as needed. To open the LiveCycle Designer ES Help, choose Help > Adobe LiveCycle Designer Help. Click the following links for information on basic editing tasks: Adding a corporate logo Moving fields Adding borders Changing font sizes Changing text color Designing forms More Help topics “About LiveCycle Designer ES” on page 186 Collecting and managing 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. You can use this file to compile returned forms. Collect user data 1 After a user submits a form, open the returned form. 2 In the Add Completed Form To Responses File dialog box, select one of the following: Add To An Existing Responses File Compiles the data in the response file that was created when you used the Distribute Form wizard to send out the form. (If necessary, click Browse and locate the response file.) Create A New Responses File Creates a new response file, using the name and location you specify. The response file opens after you click OK. Each returned form added to the response file appears as a component file of a PDF Portfolio. Compile form data 1 In Acrobat, choose Forms > Compile Returned Forms. 2 In the Compile Data dialog box, do one of the following to select a PDF response file: • Click Browse, and then locate and select the response file. • Type the path to the response file. 3 Click Add File, and navigate to the returned form. Last updated 9/30/2011 219 USING ACROBAT 9 PRO EXTENDED Forms 4 Repeat the previous step as many times as necessary to add more returned forms. After you click OK, the data from the selected forms is added to the response file. Each returned form appears as a component file of a PDF Portfolio. Add user data to an existing response file 1 In Acrobat, open the response file. 2 In the left navigation panel, click Add. 3 In the Add Returned Forms dialog box, click Add File. Then locate and select the returned forms, and click Open. 4 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. 1 In Acrobat, open the response file and select the data to export. 2 In the left navigation panel, click Export. 3 In the Select Folder To Save File dialog box, specify a name, location, and file format (CSV or XML) for the form data, and click Save. Manage form data files You can move the answers on a PDF form to and from other file formats that preserve all the data in much less space than a full PDF. Import form data In some workflow scenarios, individuals submit filled-in forms as data-only files rather than as complete PDF files. These files are not PDFs, but use another file format, such as FDF or XML. You can view the data submitted by an individual recipient in the context of the PDF by opening the original file and importing the information in the data file. 1 In Acrobat, open the PDF form into which you want to import data. 2 Choose Forms > Clear Form. Note: When you import data from another file into a PDF form, the imported data replaces any information that appeared previously in the individual form fields. However, if the imported data file contains one or more blank form fields, importing will not clear the original data. 3 Choose Forms > Manage Form Data > Import Data. 4 In the Select File Containing Form Data dialog box, select a format in File Of Type corresponding to the data file you want to import. Then locate and select that file, and click Select. Note: Some formats are available only for specific types of PDF forms, depending on the application used to create the form, such as Acrobat or Designer ES. Data you import from a text file (.txt) must be formatted in tab-delimited rows that form columns. Last updated 9/30/2011 220 USING ACROBAT 9 PRO EXTENDED Forms Export form data You can save the information in a completed PDF form as a data file in another file format. Later, you can reuse the data to fill in the form again or another form with the same fields and field names. 1 In Acrobat, open the completed form file. 2 Choose Forms > Manage Form Data > Export Data. 3 In the Export Form Data As dialog box, select the format in which you want to save the form data (FDF, XFDF, XML, or TXT). Then select a location and filename, and click Save. Note: Some file formats are available only for specific types of PDF forms, depending on how the form was created. 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. 1 Choose Forms > Manage Form Data > Merge Data Files Into Spreadsheet. 2 In the Export Data From Multiple Forms dialog box, click Add Files. 3 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). Then locate the form files that you want to merge into the spreadsheet, select them, and click Select. 4 Repeat the previous step to add form data files that are in other locations, as needed. 5 Click Export. Then select a folder and filename for the spreadsheet, and click Save. 6 In the Export Progress dialog box, click either View File Now to open the spreadsheet file or Close Dialog to return to Acrobat. Note: When returned forms are in a response file, the most efficient way to export the information into a spreadsheet is to use the Export Data button in the left navigation panel for the PDF Portfolio response file. About Forms Tracker Use Tracker to manage the forms that you have distributed or received. Tracker allows you to view and edit the location of the response file, track which recipients have responded, add more recipients, email all recipients, and view the responses for a form. Track forms 1 Choose Forms > Track Forms. 2 In the left navigation panel, expand Forms. 3 Select a form and do one of the following: • To view all responses for a form, click View Responses. • To modify the location of the response file, in Responses File Location, click Edit File Location. • To view the original form, click Open Original Form. • To send the form to more recipients, click Add Recipients. For a video on using the Forms Tracker to collect and track responses, see http://www.acrobatusers.com/tutorials/2008/06/a9video_understanding_form_tracker. Last updated 9/30/2011 221 USING ACROBAT 9 PRO EXTENDED Forms More Help topics “Tracker overview” on page 159 “Distribute (send) forms to recipients” on page 199 Filling in forms Is the form fillable? Not all forms are fillable. Sometimes form creators don’t convert their PDFs to interactive fillable forms. Or, they intentionally design a form that you can fill in only by hand. These non-interactive forms are called flat forms. Flat fillable forms (three variations) Flat form in browser (no Typewriter tool) A D Interactive fillable form B E F C Fillable forms visually differ from flat forms A. Typewriter tool lets you type in flat forms. Here, the tool is available in purple message bar. B. Typewriter tool available in Tools menu. C. Typewriter tool available from floating toolbar. D. Save form, then open in Acrobat and choose Typewriter tool in Tools menu. E. Purple message bar indicates presence of fillable fields. F. When clicked, shows where fillable fields exist. Flat fillable A flat form does not have interactive fields. However, you can use the Typewriter tool to type information over blank form fields, and then print a copy of the completed form. In the free Reader, you can use the Typewriter tool only if the creator of the form enabled it. You cannot enable the Typewriter tool from within Reader. Flat form in browser (no Typewriter tool) If the purple message bar or Typewriter toolbar isn’t displayed, you cannot fill in the form online. Save the form and open it directly in Acrobat. Then use the Typewriter tool to fill in the form. Interactive fillable An interactive fillable form contains fields that you can select or fill in. In an interactive form, the pointer changes to a different icon, depending the field. For example, the Hand you can type text into the form field. Last updated 9/30/2011 tool changes to an I-beam when 222 USING ACROBAT 9 PRO EXTENDED Forms Fill in flat forms The Typewriter tool provides a simple solution for filling out forms without interactive fields, called flat forms. The text you add with the Typewriter tool is a form of commenting, and appears in the Comments list (Comments > Show Comments List). Note: Reader users can use the Typewriter tool only if the creator of the form enabled the use of the Typewriter tool for that form. 1 Choose Tools > Typewriter > Typewriter. 2 Click a blank form field and type. 3 (Optional) Choose Tools > Typewriter > Show Typewriter Toolbar. Double-click to select typed text. Then use these tools to change the color, size, or position of the typed text. For more information about the Typewriter tool and toolbar, see “Add text using the Typewriter tool” on page 332. 4 When finished, print a copy of the completed form. Fill in flat forms in a browser A common way to view a PDF form is in a web browser, for example, when you click a link on a website. If the form does not contain interactive fields, you can use the Typewriter tool to fill out the form. Some forms open with the Typewriter toolbar displayed. But with others, you must first save the form, then open it directly in Acrobat. Note: You cannot electronically submit a form that you filled out using the Typewriter tool. You can print a copy of the completed form. If the Typewriter toolbar is displayed, click the Typewriter tool. Then click the page and start typing. For more information, see “Fill in flat forms” on page 222. If you don’t see the Typewriter toolbar and you can’t select or type in the fields, save the PDF to your computer. (Click in the upper-left corner of the PDF form.) Open the PDF form in Acrobat, and choose Tools > the Save icon Typewriter > Typewriter. Note: Reader users can use the Typewriter tool only if the creator of the form enabled the use of the Typewriter tool for that form. Fill in interactive forms Some text fields are dynamic, meaning that they automatically resize to accommodate the amount of data you enter and can span across pages. 1 If necessary, select either the Hand tool or the Select tool. 2 (Optional) To make form fields easier to identify, click the Highlight Fields button on the document message bar. Form fields appear with a colored background (light blue by default), and all required form fields are outlined in another color (red by default). 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. For more choices, see “Options for moving among form fields” on page 223. 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. Last updated 9/30/2011 223 USING ACROBAT 9 PRO EXTENDED Forms Options for moving among form fields Key Result Tab or Shift+Tab Accepts typing and moves to next field Up/Left Arrow Selects previous radio button in a group Down/Right Arrow Selects next radio button Esc Reject and deselect form field. Esc (press twice) Exits Full Screen mode Enter or Return (single-line text field) Accepts typing and deselects field Enter or Return (multiline text field) Creates paragraph return in same form field Enter or Return (check box) Turns check box on or off Enter (keypad) Accepts typing and deselects current form 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. The Auto-Complete feature is off by default, so you must enable it in the forms preferences if you want to use it. To remove an entry from the Auto-Complete memory, such as a misspelled entry that you found and corrected later, edit the list in the preferences. Enable the Auto-Complete option 1 Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). 2 Select Forms on the left. 3 Under Auto-Complete, choose Basic or Advanced from the menu. 4 Select Remember Numerical Data if you want the Auto-Complete memory to store numbers that you type into forms. When you select an option in the Auto-Complete menu, a description of how it affects the Auto-Complete behavior appears in the text area below. Delete an entry from the Auto-Complete memory 1 Open the Preferences dialog box. 2 Select Forms on the left. 3 Click Edit Entry List. 4 In the Auto-Complete Entry List dialog box, do one of the following, and then click Yes in the confirmation dialog box: • To remove all of the entries, click Remove All. Last updated 9/30/2011 224 USING ACROBAT 9 PRO EXTENDED Forms • To remove some of the entries, select the entries and click Remove. (Shift-click to select multiple adjacent entries; Ctrl-click to select multiple nonadjacent entries.) Change flat forms to fillable You can change a flat form to fillable by either using the Form wizard or by simply enabling the Typewriter tool. Unlike Acrobat, Reader does not provide the Typewriter tool unless you explicitly enable it in the PDF. Acrobat users can always use the Typewriter tool to fill in flat forms. Reader users can use the Typewriter tool only if the creator of the form enabled the use of the Typewriter tool for that form. Interactive form To create an interactive form, use the Form wizard. See “Create forms using Acrobat” on page 190. Flat form To enable the Typewriter tool, choose Tools > Typewriter > Enable Typewriter Tool In Adobe Reader. This option displays the Typewriter toolbar in a purple message bar when the form is opened in either Acrobat or Reader. If the form is opened in a browser, the Typewriter toolbar appears instead. The Typewriter tool is enabled for the current form only. When you create a different form, redo this task to enable Reader users to use the Typewriter tool. Save forms • To save the completed form, choose File > Save As and rename the file. • To allow Reader users to save the data they typed, choose Advanced > Extend Forms Fill In & Save in Adobe Reader. For limitations on saving filled-in forms locally, see “Enable Reader users to save form data” on page 191. Print forms 1 Click the Print button , or choose File > Print. 2 Choose a printer from the menu at the top of the Print dialog box. 3 In the Comments And Forms menu in the upper-right area of the Print dialog box, choose one of the following, and then click OK: • (Interactive or flat form) To print the form and the typed entries, choose Document. This option prints text you’ve typed using the Typewriter tool. • (Interactive or flat form) To print the form, the typed entries, and any comments on the form, choose Document And Markups. This option prints text you’ve typed using the Typewriter tool. • (Interactive form only) To print only the typed entries and not the form itself, choose Form Fields Only. Clear forms Clear a form in a browser ❖ Do either of the following: • Select the reset form button, if one exists. You cannot undo this action. • Quit the browser, and start again. Note: Clicking the web browser’s Reload or Refresh button, the Back or Go Back button, or following a link to another page may not completely clear the form. Last updated 9/30/2011 225 USING ACROBAT 9 PRO EXTENDED Forms Clear unsaved form entries ❖ Choose File > Revert. Sample forms Patti Sokol, of Sokol Consulting, created two sample forms to show the differences between a flat form and an interactive form. Click here to see a flat form. Notice that you cannot type in the fields of a flat form. Click here to see an interactive form. You can highlight the fields and type in them. 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 “Forms preferences” on page 187 “Add text using the Typewriter tool” on page 332 “Create forms using Acrobat” on page 190 “Enable Reader users to save form data” on page 191 “Export form data” on page 220 Last updated 9/30/2011 226 Chapter 8: Security You can use passwords to restrict users from opening, printing, and editing Adobe PDFs. You can use a certificate to encrypt PDFs so that only an approved list of users can open them. If you want to save security settings for later use, you can create a security policy that stores security settings. Opening secured documents Security alerts Acrobat® and Reader® alert you when a PDF tries to complete a restricted action from an untrusted location or file. These potentially risky actions can damage your computer and data. The type of alert depends on the action and your version of Acrobat or Reader. Most alerts appear in the yellow document message bar below the toolbars. If available, the message includes user options to override the restricted action. Security alert with user overrides Enterprise administrators can fine-tune security settings for their Acrobat and Reader users by disabling features. In this case, user overrides are not available. Security alert without user overrides Some product features assign trust through their own panel, for example, the Trust Manager for URL access or Multimedia Trust (Legacy) for playing embedded multimedia. For features affected when enhanced security is enabled, you can selectively allow restricted actions by using a method described in “Bypassing enhanced security restrictions” on page 228. Last updated 9/30/2011 227 USING ACROBAT 9 PRO EXTENDED Security Security alerts are displayed in the following situations. Blacklisted JavaScript Adobe uses a blacklist to specify vulnerable JavaScript APIs that could leave your program open to malicious attacks. Adobe modifies the blacklist via Acrobat and Reader patches whenever new vulnerable JavaScript APIs are discovered, or when vulnerabilities are fixed. Enterprise administrators can prevent additional JavaScript APIs from running in their environment. If a PDF tries to access a blacklisted JavaScript, a message appears in the yellow document message bar below the toolbar area. The type of message depends on your version of Acrobat or Reader, recent updates from Adobe, and any fine-tuning by enterprise administrators. For more information about the situations that trigger JavaScript warnings, see the TechNote at http://go.adobe.com/kb/ts_cpsid_50432_en-us. For more information about blacklisted JavaScripts, see the TechNote at http://go.adobe.com/kb/ts_cpsid_50431_en-us. Security settings update Adobe periodically distributes certificates to be used as trust anchors for signature workflows. These downloads are important to ensure that digitally signed PDFs from trusted sources maintain their trusted status. If you receive an update from an unknown source, verify that it is from a web address that you trust before proceeding. Updates from untrusted websites can create vulnerabilities on your computer. Access to unknown or untrusted websites An alert helps prevent PDFs from connecting to malicious websites. The alert is displayed when a PDF tries to connect to a site in these situations: • The site is not on your list of trusted sites in Trust Manager. • The PDF or the website is not listed as a privileged location in the Security (Enhanced) preferences. Before allowing the connection, look carefully at the URL to ensure that it is an appropriate link. To find out why the PDF is trying to contact the Internet, contact your system administrator or the PDF creator. Enhanced security warnings With enhanced security enabled, Acrobat and Reader alert you when a document attempts any of several potentially risky actions. You can selectively allow these restricted actions by using an appropriate method from the list in “Bypassing enhanced security restrictions” on page 228. Important: Acrobat and Reader 9.3 and 8.2 enable enhanced security by default. Adobe recommends that you enable enhanced security if it is not already enabled, and that you bypass restrictions only for trusted content. Cross-domain access Enhanced security prevents a PDF in one host domain from communicating with another domain. This action prevents a PDF from getting malicious data from an untrusted source. When a PDF attempts cross-domain access, Acrobat and Reader automatically attempt to load a policy file from that domain. If the domain of the document that is attempting to access the data is included in the policy file, then the data is automatically accessible. Note: This action is different from displaying or browsing HTML pages, images, or other web content, which is allowed. Loading or running JavaScript Acrobat and Reader block JavaScript operations when the scripts are blacklisted or originate from an external source. Last updated 9/30/2011 228 USING ACROBAT 9 PRO EXTENDED Security Inserting data into PDFs and forms An alert notifies you when an untrusted source attempts to add data into a PDF form by using an FDF file, for example. Although this data-injection feature can streamline workflows in your organization, it can also be used to add malicious data into a PDF. Silent printing Silent printing is printing to a file or printer without any confirmation from you. It is a potential security risk because a malicious file can silently print multiple times to your printer, wasting printer resources. It can also prevent other documents from printing by keeping the printer busy. Contact your system administrator to determine when to allow silent printing. More Help topics “Enhanced security” on page 228 “Document message bar” on page 24 “Play multimedia” on page 41 “Multimedia Trust preferences” on page 42 Enhanced security 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 allows you to protect your computer against these threats by blocking actions or selectively permitting them for locations and files that you trust. When enhanced security is enabled and a PDF tries to complete a restricted action from an untrusted location or file, a security alert appears. The type of alert depends on the action and your version of Acrobat or Reader. (See “Security alerts” on page 226.) Important: Acrobat and Reader 9.3 and 8.2 enable enhanced security by default. Adobe recommends that you enable enhanced security if it is not already enabled, and that you bypass restrictions only for trusted content. For a detailed list of restricted actions when enhanced security is enabled, see the enhanced security warnings at “Security alerts” on page 226. For technical details about enhanced security, written primarily for administrators, see the documents at www.adobe.com/go/learn_acr_appsecurity_en. Enable enhanced security 1 In the Preferences dialog box, select Security (Enhanced) from the Categories on the left. 2 Select the Enable Enhanced Security option. Note: Acrobat and Reader 9.3 and 8.2 enable enhanced security by default. Bypassing enhanced security restrictions With enhanced security enabled, only the files, folders, and locations that have been trusted are exempt from enhanced security’s restrictions. You can specify trusted locations and files in several ways, depending on the action the PDF is attempting to complete. • Use the privileged locations feature in the enhanced security dialog box to trust files, folders, and host domains (root URLs). • Configure Internet access using the Trust Manager. (See “Trust Manager preferences” on page 229.) Last updated 9/30/2011 229 USING ACROBAT 9 PRO EXTENDED Security • For certified PDFs, trust the signer’s certificate for privileged network operations, such as networking, printing, and file access. (See “Set the trust level of a certificate” on page 241.) • Control cross-domain access using a server-based policy file. (See the Cross Domain Security document at www.adobe.com/go/learn_acr_appsecurity_en.) 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 root URLs (host domains). 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. For details, see the Enhanced Security document at www.adobe.com/go/learn_acr_appsecurity_en. 1 With enhanced security enabled, select the type of location to add to the Privileged Locations section in the Enhanced Security pane: • Files Select this option if you only have one or two files from a location that you want to add. If you have many files you know you can trust, it can be more practical to place them into one privileged PDF folder. • Folders If you have many files that you trust, it can be more practical to place them into one privileged PDF folder. • Host Enter the name of the root URL only. For example, you can enter www.adobe.com, but not www.adobe.com/products. To only allow higher privileges for files accessed from secure connections, select the option for Secure Connections Only (https:). 2 Click OK to complete the task. Restrict URLs and attachments in PDFs 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. You can allow your product to contact specific websites by adding those URLs to your list of allowed websites in the Trust Manager preferences. Or, you can allow all URLs. In the Trust Manager preferences, click Change Settings on the right to see a list of trusted and blocked sites to edit. Remove any URLs you no longer want to visit. To open file attachments in your product, respond to a prompt by indicating that you always allow files of that type. The file type is then added to a list stored in the registry. To restrict a file type that you permitted in the past, reset this list to its default settings in the Trust Manager preferences. You can assign additional trust in the Enhanced Security preferences. Note: Acrobat and Reader also alert you when a PDF attempts to complete other potentially risky actions. (See “Security alerts” on page 226 and “Enhanced security” on page 228.) Trust Manager preferences To open the Trust Manager preferences, open the Preferences dialog box, and select Trust Manager on the left. Allow Opening Of Non-PDF File Attachments With External Applications When selected, allows file attachments to start external applications when you open the files. You must have the external applications to open the files. Note: For security reasons, certain file types (such as .zip and .exe files) cannot be saved or opened with Acrobat. Acrobat products maintain a registry/plist-level black and white list of file types that can be saved and opened with Acrobat. You cannot change this list by using the Acrobat interface. The only way to change the list is by manually editing the registry, which is not recommended. Although Acrobat allows you to attach files that cannot be saved or opened from the program, this practice is also not recommended. Last updated 9/30/2011 230 USING ACROBAT 9 PRO EXTENDED Security Restore Default List Of Allowed And Disallowed File Attachment Types Removes saved settings you chose for opening attachments. For example, if you chose to always open TMP attachments when prompted, TMP appears in the list of allowed file attachment types. By clicking Restore, you remove TMP from the list. The Restore button is available only if you changed the attachment defaults. Change Settings (Internet Access From PDF Files Outside The Web Browser) When clicked, lets you specify the default behavior for accessing the Internet from PDFs. To restrict access to only the URLs you specify, select Let Me Specify A List Of Allowed And Blocked Web Sites (the default). To allow access to all URLs, select Allow All websites. To restrict access with all URLs in PDFs, select Block All Web Sites. Note: If the options in the Manage Internet Access dialog box are dimmed, select Let Me Specify A List Of Allowed And Blocked Web Sites. If options are still dimmed, your product could be under an administrator’s control with those restrictions in place. To specify a list of allowed and blocked websites, type each URL in the box, and click Allow or Block. Then, specify the default behavior for Acrobat for websites that are not in the list. Note: If you open a protected PDF and receive a prompt to allow or block a URL, select Remember My Action For This Site. This reply adds the URL to this list. Load Trusted Root Certificates From An Adobe Server Allows Acrobat to automatically download trust settings from an Adobe server. Ask Before Installing When selected, prompts the user when new root certificates are downloaded from Adobe. Click Update Now to check for and install new root certificates immediately. Open secured PDFs Documents can be secured in several ways. To view the security settings of a document, open the Security tab of the Document Properties dialog box. If you have trouble opening a PDF, or if you’re restricted from using certain features, contact the author of the PDF. Password protection A password-protected PDF either requires a password to open or a password to change or remove restricted operations. If a document has restricted features, any tools and options related to those features are dimmed. Restricted If a document is restricted, encrypted, or has a special status, the Security Settings icon appears to the left of the document. Click the icon to display the Security Settings pane to see which features are restricted. Digitally signed When a document is digitally signed, the digital signature status appears in the document message bar above the document. A digital signature helps assure the recipient that the document content is valid. Certified Certifying a document assures recipients that the document is authentic. Certifying signatures also include information to allow or disallow particular actions, such as filling in forms and modifying the document. A document with a valid certificate displays a Blue Ribbon icon . When you submit a certified form, you are assured that it is going back to the valid author. More Help topics “Digital signatures” on page 260 “Securing documents with passwords” on page 234 “Certificate security” on page 236 Last updated 9/30/2011 231 USING ACROBAT 9 PRO EXTENDED Security Sign a document When a document is sent to you that requires your signature, you can sign it with an existing digital ID. Or, create a new digital ID for that document. 1 Open the document and do one of the following: • If the document has a signature field, click the field and continue to step 4. • Click the Sign toolbar button , and then click Sign Document. 2 Read the information in the dialog box, and then click OK. 3 Drag your mouse to create a space for the signature. 4 To create a new digital ID for this document, select New ID from the Sign As menu. For help creating an ID, see the related information. 5 In the Sign Document dialog box, complete the signature as follows: Password Type the password associated with the digital ID. Appearance Select to change what information is displayed in the signature, such as the date and time. Lock Document After Signing If this option is available, select it only if you are the last recipient to sign the document. Selecting this option locks all fields, including the signature field. More Help topics “Create a new digital ID” on page 251 Certify a document By signing a document, you allow recipients to verify that the signed document actually came from you. Your digital ID is part of the signature, which establishes your identity. You can create your own digital ID (called a self-signed ID) or get a certificate from a certificate authority (an organization that issues certificates). You can certify a document with or without a visible signature. Document recipients see a Blue Ribbon icon the document, which signifies that it has been certified. above 1 Open the document you want to certify with a digital signature. 2 Choose Advanced > Sign & Certify > Certify With Visible Signature or Certify Without Visible Signature. Or, click the Sign icon in the taskbar, and then click Certify With Visible Signature or Certify Without Visible Signature. 3 Read the information in the dialog boxes and click OK to each one. 4 If you select Certify With Visible Signature, drag your mouse to create a signature field as described in the previous dialog box. If you do not have a digital ID, the Add A Digital ID dialog box is displayed. Otherwise, the Certify Document dialog box is displayed. Password Type the password associated with the digital ID. Appearance Select an existing appearance or select Create New Appearance to select the information to be displayed in the Signature field. Permitted Actions After Certifying Select specific actions to allow in the document. 5 Click Sign, and then save the document. When recipients open the document, they can open the signature panel to view the signature, and display the signature properties. Last updated 9/30/2011 232 USING ACROBAT 9 PRO EXTENDED Security Choosing a security method Choosing which type of security to use By adding security to documents, you can limit viewing, editing, printing, and other options to only the specified users. You can choose if you want the users to have the required password, a digital ID, or access to Adobe LiveCycle® Rights Management ES. Acrobat provides different security methods with which to specify document authenticity, encryption, and permission settings. You can encrypt all or part of a document and limit user actions. For example, you can restrict users to only typing in fields in a form or prevent them from printing a PDF. Password security Use passwords to restrict opening, editing, and printing PDFs. Password security provides a simple way to share documents among users where sharing passwords is possible or when high levels of backward compatibility is required. Password security policies do not require specifying any document recipients. You set password protection either for all contents or only on file attachments. PDF envelopes enable you to attach encrypted files to an unencrypted PDF envelope. Certificate security Certificate security provides a high level of security and eliminates the need for password sharing. It also allows assigning different permissions to different users whose identities can be verified and managed. Adobe LiveCycle Rights Management ES security Use Adobe LiveCycle Rights Management ES to apply a policy to documents without the need for digital signatures and certificates. The policy contains the list of recipients and their individual set of permissions. Security policies If you often apply the same security settings to PDFs, consider creating a security policy to simplify your workflow. Different policies are useful for accommodating different requirements. Envelope policy You can secure multiple documents by embedding them in a PDF envelope. Envelopes can be encrypted to prevent unauthorized users from accessing the contents and certified to provide proof of origin. Authorized recipients can open the envelope and extract the files to view them. LiveCycle Rights Management ES policy Adobe LiveCycle Rights Management ES policies are stored on a server, and users must have access to the server to use them. Creating these policies requires specifying the document recipients from a list on Adobe LiveCycle Rights Management ES. Password and certificate policies Save your password or certificate settings and reuse them to encrypt PDFs without setting up the password or certificate for each instance. If you apply security settings to a large collection of PDFs, you can automate the steps by using the Batch Processing command. Last updated 9/30/2011 233 USING ACROBAT 9 PRO EXTENDED Security Protection required: Action: Require a password to open a Choose Encrypt With Password from the Secure button PDF, or copy or print its contents in the Tasks toolbar. For a PDF Portfolio, choose File > Modify PDF Portfolio > Secure Portfolio. If your company is signed up, you can also use Adobe LiveCycle Rights Management ES to secure documents. When you use the batch-processing command to apply security to PDF Portfolios the documents are secured, but the cover sheet is not. Indicate that you approve of the PDF content Sign and certify the PDF. You must obtain a digital ID to add digital signatures. For Asian languages, you can add an approval stamp. Prevent forms from being tampered with Use LiveCycle Designer to secure forms and create locking signature fields. See the Adobe LiveCycle Designer Help. Send secure file attachments via email Use security envelopes. Allow only the people you specify to view a PDF Choose Encrypt With Certificate from the Secure button in the Tasks toolbar, or apply security using Adobe LiveCycle Rights Management ES. You must have certificates for users who can view the documents. For more information on using security features, see these resources: • Legal professionals: http://blogs.adobe.com/acrolaw/ • PDF Portfolios: www.adobe.com/go/lrvid4201_a9 More Help topics “Removing sensitive content” on page 255 “Setting up security policies” on page 244 “Modify form field properties” on page 201 “Run a predefined batch sequence” on page 356 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 Micro Edition (ME) 2.1.0.3 cryptographic module. The following security options aren’t available in FIPS mode: • Applying password-based security policies to documents. You can use public key certificates or Adobe LiveCycle Rights Management ES to secure the document, but you cannot use password encryption to secure the document. • Creating self-signed certificates. To create a self-signed digital ID, it must be saved to the Windows certificate store. You cannot create a self-signed digital ID that is saved to a file. • RC4 encryption. A PDF file can only be encrypted by using the AES encryption algorithm when in FIPS mode. • MD5 or RIPEMD160 digest methods. In FIPS mode, only the SHA-1 and SHA-2 families of digest algorithms can be used when creating a digital signature. Last updated 9/30/2011 234 USING ACROBAT 9 PRO EXTENDED Security In FIPS mode, you can open and view documents that are protected with algorithms that are not FIPS compliant. However, you can’t save any changes to the document using password security. To apply security policies to the document, use either public key certificates or Adobe LiveCycle Rights Management ES. FIPS mode is configured in the Windows registry by a system administrator. For more information, see Document Security User Guide For Adobe Acrobat and Adobe Reader (PDF) at www.adobe.com/go/learn_acr_security_en. Securing documents with passwords Add password security You can limit access to a PDF by setting passwords and by restricting certain features, such as printing and editing. Passwords cannot be added to a document if it is already signed or certified. Two types of passwords are available: Document open password With a document open password (also known as a user password), users must type in the password you specify to open the PDF. Permissions password When you set only a permissions password (also known as a master password), recipients don’t need a password to open the document. However, they must type the permissions password to set or change the restricted features. 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. All Adobe products enforce the restrictions set by the permissions password. However, if third-party products do not support or respect these settings, document recipients are able to bypass some or all of the restrictions you set. Important: If you forget a password, there’s no way to recover it from the PDF. Consider keeping a backup copy of the PDF that isn’t password-protected. 1 Do one of the following: • In a single PDF or component PDF in a PDF Portfolio, open the PDF and choose Advanced > Security > Encrypt With Password. (You can also choose File > Properties and select the Security tab.) • In a PDF Portfolio, open the PDF Portfolio and choose File > Modify PDF Portfolio > Secure Portfolio. In the Security Method menu, select Password Security. Note: If these options are unavailable, it’s either because the document or PDF Portfolio already includes security settings, or the PDF was created in LiveCycle Designer ES. 2 If you receive a prompt, click Yes to change the security. 3 Select a compatibility level. This option sets the encryption level and key size. Encryption algorithm and key size are version specific. Ensure that your encryption level is equal to or lower than the recipients’ version of Acrobat or Reader. 4 Select the document components to encrypt. To allow the document contents to be searched, leave the metadata unencrypted. To create security envelopes, use Encrypt Only File Attachments. 5 Select the type of password to add, and then type the password in the corresponding field. If you are setting a permissions password, determine the level of access. Last updated 9/30/2011 235 USING ACROBAT 9 PRO EXTENDED Security 6 To allow recipients to copy PDF content to another document, select Enable Copying Of Text, Images, And Other Content. 7 Click OK. At the prompt to confirm each password, retype the appropriate password in the box and click OK. Password security options You can set the following options when you create a PDF or when you apply password protection to a PDF. Options vary depending on the Compatibility setting. Security options are not available for PDF/X standards or presets. Compatibility Sets the type of encryption for opening a password-protected document. The Acrobat 3 And Later option uses a low encryption level (40-bit RC4), while the other options use a high encryption level (128-bit RC4 or AES). Acrobat 6.0 And Later lets you enable metadata for searching. Acrobat 9.0 And Later encrypts the document using the AES encryption algorithm with a 256-bit key size. People using an earlier version of Acrobat cannot open a PDF document with a higher compatibility setting. For example, if you select the Acrobat 9 And Later option, the document cannot be opened in Acrobat 8.0 or earlier. Encrypt All Document Contents Select this option to encrypt the document and the document metadata. If this option is selected, search engines cannot access the document metadata. Encrypt All Document Contents Except Metadata Select this option to encrypt the contents of a document but still allow search engines access to the document metadata. This option is available when you select a compatibility to Acrobat 6.0 and later. Encrypt Only File Attachments Select this option to require a password for opening file attachments. However, users can open the PDF without a password. Use this setting for security envelopes. This option is available when you set compatibility for Acrobat 7.0 and later. Require A Password To Open The Document Select this option to require users to type the password you specify to open the document. This option is unavailable if Encrypt Only File Attachments is selected. Document Open Password Specify the password that users must type to open the PDF file. Note: If you forget a password, there is no way to recover it from the document. It’s a good idea to store passwords in a separate secure location in case you forget them. Restrict Editing And Printing Of The Document Restricts access to the PDF file’s security settings. If the file is opened in Acrobat, the user can view the file but must enter the specified Permissions password to change the security and permissions settings. If the file is opened in Illustrator®, Photoshop®, or InDesign®, the user must enter the Permissions password. It is not possible to open the file in a view-only mode. Change Permissions Password Specify a password that is required to change the permissions settings. This option is available only if the previous option is selected. Printing Allowed Specifies the level of printing that users are allowed for the PDF document. • None Prevents users from printing the document. • Low Resolution (150 dpi) Lets users print at no higher than 150-dpi resolution. Printing can be slower because each page is printed as a bitmap image. This option is available only if the Compatibility option is set to Acrobat 5.0 Or Later. • High Resolution Lets users print at any resolution, directing high-quality vector output to PostScript® and other printers that support advanced high-quality printing features. Last updated 9/30/2011 236 USING ACROBAT 9 PRO EXTENDED Security Changes Allowed Defines which editing actions are allowed in the PDF document. • None Prevents users from changing the document that are listed in the Changes Allowed menu, such as filling in form fields and adding comments. • Inserting, Deleting, And Rotating Pages Lets users insert, delete, and rotate pages, and create bookmarks and thumbnails. This option is only available for high (128-bit RC4 or AES) encryption. • Filling In Form Fields And Signing Existing Signature Fields Lets users fill in forms and add digital signatures. This option doesn’t allow them to add comments or create form fields. This option is only available for high (128-bit RC4 or AES) encryption. • Commenting, Filling In Form Fields, And Signing Existing Signature Fields Lets users add comments and digital signatures, and fill in forms. This option doesn’t allow users to move page objects or create form fields. • Any Except Extracting Pages Lets users edit the document, create and fill in form fields, and add comments and digital signatures. Enable Copying Of Text, Images, And Other Content Lets users select and copy the contents of a PDF. Enable Text Access For Screen Reader Devices For The Visually Impaired Lets visually impaired users read the document with screen readers, but doesn’t allow users to copy or extract the contents. This option is available only for high (128-bit RC4 or AES) encryption. Remove password security You can remove security from an open PDF if you have the permissions to do so. If the PDF is secured with a serverbased security policy, only the policy author or a server administrator can change it. 1 In the open PDF, do one of the following: • Select Advanced > Security > Remove Security. • In the Security tab of the Document Properties dialog box, choose No Security from the Security Method menu. 2 Your options vary depending on the type of password security attached to the document: • If the document only had Document Open password, click OK to remove it from the document. • If the document had a permissions password, type it in the Enter Password box, and then click OK. Click OK again to confirm the action. Securing documents with certificates Certificate security Use certificates to encrypt documents and to verify a digital signature. A digital signature assures recipients that the document came from you. Encryption ensures that only the intended recipient can view the contents. A certificate stores the public key component of a digital ID. When you secure a PDF using a certificate, you specify the recipients and define the file access level for each recipient or group. For example, you can allow one group to sign and fill forms and allow another to edit text or remove pages. You can choose certificates from your list of trusted identities, from files on disk, from an LDAP server, or from the Windows certificate store (Windows only). Always include your own certificate in the recipient list so that you are later able to open the document. Last updated 9/30/2011 237 USING ACROBAT 9 PRO EXTENDED Security Note: If possible, encrypt documents using certificates from third-party digital IDs. If the certificate is lost or stolen, the issuing authority can replace it. If a self-signed digital ID is deleted, all PDFs that were encrypted using the certificate from that ID are forever inaccessible. Encrypt a PDF with a certificate To encrypt a large number of PDFs, use the Batch Processing command to apply a predefined sequence. For PDF Portfolios, the Batch Processing command applies security to the documents but not the PDF Portfolio cover sheet. Or, edit a sequence to add the security features you want. You can also save your certificate settings as a security policy and reuse it to encrypt PDFs. 1 For a single PDF or a component PDF in a PDF Portfolio, open the PDF. For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. 2 Choose Advanced > Security > Encrypt With Certificate or click the Secure button in the Tasks toolbar, and choose Encrypt With Certificate. 3 At the prompt, click Yes. 4 In the Certificate Security Settings dialog box, select the document components to encrypt. 5 From the Encryption Algorithm menu, choose a rate of encryption, and then click Next. The encryption algorithm and key size are version specific. Recipients must have the corresponding version (or later) of Acrobat or Reader to decrypt and read the document. • If you select 128-bit AES, recipients must have Adobe Acrobat 7.0 or later or Adobe Reader 7.0 or later to open the document. • If you select 256-bit AES, Adobe Acrobat 9 or later or Adobe Reader 9 or later is required to open the document. 6 Create a recipient list for the encrypted PDF. Always include your own certificate in the recipient list so that you are later able to open the document. • Click Search to locate identities in a directory server or in your list of trusted identities. • Click Browse to locate the file that contains certificates of trusted identities. • To set printing and editing restrictions for the document, select recipients from the list, and then click Permissions. 7 Click Next to review your settings, and then click Finish. When a recipient opens the PDF, the security settings you specified for that person are used. More Help topics “About digital IDs” on page 250 “Get certificates from other users” on page 238 “About PDF Portfolios” on page 115 Change or remove encryption from a PDF You can change or remove security settings from PDF files that you’ve encrypted. Change encryption settings 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF. Last updated 9/30/2011 238 USING ACROBAT 9 PRO EXTENDED Security • For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. 2 Select Advanced > Security > Show Security Properties. 3 Click Change Settings. 4 Do any of the following, and then click Next. • To encrypt different document components, select that option. • To change the encryption algorithm, choose it from the menu. 5 Do any of the following: • To check a trusted identity, select the recipient, and then click Details. • To remove recipients, select one or more recipients, and then click Remove. Do not remove your own certificate unless you do not want access to the file using that certificate. • To change permissions of recipients, select one or more recipients, and then click Permissions. 6 Click Next, and then click Finish. Click OK to close the Document Properties dialog box, and save the document to apply your changes. Remove encryption settings 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF. • For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. 2 Select Advanced > Security > Remove Security. 3 If prompted, type the permissions password. If you don’t know the permissions password, contact the author of the PDF. 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. You can also import certificates from a certificate store, such as the Windows certificate store. A certificate store often contains numerous certificates issued by different certification authorities. For complete information on sharing certificates, see Document Security User Guide For Adobe Acrobat and Adobe Reader (PDF) at www.adobe.com/go/learn_acr_security_en. Note: Third-party security providers usually validate identities by using proprietary methods. Or, they integrate their validation methods with Acrobat. If you use a third-party security provider, see the documentation for the third-party provider. More Help topics “Export security settings” on page 249 Get certificates from other users Certificates that you receive from others are stored in a list of trusted identities. This list is like an address book and enables you to validate the signatures of these users on any documents you receive from them. Last updated 9/30/2011 239 USING ACROBAT 9 PRO EXTENDED Security More Help topics “Encrypt a PDF with a certificate” on page 237 Request a certificate from another user 1 Do one of the following: • In Acrobat, choose Advanced > Manage Trusted Identities. • In Reader, choose Document > Manage Trusted Identities. 2 Click Request Contact. 3 Type your name, email address, and contact information. 4 To allow other users to add your certificate to their list of trusted identities, select Include My Certificates. 5 Select either Email Request or Save Request As A File. Then click Next. 6 Select the digital ID file to use, and then click Select. 7 Do one of the following: • If the Compose Email dialog box appears, type the email address of the person you’re requesting a certificate from, and click Email. Send the email message that appears, with the attached certificate, in the default email application. • If the Export Data As dialog box appears, specify a name and location for the file, click Save, and then click OK. Add a certificate from email When a contact sends a certificate to you in email, it is displayed as an FDF file attachment. 1 Double-click the email attachment, and then click Set Contact Trust in the dialog box that appears. 2 On the Trust tab of the Import Contact Settings dialog box, select trust options. • Select Use This Certificate As A Trusted Root only if it is required to validate a digital signature. Once you make a certificate a trust anchor, you prevent revocation checking on it (or any certificate in the chain). • To allow actions that can be a security risk, click Certified Documents, and then select the options you want to allow: Dynamic Content Includes FLV and SWF files as well as external links. Embedded High Privilege JavaScript Trusts embedded scripts. Privileged System Operations Includes networking, printing, and file access 3 Click OK to view the import details, and then click OK again. Add a certificate from a digital signature in a PDF You can safely add a certificate to your trusted identities from a signed PDF by first verifying the fingerprint with the originator or the certificate. 1 Open the PDF containing the self-signed signature. 2 Open the signature panel, and select the certificate in the Signatures panel. 3 On the Options menu, click Show Signature Properties, and then click Show 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 Identities, and click OK. Last updated 9/30/2011 240 USING ACROBAT 9 PRO EXTENDED Security 6 In the Import Contact Settings dialog box, specify trust options, and click OK. Import a certificate If you have a certificate that is already in your file system, you can import it into Acrobat for use with PDF files. To import certificates, find out where they are stored (the filename and path). 1 Do one of the following: • In Acrobat, choose Advanced > Manage Trusted Identities. • In Reader, choose Document > Manage Trusted Identities. 2 In the Display menu, select Contacts, and then click Add Contacts. 3 Do any of the following: • If Windows certificate digital IDs are allowed, select the appropriate directory and group. • If your organization has configured an identity search directory, click Search to locate certificates. • Click Browse, select the certificate file, and click Open. 4 Select the added certificate in the Contacts list to add it to the Certificates list. Select the certificate in the Certificates list, and click Details. 5 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. 6 Click Trust, specify trust options, and click OK. Set up Acrobat to search the Windows certificate store (Windows only) 1 In the Security preferences, click Advanced Preferences. 2 Click the Windows Integration tab, and select Enable Searching The Windows Certificate Store For Certificates Other Than Yours. Select the desired options, and click OK twice. Trusting certificates from the Windows certificate store is not recommended. Import certificates using the Windows Certificate Wizard (Windows only) If you use the Windows certificate store to organize your certificates, you can import certificates using a wizard in Windows Explorer. To import certificates, find out where they are stored (the filename and path). 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. 3 If you’re prompted to validate the certificate before installing it, note the MD5 digest and SHA1 digest values (fingerprint). Contact the originator of the certificate to confirm that the values are correct. Trust the certificate only if the values are correct. Click OK. Associate a certificate with a contact If you have a contact that is not associated with a certificate or you want to change the certificate associated with a contact, follow these steps. A contact must have at least one valid certificate to exchange encrypted PDFs. 1 Do one of the following: • In Acrobat, choose Advanced > Manage Trusted Identities. • In Reader, choose Document > Manage Trusted Identities. Last updated 9/30/2011 241 USING ACROBAT 9 PRO EXTENDED Security 2 Select the contact, and click Details. 3 Click Associate Certificate. 4 Select a certificate, and click OK. Click OK again. Verify information on a certificate The Certificate Viewer dialog box provides user attributes and other information about a certificate. When others import your certificate, they often want to check your fingerprint information against the information they receive with the certificate. (The fingerprint refers to the MD5 digest and SHA1 digest values.) You can check certificate information for your own digital ID files or for ID files that you import. For more information about verifying certificates, see Digital Signature User Guide for Adobe Acrobat and Adobe Reader (PDF) at www.adobe.com/go/learn_acr_security_en. The Certificate Viewer dialog box provides the following information: • The certificate validation period • The intended use of the certificate • Certificate data, such as the serial number and public key method You can also check if the certificate authority has revoked the certificate. Certificates are typically revoked when an employee leaves the company or when security is compromised in some way. Verify your own certificate 1 Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Select your digital ID, and then click Certificate Details . Verify information on the certificate of a contact 1 Do one of the following: • In Acrobat, choose Advanced > Manage Trusted Identities. • In Reader, choose Document > Manage Trusted Identities. 2 Select the contact, and click Details. 3 Select the certificate name, and click Show Certificate. Set the trust level of a certificate In Acrobat or Reader, the signature of a certified or signed document is valid if you and the signer have a trust relationship. The trust level of the certificate indicates which actions you trust the signer for. You can change the trust settings of certificates to allow or disallow specific actions. For example, you can change the settings to enable the dynamic content and embedded JavaScript within the certified document. For more information, see Digital Signature User Guide for Adobe Acrobat and Adobe Reader (PDF) at www.adobe.com/go/learn_acr_security_en. 1 Do one of the following: • In Acrobat, choose Advanced > Manage Trusted Identities. Last updated 9/30/2011 242 USING ACROBAT 9 PRO EXTENDED Security • In Reader, choose Document > Manage Trusted Identities. 2 Select a contact, and click Details. 3 Select the certificate name, and click Edit Trust. 4 In the Trust tab, select any of the following items to trust this certificate for: Use This Certificate As A Trusted Root Trusts signatures created directly by this certificate. The root certificate is the originating authority in a chain of certificate authorities that issued the certificate. By trusting the root certificate, you trust all certificates issued by that certificate authority. Signed Documents Or Data Acknowledges the identity of the signer. Certified Documents Trusts documents in which the author has certified the document with a signature. You trust the signer for certifying documents, and you accept actions that the certified document takes. When Certified Documents is selected, the following options are available: Dynamic Content Allows movies, sound, and other dynamic elements to play in a certified document. Embedded High Privilege JavaScript Allows privileged JavaScript embedded in PDF files to run. JavaScript files can be used in malicious ways. It is prudent to select this option only when necessary on certificates you trust. Privileged System Operations Allows documents to use system operations, such as networking, printing, and file access. Note: Only allow Embedded High Privilege JavaScript and Privileged System Operations for sources who you trust and work with closely, such as your employer or service provider. 5 Click OK twice, and then click Close. Delete a certificate from trusted identities 1 Do one of the following: • In Acrobat, choose Advanced > Manage Trusted Identities. • In Reader, choose Document > Manage Trusted Identities. 2 Choose Certificates from the Display menu. 3 Select the certificate, and click Delete. Use directory servers to store user certificates Directory servers are commonly used as centralized repositories of identities within an organization. As such, the server acts as an ideal location to store user certificates in enterprises that use certificate encryption. Directory servers help you locate certificates from network servers, including LDAP (Lightweight Directory Access Protocol) servers. After you locate a certificate, you can add it to your list of trusted identities so that you don’t have to look it up again. By developing a storage area for trusted certificates, you or a member of your workgroup can facilitate the use of encryption in the workgroup. For more information about directory servers, see Digital Signature User Guide for Adobe Acrobat and Adobe Reader (PDF) at www.adobe.com/go/learn_acr_security_en. Last updated 9/30/2011 243 USING ACROBAT 9 PRO EXTENDED Security Import directory server settings (Windows only) You import directory server settings from an FDF file. Make sure that you trust the provider of the FDF file before opening it. 1 To open the FDF, double-click it, or do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Select Directory Servers on the left, and then click Import. Select the FDF file, and click Open. 3 If the FDF file is signed, click the Signature Properties button to check the current signature status. 4 Click Import Search Directory Settings. 5 Click OK if prompted to confirm your choice. The directory server appears in the Security Settings dialog box. Export directory server settings (Windows only) Although it is preferable to export security settings, you can export directory settings as a Form Data Format (FDF) file. Use the FDF file to configure the directory server on another computer. 1 Open the Preferences dialog box, click Identity, and enter your name, organization, and email address to create your profile. 2 Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 3 Select Directory Servers on the left, and then select one or more servers on the right. 4 Click Export, select a destination, and click Next. 5 To prove that the file came from you, click Sign, add your signature, and then click Next. 6 Do one of the following: • To save the file, specify a name and location for it, and click Save. • To send the file as an email attachment, type an email address in the To box, click Next, and then click Finish. More Help topics “Export security settings” on page 249 Securing documents with Adobe LiveCycle Rights Management ES Last updated 9/30/2011 244 USING ACROBAT 9 PRO EXTENDED Security Adobe LiveCycle Rights Management ES Adobe LiveCycle Rights Management ES is a server-based security system that provides dynamic control over PDFs. Adobe LiveCycle Rights Management ES can be configured to run with LDAP, ADS, and other enterprise systems. Policies provided by Adobe LiveCycle Rights Management ES are stored on the server and can be refreshed from the server. Users connect to Adobe LiveCycle Rights Management ES to work with these policies. Security policies are stored on a server running Adobe LiveCycle Rights Management ES, but the PDFs are not. In some situations, users are required to connect to the server to open or continue to use PDFs to which a security policy is applied. For information on configuring Adobe LiveCycle Rights Management ES, click Help on the Adobe LiveCycle Rights Management ES website after you log in to your account. Connect to Adobe LiveCycle Rights Management ES 1 Choose Advanced > Security Settings. 2 Click Adobe LiveCycle Rights Management Servers on the left. 3 Click the New button . 4 Type a name in the Name box and the URL in the Server Name box. Add the port number and click Connect To This Server. 5 Type the user name and password for your account, and click OK. View Adobe LiveCycle Rights Management ES policies 1 Click the Secure button in the Tasks toolbar, and choose Adobe LiveCycle Rights Management > Manage My Account. The Adobe LiveCycle Rights Management page opens in your web browser. 2 If prompted, type your user name and password, and click Login. 3 Click the Policies link on the page. For more information on using Adobe LiveCycle Rights Management, click the Help link in the upper right corner. Setting up security policies Types of security policies If you often apply the same security settings to multiple PDFs, you can save your settings as a policy that you can reuse. Security policies save time while ensuring a more consistently secure workflow. Creating policies for password and certificate security lets you reuse the same security settings for any number of PDFs. Two kinds of security policies are available: • Organizational policies are especially useful if you want others to have access to PDFs for a limited time. Adobe LiveCycle Rights Management ES policies are stored on a server, and users must have access to the server to use them. Creating these policies requires specifying the document recipients from a list on Adobe LiveCycle Rights Management ES. Adobe LiveCycle Rights Management ES controls access to PDFs and auditing events as defined by the security policy. You can use Adobe LiveCycle Rights Management ES if your company has licensed the software and made it available to you. Last updated 9/30/2011 245 USING ACROBAT 9 PRO EXTENDED Security • User policies are policies 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 LiveCycle Rights Management ES, you can create a user policy that’s stored on Adobe LiveCycle Rights Management ES. That policy is available only to you. How organizational policies are authenticated In addition to reusing security settings, policies stored on Adobe LiveCycle Rights Management ES enable you to expire and revoke documents (no matter how many copies were created or distributed). You can also maintain accountability by auditing users who open protected documents. A B C Security policies A. Policies are stored on server. B. Policies are applied to a PDF. C. Users can open, edit, and print a document only if permitted by policy. Setting up server-based security policies involves four main stages: Configure the Adobe LiveCycle Rights Management ES The system administrator of your company or group usually configures Adobe LiveCycle Rights Management ES, manages accounts, and sets up organizational policies. For more information on configuring Adobe LiveCycle Rights Management ES, see the Adobe website. Publish a document with a security policy An author creates a PDF and applies a policy stored on Adobe LiveCycle Rights Management ES to the PDF. The server generates a license and unique encryption key for the PDF. Acrobat embeds the license in the PDF and encrypts it using the encryption key. The author or administrator can use this license to track and audit the PDF. View a document with a policy applied When users try to open the secure PDF in Acrobat 9 (or Reader 9), they must authenticate their identities. If the user is granted access to the PDF, the PDF is decrypted and opens with whatever permissions are specified in the policy. Administer events and modify access By logging in to an Adobe LiveCycle Rights Management ES account, the author or administrator can track events and change access to policy-secured PDFs. Administrators can view all PDF and system events, modify configuration settings, and change access to policy-secured PDFs. Create a user security policy User policies can use passwords, certificates, or Adobe LiveCycle Rights Management ES to authenticate documents. The policies for password and certificate security can be stored on a local computer. Security policies created by using Adobe LiveCycle Rights Management ES are stored on a server, so you can audit actions and change security settings dynamically. You can use Adobe LiveCycle Rights Management ES if your company has licensed the software and made it available to you. Last updated 9/30/2011 246 USING ACROBAT 9 PRO EXTENDED Security More Help topics “Securing documents with certificates” on page 236 “Securing documents with passwords” on page 234 “Securing documents with Adobe LiveCycle Rights Management ES” on page 243 Create a password policy 1 In Acrobat, choose Advanced > Security > Manage Security Policies. 2 Click New. 3 Select Use Passwords, and then click Next. 4 Type a name and description for the policy, do one of the following, and then click Next: • To specify passwords and restrictions whenever you apply this policy to a document, clear the Save Passwords With The Policy option. • To save passwords and restriction settings with the policy, select Save Passwords With The Policy. 5 Specify a compatibility setting and password options. If you selected Save Passwords With The Policy, specify the password and restrictions. Click OK. 6 Review the policy details, click Finish, and then click Close. Create a certificate policy 1 In Acrobat, choose Advanced > Security > Manage Security Policies. 2 Click New. 3 Select Use Public Key Certificates, and then click Next. 4 Type a name and description for the policy, and specify the document components to encrypt. Certificates must be current and have key usage that allows for encryption. 5 Determine how to enforce the policy: • To create a policy that is associated with individual recipients, do not select Ask For Recipients When Applying This Policy. • To create a policy that is associated with individual documents, select Ask For Recipients When Applying This Policy. 6 Select an encryption algorithm from the menu that is compatible with the recipients’ version of Acrobat, and click Next. 7 Do one of the following: • If you selected Ask For Recipients When Applying This Policy, review the policy settings and then click Finish. • If you did not select Ask For Recipients When Applying This Policy, specify recipients by selecting digital IDs (including your digital ID). Then click Next. 8 Click Finish. Creating policies for secure file attachments You can add security to one or more documents by embedding them in an security envelope and sending it as an email attachment. This method is especially useful if you want to send a secure file attachment without encrypting the files. You can embed the documents as file attachments in a security envelope, encrypt the security envelope, and send it to the recipients. When the recipients open the envelope, they can extract the file attachments and save them. The saved files are identical to the original file attachments and are no longer encrypted when saved. Last updated 9/30/2011 247 USING ACROBAT 9 PRO EXTENDED Security For example, when you send confidential documents, including non-PDF files, you only want the recipient to view the documents. You can embed these documents as attachments in a security envelope, encrypt the security envelope, and then email the envelope. Anyone can open the envelope, view its cover page, and even view a list of the contents of that envelope. However, only the recipient can view the embedded attachments and extract them to read. Embed file attachments in security envelopes for secure transit. 1 Click the Secure button in the Tasks toolbar, and choose Create Security Envelope. 2 Click Add File To Send, select the documents you want to attach, and then click Open. Click Next. 3 Select an envelope template and click Next. 4 Select a delivery method, and click Next. 5 If an envelope policy has been created, select it or select New Policy, and then follow the steps to create a policy. 6 Review the information and click Finish. 7 For some policies, you are asked to type the information you want to be displayed on the envelope. Enter enough information to allow recipients to know who sent the envelope. 8 Complete the security information (password, certificate, or policy). 9 When the envelope is displayed, type the names of the recipients, and then click either the Save or Mail icon in the toolbar. If you click the mail icon, your default mail program opens with the security envelope as an attachment. Type the email addresses of the recipients, and send the email. More Help topics “Apply security policies to PDFs” on page 248 Create a user security policy with Adobe LiveCycle Rights Management ES If you have access to Adobe LiveCycle Rights Management ES, you can restrict document access and rights of individuals registered with the server. When you create a user policy using Adobe LiveCycle Rights Management ES, you’re redirected to the Adobe LiveCycle Rights Management ES web page. 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF. • For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. 2 Choose Advanced > Security > Manage Security Policies. 3 Click New. 4 Select Use The Adobe LiveCycle Rights Management, and click Next. 5 On the Adobe LiveCycle Rights Management web page, click Policies, and then click New. Last updated 9/30/2011 248 USING ACROBAT 9 PRO EXTENDED Security 6 Type a name and description, set the validity period, and any other options. 7 Select the users or groups, set permissions for them, and click OK. 8 Specify the document components you want to encrypt, and whether you want a watermark. 9 When you’re done, click Save at the top of the page. Apply security policies to PDFs You can apply either an organization policy or a user policy to a PDF. To apply a server policy to a document, connect to Adobe LiveCycle Rights Management ES. Adobe LiveCycle Rights Management security policies must be stored on a server, but PDFs to which the policies are applied need not be. You can apply policies to PDFs using Acrobat, serverside batch sequences, or other applications, such as Microsoft Outlook. Only the policy administrator can edit or remove organizational policies. For details on editing security policies, click the Secure button in the Tasks toolbar, and choose Adobe LiveCycle Rights Management > Manage My Account. Then click Help in the upper-right corner. More Help topics “Securing documents with Adobe LiveCycle Rights Management ES” on page 243 Apply a security policy to a PDF 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF. • For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. 2 If you are using a server policy, click the Secure button in the Tasks toolbar. Then choose Adobe LiveCycle Rights Management > Refresh Security Policies. Refreshing security policies ensures that you get the most up-to-date server policies. 3 Choose Advanced > Security > Manage Security Policies. Select a policy, and then click Apply To Document. In the Secure menu, you can identify organizational policies by the Enterprise Policy icon Personal Policy icon . , and user policies by the Apply a policy to attachments in Outlook You can send different types of files as secure PDF attachments in Microsoft Outlook. This option is available only if Adobe LiveCycle Rights Management ES is set up and available in Acrobat. 1 In Outlook, choose File > New > Mail Message. 2 In the toolbar, click the Attach As Secured Adobe PDF button . 3 Select the file you want to attach by typing the file path or by clicking Browse. 4 Specify how you want to secure the document, and click OK. The file is converted to PDF and encrypted using the security method you choose. 5 Complete the email message, and then click Send. Last updated 9/30/2011 249 USING ACROBAT 9 PRO EXTENDED Security Remove a user security policy from a PDF You can remove a security policy from a PDF if you have appropriate permissions. In general, a document owner can remove a security policy from a PDF. 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF. • For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. 2 Select Advanced > Security > Remove Security. Export security settings 1 Choose Advanced > Security > Export Security Settings. 2 Choose which groups of settings you want to share and click OK. 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 Certify the file. Copy, edit, or delete a policy 1 Choose Advanced > Security > Manage Security Policies. 2 From the Show menu, choose whether you want to display all policies that you have access to, user policies that you’ve created, or organizational policies. 3 Select a policy, and then use the options you want: Note: Options to edit or delete organizational policies aren’t available unless you have administrator rights to Adobe LiveCycle Rights Management ES. Changes to these policies can be made only on Adobe LiveCycle Rights Management ES, which opens automatically when you select an option. Copy Use to create a policy that’s based on the settings of an existing policy. Edit Editing a user policy that is stored on a local computer affects only documents to which the policy is applied after the policy is edited. For user policies stored on a server, you can edit the permission settings and other options. This option isn’t available for organizational policies. Delete This option usually is not available for organizational policies. Favorite This option adds the selected policy to the Secure menu in the Tasks toolbar, and to the Advanced > Security menu. You can apply the Favorite option to multiple policies. Use this option to make a policy easier to get to. A star appears next to a favorite policy. (To remove a policy from the favorites, click Favorite again.) Revoke a policy-protected PDF To restrict access to a policy-protected PDF that you made available to a group of users, you can revoke the document. 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF and log in to Adobe LiveCycle Rights Management ES. • For a PDF Portfolio, open the PDF Portfolio, log in to Adobe LiveCycle Rights Management, and choose View > Portfolio > Cover Sheet. Last updated 9/30/2011 250 USING ACROBAT 9 PRO EXTENDED Security 2 Choose Advanced > Security > Adobe LiveCycle Rights Management > Revoke Document. 3 From the menu on the web page, choose an option that explains why you’re revoking the document or type a message. If you’re replacing the revoked document, type the URL location of the new document. 4 Click OK to save your changes. Creating or obtaining digital IDs About digital IDs Digital IDs include a private key that you safeguard and a public key (certificate) that you share. A digital ID is like a driver’s license or passport. It proves your identity to people and institutions that you communicate with electronically. A digital ID usually contains your name and email address, the name of the company that issued your digital ID, a serial number, and an expiration date. Digital IDs contain two keys: the public key locks, or encrypts, data; the private key unlocks, or decrypts, that data. When you sign PDF documents, you use the private key to apply your digital signature. You distribute the certificate that contains your public key and other identifying information to those who need to validate your signature, verify your identity, or encrypt information for you. Only your private key can unlock information that was encrypted using your certificate, so be sure to store your digital ID in a safe place. You must have a digital ID to sign, certify, and apply certificate encryption to PDFs. You can get a digital ID from a third-party provider, or you can create a self-signed digital ID. Self-signed digital IDs may be adequate for many situations. However, to prove your identity in most business transactions, you may need a digital ID from a trusted third-party provider, called a certificate authority. Because the certificate authority is responsible for verifying your identity to others, choose one that is trusted by major companies doing business on the Internet. See the Adobe website for information about Adobe security partners that offer digital IDs and other security solutions. You can have multiple digital IDs that you use for different purposes, particularly if you sign documents in different roles or using different certification methods. Digital IDs are usually password protected and can be stored on your computer in PKCS #12 file format, on a smart card or hardware token, in the Windows certificate store, or on a signing server (for roaming IDs). Acrobat includes a default signature handler that can access digital IDs from any of these following locations. (You must register the digital ID in Acrobat for it to be available for use.) Last updated 9/30/2011 251 USING ACROBAT 9 PRO EXTENDED Security More Help topics “Sharing certificates with others” on page 238 “Smart cards and hardware tokens” on page 252 Register a digital ID Register your digital ID in Acrobat before you can use it. If you have a digital ID file that doesn’t appear in your list of digital IDs, you can search for the missing digital ID file. Then, add it to the list. You can identify digital ID files by their filename extensions. For PKCS #12 files, the extension is .pfx in Windows and .p12 in Mac OS. You need the digital ID password (if any) to complete this task. 1 Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Select Digital IDs on the left. 3 Click the Add ID button . 4 Select My Existing Digital ID From and 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. A Roaming Digital ID Stored On A Server Select this option to use a digital ID that’s stored on a signing server. When prompted, type the server name and URL where the roaming ID is located. A Device Connected To This Computer Select this option if you have a security token or hardware token connected to your computer. 5 Click Next, and follow the onscreen instructions to register your digital ID. Create a new digital ID If you’re not using a third-party digital ID, you can create a self-signed digital ID. When you create a new digital ID, it stores an encrypted private key for signing or decrypting documents and a public key contained in a certificate. Use the certificate to validate signatures and encrypt documents. 1 Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Select Digital IDs on the left, and then click the Add ID button . 3 Select A New Digital ID I Want To Create Now, and click Next. 4 Specify where to store the digital ID, and click Next. New PKCS#12 Digital ID File Stores the information in a file that you can send to others. This file has a .pfx extension in Windows and .p12 in Mac OS. The files can be used interchangeably between operating systems. If you move a file from one operating system to another, Acrobat still recognizes it. Windows Certificate Store (Windows only) Stores the digital ID where other Windows applications can also retrieve it. 5 Type a name, email address, and other personal information for your digital ID. When you certify or sign a document, the name appears in the Signatures panel and in the Signature field. Last updated 9/30/2011 252 USING ACROBAT 9 PRO EXTENDED Security 6 (Optional) To use Unicode values for extended characters, select Enable Unicode Support, and then specify Unicode values in the appropriate boxes. 7 Choose an option from the Key Algorithm menu. The 2048-bit RSA option offers more security than 1024-bit RSA, but 1024-bit RSA is more universally compatible. 8 From the Use Digital ID For menu, choose whether you want to use the digital ID for signatures, data encryption, or both. Click Finish. You can export and send your certificate file to contacts who can use it to validate your signature. Important: Make a backup copy of your digital ID file. If your digital ID file is lost or corrupted, or if you forget your password, you cannot use that profile to add or validate signatures. Set up a roaming ID account A roaming ID is a digital ID that is stored on a server and can be downloaded—at the subscriber’s request—to the roaming subscriber’s location. You must have a working Internet connection to access a roaming ID and an account from an organization that supplies roaming digital IDs. 1 Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Expand Digital IDs on the left, select Roaming ID Accounts, and click Add Account. 3 Type the name and URL for the roaming ID server, and click Next. 4 Type the user name and password you’ve been assigned or follow the directions to create an account. Click Next, and then click Finish. 5 Select your roaming ID to use it, or click Logout. When you perform a task that uses your roaming ID, you’re automatically logged in to the roaming ID server if your authentication assertion hasn’t expired. Smart cards and hardware tokens A smart card looks like a credit card and stores your digital ID on an embedded microprocessor chip. You can use the digital ID on a smart card to sign and decrypt documents on devices that include a smart card reader. Similarly, a security hardware token is a small, keychain-sized device that you can use to store digital IDs and authentication data. You can access your digital ID by connecting the token to a USB port on your computer or mobile device. Some smart card readers include a keypad for typing a personal identification number (PIN). If you store your digital ID on a smart card or hardware token, specify that information when you sign or certify documents. More Help topics “Register a digital ID” on page 251 Last updated 9/30/2011 253 USING ACROBAT 9 PRO EXTENDED Security Specify the default digital ID To avoid being prompted to select a digital ID each time your sign or certify a PDF, you can select a default digital ID. 1 Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Click Digital IDs on the left, and then select the digital ID you want to use as the default. 3 Click the Usage Options button , and choose a task for which you want the digital ID as the default. To specify the digital ID as the default for two tasks, click the Usage Options button again and select a second option. A check mark appears next to selected options. If you select only the signing option, the Sign icon appears next to the digital ID. If you select only the encryption option, the Lock icon appears. If you select only the certifying option, or if you select the signing and certifying options, the Blue Ribbon icon appears. To clear a default digital ID, repeat these steps, and deselect the usage options you selected. Change the password and timeout for a digital ID Passwords and timeouts can be set for PKCS #12 IDs. If the PKCS #12 ID contains multiple IDs, configure the password and timeout at the file level. Note: Self-signed digital IDs expire in five years. After the expiration date, you can use the ID to open, but not sign or encrypt, a document. 1 Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Expand Digital IDs on the left, select Digital ID Files, and then select a digital ID on the right. 3 Click the Change Password button. Type the old password and a new password. Confirm the new password, and then click OK. 4 With the ID still selected, click the Password Timeout button. 5 Specify how often you want to be prompted for a password: Always Prompts you each time you use the digital ID. 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. Delete your digital ID When you delete a digital ID in Acrobat, you delete the actual PKCS #12 file that contains both the private key and the certificate. Before you delete your digital ID, make sure that it isn’t in use by other programs or required by any documents for decrypting. Last updated 9/30/2011 254 USING ACROBAT 9 PRO EXTENDED Security Note: You can delete only self-signed digital IDs that you created in Acrobat. 1 Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Select Digital IDs on the left, and then select the digital ID to remove. 3 Click Remove ID, and then click OK. More Help topics “Delete a certificate from trusted identities” on page 242 Protecting digital IDs By protecting your digital IDs, you can prevent unauthorized use of your private keys for signing or decrypting confidential documents. Make sure that you have a procedure in place in the event your digital ID is lost or stolen. How to protect your digital IDs When private keys are stored on hardware tokens, smart cards, and other hardware devices that are password- or PINprotected, use a strong password or PIN. Never divulge your password to others. If you must write down your password, store it in a secure location. Contact your system administrator for guidelines on choosing a strong password. Keep your password strong by following these rules: use eight or more characters; mix uppercase and lowercase letters with numbers and special characters; choose a password that is difficult to guess or hack, but that you can remember without having to write it down; do not use a correctly spelled word in any language, as they are subject to “dictionary attacks” that can crack these passwords in minutes; change your password on a regular basis; contact your system administrator for guidelines on choosing a strong password. To protect private keys stored in P12/PFX files, use a strong password and set your password timeout options appropriately. If using a P12 file to store private keys that you use for signing, use the default setting for password timeout option so that your password is always required. If using your P12 file to store private keys that are used to decrypt documents, make a backup copy of your private key or P12 file so that you can open encrypted documents if you lose your keys. The mechanisms used to protect private keys stored in the Windows certificate store vary depending on what company 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. What to do if a digital ID is lost or stolen If your digital ID was issued by a certificate authority, immediately notify the certificate authority and request the revocation of your certificate. You should also stop using your private key. If your digital ID was self-issued, destroy the private key and notify anyone to whom you sent the corresponding public key (certificate). Last updated 9/30/2011 255 USING ACROBAT 9 PRO EXTENDED Security Removing sensitive content Preparing PDFs for distribution Before you distribute a PDF, you may want to examine the document for sensitive content or private information that can trace the document to you. Such information may be hidden or not immediately apparent. For example, if you created the PDF, the document metadata likely lists your name as the author. 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. If your document doesn’t require these items, remove them before you distribute the document. You can use the Examine Document command to find and remove hidden content from a PDF. To remove sensitive images and text that are visible in a PDF, use the Redaction tools. Examine a PDF for hidden content Use the Examine Document feature to find and remove content from a document that you don’t want, such as hidden text, metadata, comments, and attachments. If you want to examine every PDF for hidden content before you close it or send it in email, specify that option in the Documents preferences using the Preferences dialog box. 1 Choose Document > Examine Document. If items are found, they are listed in the Examine Document panel with a selected check box beside each item. Last updated 9/30/2011 256 USING ACROBAT 9 PRO EXTENDED Security 2 Make sure that the check boxes are selected only for the items that you want to remove from the document: Metadata Metadata includes information about the document and its contents, such as the author’s name, keywords, and copyright information, that can be used by search utilities. To view metadata, choose File > Properties. File Attachments Files of any format can be attached to the PDF as an attachment. To view attachments, choose View > Navigation Panel > Attachments. Annotations And Comments This item includes all comments that were added to the PDF using the comment and markup tools, including files attached as comments. To view comments, choose View > Navigation Panel > Comments. Form Fields This item includes form fields (including signature fields), and all actions and calculations associated with form fields. If you remove this item, all form fields are flattened and can no longer be filled out, edited, or signed. Hidden Text This item indicates text in the PDF that is either transparent, covered up by other content, or the same color as the background. To view hidden text, click Preview. Click the double-arrow buttons to navigate pages that contain hidden text, and select options to show hidden text, visible text, or both. Hidden Layers 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 > Navigation Panel > Layers. Bookmarks Bookmarks are links with representational text that open specific pages in the PDF. To view bookmarks, choose View > Navigation Panel > Bookmarks. Embedded Search Index An embedded search index speeds up searches in the file. To determine if the PDF contains a search index, choose Advanced > Document Processing > Manage Embedded Index. Removing indexes decreases file size but increases search time for the PDF. Deleted Hidden Page And Image Content PDFs sometimes retain content that has been removed and which is no longer visible, such as cropped or deleted pages, or deleted images. Note: The Examine Document feature doesn’t find or remove links. If you want to remove links, use PDF Optimizer. See “PDF Optimizer” on page 324. 3 Click Remove to delete selected items from the file, and click OK. Note: When you remove checked items, additional items are automatically removed from the document: digital signatures; document information added by third-party plug-ins and applications; and special features that enable Adobe Reader users to review, sign, and fill in PDF documents. 4 Choose File > Save, and specify a filename and location. If you don’t want to overwrite the original file, save the file to a different name, location, or both. The selected content is permanently removed when you save the file. If you close the file without saving it, you must repeat this process, making sure to save the file. Redact sensitive content The Redaction tools let you permanently remove (redact) visible text and images from PDFs. In place of the removed items, you can have redaction marks that appear as colored boxes, or you can leave the area blank. You can specify custom text or redaction codes to appear over the redaction marks. Note: If you want to locate and remove specific words or phrases, use the Search And Redact tool Last updated 9/30/2011 instead. 257 USING ACROBAT 9 PRO EXTENDED Security Text marked for redaction (left), and redacted (right) 1 Choose View > Toolbars > Redaction. 2 (Optional) To set the appearance of redaction marks, click Redaction Properties. 3 Select the Mark For Redaction tool . 4 Mark items you want to remove by doing any of the following: • Double-click to select a word or image. • Press Ctrl as you drag to select a line, a block of text, an object, or an area. Use this method to select areas of a page in a scanned document. To preview how your redaction marks will look, hold the pointer over the marked area. 5 To redact the marked items, click Apply Redactions in the Redaction toolbar. 6 Click OK to remove the items. The items aren’t permanently removed from the document until you save it. 7 If you want to search for and remove hidden information in the document by using the Examine Document feature, click Yes. Otherwise, click No. 8 Choose File > Save, and specify a filename and location. If you don’t want to overwrite the original file, save the file to a different name, location, or both. For information on using the redaction tools in legal situations, see http://blogs.adobe.com/acrolaw/. Search and redact words Use the Search And Redact tool to find and remove words or phrases in one or more PDFs that contain searchable text. Note: The Search And Redact tool doesn’t search secured (encrypted) PDFs. 1 Choose View > Toolbars > Redaction, and select the Search And Redact tool . 2 Specify if you want to search the current PDF or all PDFs in another location. 3 Do one of the following: • To search for only one word or phrase, choose Single Word Or Phrase and type the word or phrase in the text box. • To search for multiple words, select Multiple Words Or Phrase, and then click Select Words. Type each word in the New Word Or Phrase text box and click Add. You can also import a text file with the list of words or phrases to search for. • To search for a pattern (for example, phone numbers, credit card numbers, email addresses, social security numbers, or dates), click Patterns. Choose one of the available patterns. (English only) 4 Click Search And Redact. Last updated 9/30/2011 258 USING ACROBAT 9 PRO EXTENDED Security 5 In the search results, click the plus sign (+) next to the document name to see all occurrences of the word or phrase. Then, select the occurrences you want to mark for redaction: • To select all occurrences in the list, click Check All. • To select individual occurrences, click the check box for each one you want to redact. Click the text next to a check box to view the occurrence on the page. • To mark none of the occurrences, close the Search window or click New Search to start over. 6 If you selected occurrences that you want to mark for redaction, click Mark Checked Results For Redaction. The items you checked in the list are shown marked for redaction. Note: If you haven’t saved the file, you can select redaction marks in the document and press Delete to remove the redaction mark. The redaction marks become permanent after you save the file. 7 To remove the marked items, click Apply Redactions in the Redaction toolbar, and then click OK. The items aren’t permanently removed from the document until you save it. 8 If you want to search for and remove hidden information in the document by using the Examine Document feature, click Yes. Otherwise, click No. 9 Choose File > Save, and specify a filename and location. If you don’t want to overwrite the original file, save the file to a different name, location, or both. More Help topics “Searching PDFs” on page 360 Change the look of redaction markers By default, black boxes appear in place of redacted images and text. You can set the default appearance of redaction marks before you mark items for redaction, or you can change the look of redaction marks before you apply the redactions. Set the default look of all marks 1 In the Redaction toolbar, click Redaction Properties. 2 On the Appearance tab, select options you want to change, and then click OK: • Click the Redacted Area Fill Color icon and select a fill color from the Color palette for the boxes that replace removed items. Choose No Color to leave the redacted area blank. • Select Use Overlay Text if you want to select the custom text or redaction code options. Select the font, size, and text alignment. • Select Custom Text, and type the text you want to appear in the redacted area. • Select Redaction Code, and then either select a code within an existing set, or click Edit to define a new code set or a new code. Properties for redaction text Custom Text Displays text you type into the Custom Text option over the redaction mark. Font Displays custom text in the selected font. Font Size Displays custom text in the selected point size. Last updated 9/30/2011 259 USING ACROBAT 9 PRO EXTENDED Security Auto-Size Text To Fit Redaction Region Resizes custom text to fit within the redacted area. When selected, this option overrides the Font Size setting for the overlay text. Font Color Displays custom text in the selected color, which you can change by clicking the color swatch. Repeat Overlay Text Fills the redacted area with as many instances of the custom text as needed, without changing the font size. For example, if you specify the letter x or a hyphen (-) as the custom text, these characters are repeated throughout the redacted area. Text Alignment Sets the text alignment. Create and edit redaction codes Both the Redaction Code and Custom Text options create text that overprints areas that contain redaction markers. The difference is that redaction codes are text entries that you can save, export, and import. One code set can contain multiple codes. Note: Codes don’t save the current attributes for overlay text as part of the code definition, such as colors, font characteristics, and repetition or size of text. Codes only make the overlay text itself reusable in future sessions and by other users with whom you share code sets. You set other attributes for the code in the Redaction Tool Properties dialog box. Create redaction codes and code sets 1 Click Redaction Properties in the Redaction toolbar. 2 Select Use Overlay Text. 3 Select Redaction Code, and then click Edit Codes. 4 In the Redaction Code Editor dialog box, click Add Set. 5 (Optional) Type a new name for the set in the text box below the list of code sets, and then click Rename Set. 6 Click Add Code, and type the text that you want to appear as overlay text in the text box below the list of code entries, and then click Rename Code. 7 Repeat the previous step to add another code entry to that code set, or repeat the previous three steps to create additional code sets and codes. Edit redaction codes and code sets 1 Click Redaction Properties in the Redaction toolbar. 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. • To export a code set to a separate XML file that you can reuse in other PDFs or share with others, select the code set and click Export Set, specify a filename and location, and click Save. • To import a previously saved code set, click Import Set, locate and select that file, and click Open. • To rename a code set, type a new name in the box below the list and click Rename Set. 5 With the code set selected, select the code entry that you want to edit, and do one of the following: • To remove a code entry, click Remove Code. • To rename a code entry, type a new name in the box below the list and click Rename Code. Last updated 9/30/2011 260 Chapter 9: Digital signatures You use a digital signature much like a handwritten signature—to approve documents. A digital signature verifies your identity and may include a photo, an image of your handwritten signature, or other personal details that you choose. Document authors can attest to the contents of their documents by adding a certifying signature. Digital signatures About digital signatures A digital signature, like a conventional handwritten signature, identifies the person signing a document. Unlike a handwritten signature, a digital signature is difficult to forge because it contains encrypted information that is unique to the signer and easily verified. Most digital signatures are referred to as approval signatures. Signatures that certify an Adobe® PDF are called certifying signatures. Only the first person to sign a PDF (most often, the author) can add a certifying signature. A certifying signature attests to the contents of the document. It also allows the signer to specify the types of changes allowed for the document to remain certified. Changes to the document are shown in the Signatures panel. To sign a document, you must obtain a digital ID or create a self-signed digital ID in Adobe Acrobat®. The digital ID contains a private key and a certificate (or public key). The private key is used to add the digital signature, and the certificate that you share with people who use it to validate your signature. When you apply a digital signature, Acrobat uses a hashing algorithm to generate a message digest, which it encrypts using your private key. Acrobat embeds the encrypted message digest in the PDF, along with details from your certificate, an image of your signature, and a version of the document at the time it was signed. Note: For the latest information about digital signatures, choose Help > Online Support > Knowledgebase to open the Adobe Acrobat support page on the Adobe website. Then search for “digital signatures.” Digital signature in a PDF form For articles on digital signatures, see these resources: • Digital Signatures in PDF and Acrobat: www.acrobatusers.com/tutorials/digital-signatures-pdf-acrobat • Migrating and Sharing Security Settings: www.adobe.com/devnet/acrobat/pdfs/sharing_security_settings_90.pdf • Adobe Acrobat 9 Digital Signatures, Changes, and Improvements (PDF): www.adobe.com/devnet/reader/articles/reader_compatibility.html More Help topics “About digital IDs” on page 250 Last updated 9/30/2011 261 USING ACROBAT 9 PRO EXTENDED Digital signatures Create the signature appearance You can set the appearance of your digital signature by selecting options in the Security section of the Preferences dialog box. For example, you can include an image of your handwritten signature, a company logo, or a photograph. You can also create alternate signature appearances that you use for different purposes. For some, you can provide a greater level of detail. A signature appearance can also include information that helps others verify your signature, such as reason for signing, contact information, and more. Set these options by using the Preferences dialog box. By selecting these preferences, you add options to the Sign Document dialog box that appears each time you sign a PDF: A B Signature formats A. Text signature B. Graphic signature 1 (Optional) If you want to include an image of your handwritten signature in the digital signature, scan your signature, and save it as an image file. Place the image in a document by itself, and convert the document to PDF. 2 Right-click the signature field and select Sign Document or Certify With Visible Signature. You can also create an appearance using the Security section of the Preferences dialog box. In the Appearance section, select one of the available options or click New to create an appearance. 3 From the Appearance menu in the Sign dialog box, select Create New Appearance. 4 In the Configure Signature Appearance dialog box, type a title for the signature appearance. When you sign a document, you select the signature appearance by its title, so use a short, descriptive title. 5 For Configure Graphic, choose an option: No Graphic Displays only the default digital signature icon and other information specified in the Configure Text section. Imported Graphic Displays an image with your digital signature. Select this option to include an image of your handwritten signature. To import the image file, click File, click Browse, and then select the image file. Name Displays only the default digital signature icon and your name as it appears in your digital ID file. 6 For Configure Text, select the options that you want to appear in the signature. Distinguished Name shows the user attributes defined in your digital ID, including your name, organization, and country. 7 For Text Properties, specify the writing direction and type of digits used, and then click OK. 8 (Optional) If the dialog box includes the Additional Signature Information section, specify the reason for signing the document, the location, and your contact information. These options are only available if you selected them using the Advanced Preferences section of the Preferences dialog box (Security > Advanced Preferences > Creation tab). For more information, see Adobe Acrobat 9 Digital Signature Appearances (PDF) at www.adobe.com/go/learn_acr_security_en. Last updated 9/30/2011 262 USING ACROBAT 9 PRO EXTENDED Digital signatures More Help topics “Enable right-to-left languages” on page 57 Set signing preferences 1 Open the Preferences dialog box, and then select Security on the left. 2 Click Advanced Preferences, and then click the Creation tab. 3 (Optional) If you are planning to use a third party plug-in as your default signing method, make sure it is installed. Choose the default method for signing documents. 4 Select any of the following: Include Signature’s Revocation Status When Signing Embeds information about whether your certificate is valid or has been revoked (required for signature validation). This option speeds the validation process by not having to go online to determine whether the certificate has been revoked. This option is selected by default. Show Reasons When Signing Adds your reason for signing to the signature field. When you sign a PDF, a menu appears in the Sign Document dialog box. From this menu, you can select the option that best describes your reason for signing the PDF. Show Location And Contact Information When Signing Adds your location information to the signature field. Contact information appears in the Signer tab of the Signature Properties dialog box. When you sign a PDF, text boxes appear in the Sign Document dialog box where you can type this information. Enable Reviewing Of Document Warnings Analyzes documents in a signing workflow for content that can change the document appearance. It then provides an option in the Sign Document dialog box to review this content. Specify Always, Never, or When Certifying A Document. Available options depend on the Prevent Signing Until Document Warnings Are Reviewed setting. Prevent Signing Until Document Warnings Are Reviewed Enable this option to require the signer to review document warnings before signing or certifying a document. Specify Always, Never, or When Certifying A Document. Add a timestamp to signatures You can include the date and time you signed the document as part of your signature. Timestamps are easier to verify when they’re associated with a timestamp authority’s trusted certificate. Including a timestamp helps to establish exactly when you signed the document and reduces the chances of an invalid signature. You can obtain a timestamp from a third-party timestamp authority or from the certificate authority that issued your digital ID. Timestamps appear in the signature field and in the Signature Properties dialog box. If a timestamp server is configured, that timestamp appears in the Date/Time tab of the Signature Properties dialog box. If no timestamp server is configured, the signatures field displays the local time of the computer at the moment of signing. Note: If you did not embed a timestamp when you signed the document, you can add one later to your signature. (See “Establish long-term signature validation” on page 269.) A timestamp applied after signing a document uses the time provided by the timestamp server. Configure a timestamp server To configure a timestamp server, you need the server name and URL, a Forms Data Format (FDF) file that contains the server settings, or a security settings file that contains the timestamp server information. Last updated 9/30/2011 263 USING ACROBAT 9 PRO EXTENDED Digital signatures If you have a security settings file, install it and don’t use the following instructions for configuring a server. Make sure that you obtained the security settings file from a source that you trust. Don’t install it without checking with your system administration or IT department. 1 Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Select Time Stamp Servers on the left. 3 Do one of the following: • If you have an FDF file with the timestamp server settings, click the Import button . Select the FDF file, and click Open. • If you have a URL for the timestamp server, click the New button . Type a name, and then type the server URL. Specify whether the server requires a user name and password, and then click OK. Set a timestamp server as the default If you have two or more timestamp servers configured, you can set one of them as the default. Note: Before you set a timestamp server as the default, you may want to check if the timestamp authorities charge a usage fee. 1 Do one of the following: • In Acrobat, choose Advanced > Security Settings. • In Reader, choose Document > Security Settings. 2 Select the timestamp server, and click the Set Default button . 3 Click OK to confirm your selection. More Help topics “Validate a timestamp certificate” on page 271 About graphics tablet signatures You can sign PDFs using graphics tablets and other input devices. To sign using these devices, you can apply an ink signature from within Acrobat, or use third-party software that provides additional functionality. Digital signature providers, such as Silanis and the Communication Intelligence Corporation (CIC), provide this capability in an Acrobat supported plug-in. These plug-ins may limit your access of certain encryption features in Acrobat. For more information about third-party providers, visit the Adobe website. Signing PDFs Before you sign a PDF You can expedite the signing process and optimize your results by making the following preparations in advance: Last updated 9/30/2011 264 USING ACROBAT 9 PRO EXTENDED Digital signatures Note: Some situations require using particular digital IDs for signing. For example, a corporation or government agency can require individuals to use only digital IDs issued by that agency to sign official documents. Find out about the digital signature policies of your organization to determine the proper source of your digital ID. • Obtain a digital ID, or create a self-signed digital ID in Acrobat. Note: You cannot create self-signed digital IDs from within FIPS mode. • Set the default signing method. • Create an appearance for your digital signature. For information about creating an appearance, see “Create the signature appearance” on page 261. • Use Preview Document mode to suppress any dynamic content that can alter the appearance of the document and mislead you into signing an unsuitable document. For information about using the Preview Document mode, see “Sign in Preview Document mode” on page 266. • Review all the pages in a document before you sign. Documents can contain signature fields on multiple pages. For a quick look at how to create a digital signature, see “Creating a Digital ID Profile in Acrobat 9” at www.peachpit.com/articles/article.aspx?p=1272552. More Help topics “About digital IDs” on page 250 Sign a PDF You can sign a PDF to indicate your approval using either a digital signature or ink signature. Digital signatures can be used to sign a PDF more than once and by more than one person. When you sign a document, your digital signature appears in the signature field. The appearance of the signature depends on options you choose. The actual information for your digital signature is embedded in the PDF. In Acrobat, the first person to sign a document (typically the document author) can add a certifying signature to restrict changes to the document. An ink signature is a handwritten mark on the page, similar to a free-form drawing you make with the Pencil tool in the Comment & Markup Toolbar. Ink signatures do not provide the advanced functionality available with digital signatures. Unlike a digital signature, an ink signature does not use a digital ID; therefore, it is impossible to verify the identity of the signer. A digital signature can be verified as valid and can become invalid in response to document changes. But an ink signature carries no validity state and does not warn of document changes. Ink signatures do not appear in the Signatures pane of the document. Note: To allow Reader users to sign documents using either type of signature, choose Advanced > Extend Features in Adobe Reader. Sign a PDF with a digital signature For best results, use Preview Document mode to add your signature. See “Sign in Preview Document mode” on page 266. 1 Click the signature field, or do one of the following: • In Acrobat, choose Advanced > Sign & Certify > Sign Document. • In Reader, choose Document > Sign > Sign Document. • Click the Sign button in the Tasks toolbar and choose Sign Document. Last updated 9/30/2011 265 USING ACROBAT 9 PRO EXTENDED Digital signatures 2 If the document doesn’t have any existing signature fields, you’re prompted to draw a signature field for your signature. 3 If you haven’t specified a digital ID, you’re prompted to find or create a self-signed one. Using self-signed certificates is not recommended for activities that require a high level of assurance about the identity of the signer. 4 In the Sign Document dialog box, choose a digital ID from the Sign As menu. To create a new digital ID, select New ID. 5 To create an appearance for your signature or to use an existing appearance, use the Appearance menu. If you have not created an appearance or you want to create one for this signature, choose Create New Appearance. 6 If the seed value and document rules allow locking, you can choose to Lock Document After Signing. If you select this option, no further changes to any form fields or addition of visible signatures are allowed. Note: The Lock Document After Signing option is not available if there are additional unsigned signature fields or if the document is managed with Adobe LiveCycle® Workflow server. 7 If you selected advanced digital signature preferences, do any of the following based on the options you selected in the Preferences dialog box: For information about the advanced digital signature preferences, see “Create the signature appearance” on page 261. • Choose a reason for signing the document. • Type your location and contact information. • Review any document warnings about content that may impact signing. 8 If your digital ID requires a password, type it in the Password box. Note: Some digital IDs are configured to ask for a password or other user authentication after you click the Sign button. 9 Click Sign, and specify a filename for saving the signed document, and click Save. It is a good idea to save it as a different file so that you can keep the original unsigned document. If you are signing from within Reader, use the Submit button to submit the signed document to a server after it is signed. Sign a PDF with an ink signature Ink signatures use the default color of Pencil tool markups. To change the color of the signature, right-click the Pencil tool in the Comment & Markup Toolbar. Then choose Tool Default Properties, and change the color in the Appearance tab. 1 To sign a PDF with an ink signature, do one of the following: • In Acrobat, choose Advanced > Sign & Certify > Apply Ink Signature. • In Reader, choose Document > Sign > Apply Ink Signature. (This command is available only if the PDF creator enabled digital signature and commenting rights.) • Click the Sign button in the Tasks toolbar and choose Apply Ink Signature. The cursor changes to a cross-hairs. 2 Click where you want to sign and draw your signature. 3 To include the signature with the document, save the PDF. Note: You cannot add an ink signature to a PDF created in LiveCycle Designer ES or the LiveCycle Form Server. PDFs created from those sources do not allow comments and markups. Last updated 9/30/2011 266 USING ACROBAT 9 PRO EXTENDED Digital signatures Sign in Preview Document mode For best results, use the Preview Document feature when you sign documents. This feature analyzes the document for content that may alter the appearance of the document. It then suppresses that content, allowing you to view and sign the document in a static and secure state. The Preview Document feature can help you find out if the document contains any dynamic content or external dependencies. It can also help you find out if the document contains any constructs such as form fields, multimedia, or JavaScript that could affect its appearance. After reviewing the report, you can contact the author of the document about the problems listed in the report. You can also use Preview Document mode outside a signing workflow to check the integrity of a document. Sign a PDF in Preview Document mode 1 Open the Preferences dialog box, and select Security on the left. 2 Select View Documents In Preview Document Mode When Signing, and click OK. 3 In the PDF, click the signature field, or click the Sign button in the Tasks toolbar and choose Sign Document. The document message bar appears with the compliance status and options. 4 (Optional) Click View Report in the document message bar (if available) and select each item in the list to show details. When you’re done, close the PDF Signature Report dialog box. 5 If you’re satisfied with the compliance status of the document, click Sign Document in the document message bar, and add your digital signature. 6 Save the PDF using a different name than the original, and close the document without making any further changes. Before you certify a PDF Document authors can improve document integrity and ensure that their documents remain certified by addressing the following issues before they certify PDFs: • Disable or remove content that could modify the document or compromise its integrity, such as JavaScripts, actions, or embedded media. • If you intend for others to sign the document using Adobe Reader, enable usage rights to let Adobe Reader users add a digital signature (choose Advanced > Extend Features In Adobe Reader). • Certify or sign a PDF only after you make final changes to it. If you make changes or resave the PDF after you sign it, you may compromise the validity of your signature or the document’s certified status. Document authors can use Adobe LiveCycle Designer (Windows) to create signature fields that lock after signing, preventing changes that may invalidate signatures. For more information, see Adobe LiveCycle Designer Help. Acrobat Forms authors can use the option with a signature field to specify which fields should lock after signing. More Help topics “Examine a PDF for hidden content” on page 255 Last updated 9/30/2011 267 USING ACROBAT 9 PRO EXTENDED Digital signatures Certify a PDF When you certify a PDF, you indicate that you approve of its contents. You also specify the types of changes that are permitted for the document to remain certified. For example, suppose that a government agency creates a form with signature fields. When the form is complete, the agency certifies the document, allowing users to change only form fields and sign the document. Users can fill in the form and sign the document, but if they remove pages or add comments, the document doesn’t retain its certified status. You can apply a certifying signature only if the PDF doesn’t already contain any other signatures. Certifying signatures in the Signatures panel indicates a valid certifying signature. A digital can be visible or invisible. A blue ribbon icon ID is required to add the certifying digital signature. 1 Click the Sign button in the Tasks toolbar and choose one of the following options: • Certify With Visible Signature. • Certify Without Visible Signature. If you choose this option, your signature appears only in the Signatures panel. 2 Click OK in the Save As Certified Document dialog box. If you are certifying with Visible signatures, you can place the signature in an existing signature field or create a field for the signature. Follow the directions in the prompts to choose a location. 3 If you’re adding a visible signature, draw the signature field on the page. Note: If you enabled View Documents In Preview Document Mode When Signing in the Security Preferences, click Sign Document in the document message bar. 4 Follow the on-screen instructions to select a digital ID, if prompted. Specify a default ID to avoid being prompted each time you sign a PDF. 5 In the Certify Document dialog box, specify the permitted changes, type your password or PIN for your digital ID, and then click Sign. Note: Some digital IDs are configured to ask for a password or other user authentication after you click the Sign button. 6 Save the PDF using a different filename than the original file, and then close the document without making additional changes. It is a good idea to save it as a different file so that you can keep the original unsigned document. More Help topics “Specify the default digital ID” on page 253 “About digital signatures” on page 260 Clear or remove a digital signature ❖ Do one of the following: • To remove a signature, right-click the signature field and choose Clear Signature. • To remove all signatures in a PDF, choose Clear All Signature Fields from the Options menu in the Signatures panel. You cannot remove a signature unless you are the one who placed it and you have the digital ID for signing it installed. To delete the signature field in Acrobat, choose Tools > Advanced Editing > Select Object Tool, select the signature field, and press the Delete key. Last updated 9/30/2011 268 USING ACROBAT 9 PRO EXTENDED Digital signatures Customizing signature properties using seed values Seed values offer additional control to document authors by letting them specify which choices a user 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. For more information about customizing signatures using seed values, see the Digital Signature User Guide (PDF) available at www.adobe.com/go/learn_acr_security_en. Validating signatures Checking the validity of a signature When signatures are validated, an icon appears in the document message bar to indicate the signature status. Further details about the status appear in the Signatures panel and in the Signature Properties dialog box. Third-party signature handlers can provide alternate methods of validating signatures. Check the documentation included with your third-party digital ID. Important: To ensure that signatures are valid when you open a PDF and that all verification details appear with the signature, set your verification preferences in advance. (See “Set signature verification preferences” on page 270.) If the signature status is unknown or unverified, validate the signature manually to determine the problem and possible solution. If the signature status is invalid, contact the signer about the problem. For more information about signature warnings and valid and invalid signatures, see the Digital Signature User Guide (PDF) at www.adobe.com/go/learn_acr_security_en. More Help topics “Verify information on a certificate” on page 241 “Get certificates from other users” on page 238 Validate a signature manually You can assess the validity of a digital signature by checking the signature properties. 1 Set your signature verification preferences. For more information, see “Set signature verification preferences” on page 270. 2 Open the PDF containing the signature, right-click the signature, and then choose Validate Signature. The Signature Validation Status describes the validity of the signature. 3 Click Signature Properties, and do the following: • If the status is unknown, click the Signer tab, and then click Show Certificate to view the details of the certificate. If you’re working with self-signed digital IDs, confirm that the certificate details are valid. If the certificate isn’t valid, request a valid certificate from the signer. Click OK. • Click the Date/Time tab to verify the timestamp, if needed. • Click the Legal tab to learn more about the legal restrictions of the signature. In the Legal tab, click View Document Integrity Properties to check if it contains items that could alter its appearance. If the document was modified after it was signed, check the signed version of the document and compare it to the current version. Last updated 9/30/2011 269 USING ACROBAT 9 PRO EXTENDED Digital signatures More Help topics “Validate a timestamp certificate” on page 271 “Sign in Preview Document mode” on page 266 “View previous versions of a signed document” on page 272 Establish long-term signature validation Long-term signature validation allows you to check the validity of a signature long after the document was signed. To achieve long-term validation, all the required elements for signature validation must be embedded in the signed PDF. Embedding these elements can occur when the document is signed, or after signature creation. Without certain information added to the PDF, a signature can be validated for only a limited time. This limitation occurs because certificates related to the signature eventually expire or are revoked. Once a certificate expires, the issuing authority is no longer responsible for providing revocation status on that certificate. Without conforming revocation status, the signature cannot be validated. The required elements for establishing the validity of a signature include the signing certificate chain, certificate revocation status, and possibly a timestamp. If all the required elements are available and embedded at signing, the signature can be validated without going to outside resources for validation information. Acrobat and Reader can embed all the required elements, as long as the elements are available. The PDF creator must enable usage rights for Reader users (Advanced > Extend Features In Adobe Reader). Note: Embedding timestamp information requires a properly configured timestamp server. In addition, the signature validation time must be set to Secure Time (Preferences > Security > Advanced Preferences > Verification tab). More Help topics “Validate a timestamp certificate” on page 271 “Configure a timestamp server” on page 262 “Set signing preferences” on page 262 Add verification information at signing 1 Make sure that your computer can connect to the appropriate network resources. 2 Check that the preference Include Signature’s Revocation Status When Signing is still selected. (Preferences > Security > Advanced Preferences > Creation tab.) This preference is selected by default. 3 Sign the PDF. 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, suppose a company official signs a contract using a laptop while traveling by air. The computer cannot communicate with the Internet to obtain timestamping and revocation information to add to the signature. Later, when Internet access becomes available, anyone who validates the signature can add this information to the PDF. All subsequent signature validations can also use this information. 1 Make sure that your computer can connect to the appropriate network resources, and then right-click the signature in the PDF. Last updated 9/30/2011 270 USING ACROBAT 9 PRO EXTENDED Digital signatures 2 Choose Add Verification Information. The command is unavailable if the signature is invalid, or signed with a self-signed certificate. Set signature verification preferences 1 Open the Preferences dialog box, and select Security on the left. 2 To automatically validate all signatures in a PDF when you open the document, select Verify Signatures When The Document Is Opened. This option is selected by default. 3 Click Advanced Preferences, and then click the Verification tab. 4 Select verification options. 5 (Windows only) Click the Windows Integration tab, and specify whether you can import identities from the Windows Certificates feature into the list of trusted identities. In addition, specify whether to trust all root certificates in the Windows Certificates feature when validating signatures and when validating certified documents. Selecting these options can compromise security. Note: It is not recommended to trust all root certificates in the Windows Certificate feature. Many certificates that are distributed with Windows are designed for purposes other than establishing trusted identities. Verification options When Verifying These options specify methods that determine which plug-in to choose when verifying a signature. The appropriate plug-in is often selected automatically. Contact your system administrator about specific plug-in requirements for validating signatures. Require Certificate Revocation Checking To Succeed Whenever Possible During Signature Verification Checks certificates against a list of excluded certificates during validation. This option is selected by default. If you deselect this option, the revocation status for approval signatures is ignored. The revocation status is always checked for certifying signatures. Verify Signatures Using Select an option to specify how to check the digital signature for validity. You can check by the current time, by the time set by a timestamp server when the signature was signed (the default), or by the time the signature was created. Use Expired Timestamps The validation process uses the secure time provided by the timestamp or embedded in the signature, even if the signature’s certificate has expired. This option is selected by default. Deselecting this option allows discarding of expired timestamps. Signatures panel overview The Signatures panel displays information about each signature in the current document and the change history of the document since the first signature. Each signature has an icon identifying its verification status. Verification details are listed beneath each signature and can be viewed by expanding the signature. The Signatures panel also provides information about the time the document was signed, and trust and signer details. Last updated 9/30/2011 271 USING ACROBAT 9 PRO EXTENDED Digital signatures Verify signatures in the Signatures panel. Display the Signatures panel ❖ Choose View > Navigation Panels > Signatures, or click the Signature Panel button in the document message bar. You can right-click a signature field in the Signatures panel to do most signature-related tasks, including adding, clearing, and validating signatures. In some cases, however, the signature field becomes locked after you sign it. Validate a timestamp certificate Review the Validity summary section of the Signature Properties dialog box for the validity status of a timestamp certificate. The summary might display one of the following messages: Signature date/time are from the clock on the signer's computer The time is based on the local time on the signer’s computer. Signature is timestamped The signer used a timestamp server and your settings indicate that you have a trust relationship with that timestamp server. Signature is timestamped but the timestamp could not be verified You may need to establish a trust relationship with the timestamp server. You can establish a trust relationship using the following instruction, but first you need to make sure you are familiar with the timestamp server and trust it. Check with your system administrator. To validate a signature that contains a timestamp, you must obtain the certificate for the timestamp server and add it to your list of trusted identities. Otherwise, the timestamp appears as unverified, and you must validate the timestamp manually. 1 Click the Signatures button options menu in the navigation pane, select the signature, and choose Validate Signature from the . 2 Click the Signature Properties button in the Signature Validation Status dialog box. 3 In the Signature Properties dialog box, click the Date/Time tab to view the timestamp authority, and then click the Show Certificate button. (This button appears in the Date/Time tab only if the signer used a timestamp server.) 4 In the Certificate Viewer, click the Trust tab to determine if the timestamp certificate is trusted. If it isn’t trusted but you do trust it, click Add To Trusted Identities. If a certificate for the timestamp server isn’t listed, request one from the signer. More Help topics “Securing documents with certificates” on page 236 Last updated 9/30/2011 272 USING ACROBAT 9 PRO EXTENDED Digital signatures View previous versions of a signed document Each time a document is signed, a signed version of the PDF is saved with the PDF. Each version is saved as appendonly and the original cannot be modified. All signatures and their corresponding versions can be accessed from the Signatures panel. 1 In the Signatures panel, select and expand the signature, and choose View Signed Version from the option menu The previous version opens in a new PDF, with the version information and the name of the signer in the title bar. 2 To return to the original document, choose the document name from the Window menu. 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. Last updated 9/30/2011 . . 273 Chapter 10: Accessibility, tags, and reflow Accessibility features assist people with disabilities—such as mobility impairments, blindness, and low vision—in their use of Adobe® Acrobat® 9 Pro Extended and Adobe PDFs. Accessibility features About accessibility features A document or application is accessible if it can be used by people with disabilities—such as mobility impairments, blindness, and low vision. Accessibility features in Adobe Acrobat, Adobe Reader®, and Adobe Portable Document Format (PDF) enable people with disabilities to use PDF documents, with or without screen readers, screen magnifiers, and braille printers. Making PDFs accessible tends to benefit all users. For example, the document structure that enables a screen reader to read a PDF out loud also enables a mobile device to reflow and display the document on a small screen. Similarly, the preset tab order of an accessible PDF form helps all users—not just users with mobility impairments—fill the form more easily. Accessibility features in Acrobat and Reader fall into two broad categories: features to make the reading of PDF documents more accessible and features to create accessible PDF documents. To create accessible PDF documents, use Acrobat, not Reader. Features for accessible reading of PDFs • Preferences and commands to optimize output for assistive software and devices, such as saving as accessible text for a braille printer • Preferences and commands to make navigation of PDFs more accessible, such as automatic scrolling and opening PDFs to the last page read • Accessibility Setup Assistant for easy setting of most preferences related to accessibility • Keyboard alternates to mouse actions • Reflow capability to display PDF text in large type and to temporarily present a multicolumn PDF in a single, easyto-read column. • Read Out Loud text-to-speech conversion • Support for screen readers and screen magnifiers Features for creating accessible PDFs • Creation of tagged PDFs from authoring applications • Conversion of untagged PDFs to tagged PDFs • Security setting that allows screen readers to access text while preventing users from copying, printing, editing, and extracting text • Ability to add text to scanned pages to improve accessibility • Tools for editing reading order and document structure Last updated 9/30/2011 274 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow • Tools for creating accessible PDF forms Acrobat Standard provides some functionality for making existing PDFs accessible. Acrobat Pro and Acrobat Pro Extended enable you to perform tasks—such as editing reading order or editing document structure tags—that are necessary to make some PDF documents and forms accessible. For more information about accessibility features, see these online resources: • Acrobat 9 accessibility, overview, new features, and FAQ: www.adobe.com/accessibility/products/acrobat/ • Information and news about accessibility in Adobe products: blogs.adobe.com/accessibility/pdf/ • Creating accessible PDF documents: www.adobe.com/accessibility • General accessibility tips: acrobatusers.com/forums/aucbb/ About accessible PDFs Accessible PDFs have the following characteristics. Searchable text A document that consists of scanned images of text is inherently inaccessible because the content of the document is images, not searchable text. Assistive software cannot read or extract the words, users cannot select or edit the text, and you cannot manipulate the PDF for accessibility. Convert the scanned images of text to searchable text using optical character recognition (OCR) before you can use other accessibility features with the document. Alternate text descriptions Screen readers cannot read document features such as images and interactive form fields unless they have associated alternate text. Screen readers can read web links; however, you can provide more meaningful descriptions as alternate text. Alternate text and tool tips can aid many users, including users with learning disabilities. Fonts that allow characters to be extracted to text The fonts in an accessible PDF must contain enough information for Acrobat to extract all of the characters to text for purposes other than displaying text on the screen. Acrobat extracts characters to Unicode text when you read a PDF with a screen reader or the Read Out Loud feature. Acrobat also extracts characters to Unicode when you save as text for a braille printer. This extraction fails if Acrobat cannot determine how to map the font to Unicode characters. Reading order and document structure tags To read a document’s text and present it in a way that makes sense to the user, a screen reader or other text-to-speech tool requires a structured document. Document structure tags in a PDF define the reading order and identify headings, paragraphs, sections, tables, and other page elements. Interactive form fields Some PDFs contain forms that a person is to fill out using a computer. To be accessible, form fields must be interactive—meaning that a user must be able to enter values into the form fields. Navigational aids Navigational aids in a PDF—such as links, bookmarks, headings, a table of contents, and a preset tab order for form fields—assist all users in understanding the document without reading completely through it. Bookmarks are especially useful and can be created from document headings. Last updated 9/30/2011 275 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Document language Specifying the document language in a PDF enables some screen readers to switch to the appropriate language. Security that doesn’t interfere with assistive software Some authors of PDFs restrict users from printing, copying, extracting, adding comments to, or editing text. The text of an accessible PDF must be available to a screen reader. You can use Acrobat to ensure that security settings don’t interfere with the ability of the screen reader to convert the on-screen text to speech. For more information about PDF accessibility, see www.webaim.org/techniques/acrobat/. More Help topics “Recognize text in scanned documents” on page 69 “Check and correct reading order” on page 293 “Workflow for creating accessible PDF forms” on page 289 “Add alternate text and supplementary information to tags” on page 303 “Set the document language” on page 299 “Prevent security settings from interfering with screen readers” on page 299 “Check accessibility with Full Check” on page 277 “Keys for accessibility” on page 522 About tags, accessibility, reading order, and reflow PDF tags are similar in many ways to XML tags. PDF tags indicate document structure: which text is a heading, which content makes up a section, which text is a bookmark, and so on. A logical structure tree of tags represents the organizational structure of the document. Thus tags can indicate the precise reading order and improve navigation— particularly for longer, more complex documents—without changing the appearance of the PDF. Assistive software determines how to present and interpret the content of the document by using the logical structure tree. Most assistive software depends on document structure tags to determine the appropriate reading order of text and to convey the meaning of images and other content in an alternate format, such as sound. An untagged document does not have structure information, and Acrobat must infer a structure based on the Reading Order preference setting. This situation often results in page items being read in the wrong order or not at all. Reflowing a document for viewing on the small screen of a mobile device relies on these same document structure tags. Often, Acrobat tags PDFs when you create them. To determine whether a PDF contains tags, choose File > Properties, and look at the Tagged PDF value in the Advanced pane of the Description tab. The logical structure tree appears on the Tags tab and shows document content as page elements nested at various levels. More Help topics “Reading PDFs with reflow and accessibility features” on page 279 “Accessibility preferences” on page 279 “Creating accessible PDFs” on page 285 Last updated 9/30/2011 276 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow “Making existing PDFs accessible” on page 290 “Standard PDF tags” on page 305 Checking the accessibility of PDFs About accessibility checkers Of course, the best way to test the accessibility of a document is to attempt to use the document with the tools that your readers will use. However, even if you don’t have a screen reader or braille printer, you can still use any of several methods provided by Acrobat for checking the accessibility of a PDF. • Use Quick Check to check for document structure tags, searchable text, and appropriate security settings for accessibility. This method is often the best way to check for accessibility before attempting to use a PDF. • Use Full Check to perform a more thorough check for many characteristics of accessible PDFs, such as the use of fonts that can be mapped reliably to Unicode text. • Use Reflow view to quickly check reading order. • Use Read Out Loud to experience the document as it will be experienced by readers who use this text-to-speech conversion tool. • Save the document as accessible text and then read the saved text file in a word-processing application to experience the document as it will be experienced by readers who use a braille printer. • Use the TouchUp Reading Order tool, Tags tab, and Content tab to examine the structure, reading order, and contents of a PDF in detail. Note: The accessibility checker tools can help to identify areas of documents that may be in conflict with the Adobe interpretation of the accessibility guidelines referenced in the application and its documentation. However, these tools don’t check documents against all accessibility criteria, including those in such referenced guidelines, and Adobe doesn’t warrant that documents comply with any specific guidelines or regulations. More Help topics “Reading a PDF with a screen reader” on page 284 “Reflow a PDF” on page 283 “Read a PDF with Read Out Loud” on page 284 “Save as accessible text for a braille printer” on page 283 “Check and correct reading order” on page 293 “View tags in the Tags tab” on page 301 Check accessibility with Quick Check Use Quick Check to examine a PDF to see if it has searchable text, document structure tags, and appropriate security settings to make it accessible. ❖ Choose Advanced > Accessibility > Quick Check. If the document is unstructured, a message may appear, suggesting that you change reading order preferences. Last updated 9/30/2011 277 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow More Help topics “Setting accessibility preferences” on page 279 Accessibility Quick Check results “This document has logical structure but it is not a Tagged PDF. Some accessibility information may be missing.” Quick Check has found an underlying document structure in the document, so Acrobat will use the available document structure to control the reading order, rather than analyzing the document itself. However, this untagged document structure might be incomplete or unreliable, so assistive software and the accessibility features in Acrobat (such as the Read Out Loud and the Save As Text features) may not read the page properly. If the reading order of the page seems to be wrong, select Override The Reading Order In Tagged Documents in the Reading panel of the Preferences dialog box. “This document is not structured, so the reading order may not be correct. Try different reading orders using the Reading Preferences panel.” Quick Check has found no underlying document structure that Acrobat can use for reading order. Acrobat will analyze the reading order of the document using the current analysis method set in the Reading Order preference, but this PDF might not be read correctly by screen readers. If the reading order seems wrong, select a different option for Reading Order in the Reading panel of the Preferences dialog box. “No accessibility problems were detected in this quick check. Choose the Full Check command to check more thoroughly.” Quick Check has found that the PDF contains searchable text, is tagged, has an underlying document structure, and has no security settings that prohibit access for screen readers. To check for other types of accessibility problems that may be present in the PDF, use Full Check. “This document’s security settings prevent access by screen readers.” Quick Check has found that the PDF has security settings that interfere with screen readers’ ability to extract text for conversion to speech. You may be able to use a screen reader with this document if your assistive technology product is registered with Adobe as a Trusted Agent. Contact your assistive technology product vendor. “This document appears to contain no text. It may be a scanned image.” Quick Check has found that the PDF contains no searchable text, probably because the document consists entirely of one or more scanned images. This means that screen readers, Read Out Loud, Reflow view, and most other accessibility features—which rely on text as input—will not work with this document. Check accessibility with Full Check Use Full Check to check a PDF for many of the characteristics of accessible PDFs. You can choose which kinds of accessibility problems to look for and how you want to view the results. 1 Choose Advanced > Accessibility > Full Check. 2 In the Report and Comment Options section, select options for how you want to view the results. You can save the results as an HTML file or as comments that are located where the accessibility problems are detected. 3 Select a page range if you prefer to do a full check on individual sections of a document. When you have a large document, running a full check one section at a time can be more efficient. 4 Select an accessibility standard (Adobe PDF, Section 508 (U.S.), or W3C) from the Name menu, and then select the accessibility options to check for. The standard that you select in the Name menu determines which accessibility options are available. 5 Click Start Checking. Last updated 9/30/2011 278 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow The results are displayed in the left panel, which also has helpful links and hints for repairing issues. If you created a report in step 2, the results are available in the selected folder. Because the Full Check feature is unable to distinguish between essential and nonessential content types, some issues it reports don’t affect readability. It’s a good idea to review all issues to determine which ones require correction. Accessibility Full Check options Create Accessibility Report Creates an HTML report of accessibility issues, which is opened in the navigation pane and saved in the location indicated by the Folder field. Include Repair Hints In Accessibility Report Adds suggestions for fixing accessibility problems to the HTML report or comments. Create Comments In Document Adds comments to the document that indicate accessibility problems. Delete all accessibility comments from the PDF after you repair the accessibility issues by choosing Document > Examine Document. Make sure that Annotations And Comments is selected, and then click Remove. Page Range The range of pages to check. Name The set of accessibility criteria to check. For the Section 508 and W3C guidelines, the options area includes a Browse button that links to the website for the respective guidelines. Select Adobe PDF to choose from options for the Adobe PDF accessibility standard: • Alternative Descriptions Are Provided Checks for tagged figures that are missing alternate text. • Text Language Is Specified Checks for paragraphs that don’t have a language specified for them. Setting the language for an entire document in the Document Properties dialog box corrects all errors related to this option. • Reliable Character Encoding Is Provided Checks for fonts that are inaccessible to screen readers and other assistive software. Fonts must contain enough information for Acrobat to correctly extract all the characters to text. If one or more fonts don’t allow for the correct extraction of all the characters, the PDF is inaccessible. • All Content Is Contained In The Document Structure Checks for page elements that have been overlooked during tagging. Adding these elements to the tag tree (if necessary) ensures that a screen reader can present the content to a user. • All Form Fields Have Descriptions Checks for form fields that are missing descriptions. • Tab Order Is Consistent With The Structure Order Checks whether tags properly reflect the document structure. • List And Table Structure Is Correct Checks whether tags that have been generated for lists and tables meet the requirements of tagged PDF. View Full Check results If you choose Create Accessibility Report in the Accessibility Full Check dialog box, you can specify a folder where you want the report to be saved. When the full check is complete, the accessibility report appears in the navigation pane and is also saved in the folder indicated. The name of the report file is the same as that of the source PDF, except that .pdf is replaced by PDF.html. 1 Choose Advanced > Accessibility > Open Accessibility Report. 2 Select the HTML file, and then click OK. The report appears in the navigation pane. Links in the accessibility report take you to the location of inaccessible elements in the document pane or to procedures that briefly explain how to fix accessibility problems. Note: If you want to reopen the accessibility report with the associated PDF, don’t move or rename either file after running the full check. The HTML file refers to the PDF file with a relative path. Last updated 9/30/2011 279 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Reading PDFs with reflow and accessibility features Setting accessibility preferences Acrobat provides several preferences that help make the reading of PDFs more accessible for visually impaired and motion-impaired users. These preferences control how PDFs appear on the screen and how they are read by a screen reader. Most preferences related to accessibility are available through the Accessibility Setup Assistant, which provides onscreen instructions for setting these preferences. Some preferences that affect accessibility aren’t available through the Accessibility Setup Assistant including preferences in the Reading, Forms, and Multimedia categories. You can set all preferences in the Preferences dialog box. The names shown for some preferences in the Accessibility Setup Assistant are different from the names for the same preferences shown in the Preferences dialog box. Acrobat Help uses the names shown in the Preferences dialog box. For more information about accessibility features, see www.adobe.com/accessibility. Set accessibility preferences with the Accessibility Setup Assistant 1 Start the Accessibility Setup Assistant by doing one of the following: • Choose Advanced > 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. The assistant presents only preferences that are appropriate for your assistive software and devices, according to the option that you choose. 3 Follow the on-screen instructions. If you click Cancel at any point, Acrobat uses default settings for the preferences set by the assistant (not recommended). Set accessibility preferences with the Preferences dialog box ❖ Set preferences as appropriate for your assistive software and devices in various panels of the Preferences dialog box. Accessibility preferences Accessibility preferences in Accessibility panel Replace Document Colors When this preference is selected, you can choose from a list of contrasting color combinations for text and background, or you can create your own. These settings correspond to the Use High Contrast Colors For Document Text option in the Accessibility Setup Assistant. Always Use Page Layout Style Corresponds to the Override Page Layout Style option in the Accessibility Setup Assistant. Always Use Zoom Setting Corresponds to the Override Document Zoom option in the Accessibility Setup Assistant. Use Document Structure For Tab Order When No Explicit Tab Order Is Specified Improves navigation of form fields and links in documents that don’t specify a tab order. Always Display The Keyboard Selection Cursor Select this option if you use a screen magnifier. This preference corresponds to the Always Display The Keyboard Selection Cursor option in the Accessibility Setup Assistant. Always Use The System Selection Color When selected, the default selection color (blue) is overridden with a color that the system specifies. Last updated 9/30/2011 280 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Always Show Portfolios In Platform Control When selected, shows PDF Portfolio components in a platform control arrangement, which is more accessible. Accessibility preferences in Documents panel Automatically Save Document Changes To Temporary File When deselected, this preference disables the auto-save action. Each time a PDF is saved, the screen reader or magnifier must reload the document. This preference corresponds to the Disable Document Auto-Save option in the Accessibility Setup Assistant. Accessibility preferences in Forms panel Fields Highlight Color and Required Fields Highlight Color These preferences specify what colors will be used to highlight fillable form fields. They correspond to the Field Highlight Color and Required Field Highlight Color options in the Accessibility Setup Assistant. Auto-Complete Enables Acrobat to automatically offer to complete some entries in form fields so that filling form fields requires fewer keystrokes. This preference doesn’t correspond to an option in the Accessibility Setup Assistant. Accessibility preferences in Internet panel Display PDF In Browser Causes PDFs linked to from web pages to open in the web browser instead of a separate Acrobat window. Deselect this preference for greater control when navigating a document in a screen reader. This preference corresponds to the Display PDF Documents In The Web Browser option in the Accessibility Setup Assistant. 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. Accessibility preferences in Page Display panel Zoom Sets the on-screen magnification of documents and allows low-vision readers to read reflowed PDFs more easily. This preference corresponds to the Override Document Zoom option in the Accessibility Setup Assistant. Smooth Text Controls anti-aliasing of text. To disable smoothing of text and make text sharper and easier to read with a screen magnifier, choose None. This preference corresponds to the Disable Text Smoothing option in the Accessibility Setup Assistant. Accessibility preferences in Reading panel Reading Order Specifies the reading order of documents. The reading order preferences also appear in the Accessibility Setup Assistant. • Infer Reading Order From Document (Recommended) Interprets the reading order of untagged documents by using an advanced method of structure-inference layout analysis. • Left-To-Right, Top-To-Bottom Reading Order Delivers the text according to its placement on the page, reading from left to right and then top to bottom. This method is faster than Infer Reading Order From Document. This method analyzes text only; form fields are ignored and tables aren’t recognized as such. Last updated 9/30/2011 281 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow • Use Reading Order In Raw Print Stream Delivers text in the order in which it was recorded in the print stream. This method is faster than Infer Reading Order From Document. This method analyzes text only; form fields are ignored and tables aren’t recognized as such. Override The Reading Order In Tagged Documents Uses the reading order specified in the Reading preferences instead of that specified by the tag structure of the document. Use this preference only when you encounter problems in poorly tagged PDFs. This preference corresponds to the Override The Reading Order In Tagged Documents option in the Accessibility Setup Assistant. Page Vs Document This preference determines how much of a document is delivered to a screen reader at a time. If a PDF isn’t tagged, Acrobat may analyze the document and attempt to infer its structure and reading order, which can take a long time for a long document. You may want to set Acrobat to deliver only the currently visible page so that it analyzes only a small piece of the document at a time. This consideration will vary depending on the size and complexity of the document and on the features of the screen reader. When Acrobat delivers information to a screen reader, screen magnifier, or other assistive software, it loads information into a memory buffer that is directly available to the assistive software. The amount of information that is delivered to the memory buffer can affect how long Acrobat takes to perform tasks, such as opening the document, advancing to the next page, changing views, and carrying out commands. • Only Read The Currently Visible Pages This option is usually best when you use a screen magnifier. It improves performance by eliminating the need for the software to process parts of the document that aren’t visible. When Acrobat sends only the currently visible pages of a PDF to the memory buffer, the assistive technology has access to those pages only. It cannot go to another page until the next page is visible and Acrobat has sent the page information to the memory buffer. Therefore, if this option is selected, you must use the navigation features of Acrobat, not those of the assistive technology, to navigate from page to page in the document. You should also set the Default Page Layout option in preferences to Single Page if you choose to have Acrobat send only the currently visible pages to the assistive 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. If you use a page display setting other than Single Page, such as Continuous, and then you display the next page, the technology may not correctly track which portion of a previous page it has already read aloud. For instructions on setting the default page layout to Single Page, see “Preferences for viewing PDFs” on page 37. This option corresponds to the Only Read The Currently Visible Pages option in the Accessibility Setup Assistant. • Read The Entire Document This option can be best if you use a screen reader that has its own navigation and search tools and that is more familiar to you than the tools in Acrobat. This option corresponds to the Read The Entire Document At Once option in the Accessibility Setup Assistant. • For Large Documents, Only Read The Currently Visible Pages This option is selected by default and is usually best if you use a screen reader with long or complex PDFs. It allows Acrobat to deliver an entire small document but revert to page-by-page delivery for large documents. This preference corresponds to the For Large Documents, Only Read The Currently Visible Pages option in the Accessibility Setup Assistant. Confirm Before Tagging Documents When selected, lets the user confirm the options that will be used before Acrobat prepares an untagged document for reading. Tagging can be a time-consuming procedure, especially for larger documents. This preference corresponds to the Confirm Before Tagging Documents option in the Accessibility Setup Assistant. Read Out Loud Options Set preferences in this section to control volume, speed, and pitch of the voice used for Read Out Loud. You can choose to use the default voice or any of the voices provided by your operating system. You can also use the up and down arrows to read blocks of text. These preferences do not have corresponding options in the Accessibility Setup Assistant. Last updated 9/30/2011 282 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Navigate and control the application with the keyboard You can navigate by using the keyboard instead of the mouse. Several keyboard access features are available in Mac OS; see the documentation for your operating system for details. In Windows, some of the keyboard shortcuts used to navigate in Acrobat differ from the keyboard shortcuts used in other Windows applications. When you open Acrobat within a web browser, keyboard commands are mapped to the web browser first. Consequently, some keyboard shortcuts are not available in Acrobat or are available only after you shift the focus to the PDF. For information about accessibility features, see www.adobe.com/accessibility. More Help topics “Keys for navigating a PDF” on page 519 “Keys for selecting tools” on page 518 “Keys for working with comments” on page 518 “Keys for general navigating” on page 520 “Keys for working with navigation panels” on page 520 “Keys for navigating the Help window” on page 521 “Keys for accessibility” on page 522 Enable single-key accelerators You can select some tools and perform some actions with single-key accelerators. Most keyboard shortcuts in Acrobat don’t require that you enable single-key accelerators. ❖ In the Preferences dialog box under Categories, select General, and then select Use Single-Key Accelerators To Access Tools. Note: Some screen readers do not work with Acrobat single-key accelerators. Scroll automatically The automatic scrolling feature makes it easier to scan through long PDFs, especially reflowed documents. You can scroll through pages without using keystrokes or mouse actions. 1 Choose View > Automatically Scroll. 2 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. To stop automatic scrolling, press Esc or choose View > Automatically Scroll again. Last updated 9/30/2011 283 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Save as accessible text for a braille printer Note: This document uses the term “braille printer” to refer to any device that is used to convert accessible text to a form that can be used by a person with blindness or low vision. You can save a PDF as accessible text to print on a braille printer. Accessible text can be imported and printed out as formatted grade 1 or 2 braille documents by using a braille translation application. See the documentation included with the braille translator for more information. A text version of a PDF contains no images or multimedia objects, although the text version of an accessible PDF contains alternate text descriptions for such objects if they have been provided. 1 Choose File > Save As. 2 Choose Text (Accessible) from the Save As Type (Windows) or Format (Mac OS) menu. In Acrobat, if you are saving the file for further braille processing, you can also choose .doc or .rtf. Reflow a PDF You can reflow a PDF to temporarily present it as a single column that is the width of the document pane. This reflow view can make the document easier to read on a mobile device or magnified on a standard monitor, without scrolling horizontally to read the text. You cannot save, edit, or print a document while it is in Reflow view. In most cases, only readable text appears in the reflow view. Text that doesn’t reflow includes forms, comments, digital signature fields, and page artifacts, such as page numbers, headers, and footers. Pages that contain both readable text and form or digital signature fields don’t reflow. Vertical text reflows horizontally. Acrobat temporarily tags an untagged document before reflowing it. As an author, you can optimize your PDFs for reflow by tagging them yourself. Tagging ensures that text blocks reflow and that content follows the appropriate sequences, so readers can follow a story that spans different pages and columns without other stories interrupting the flow. To quickly check the reading order of a document, view it in Reflow view. If the tagged PDF doesn’t reflow the way you want, see if the content order or reading order of the PDF file contains inconsistencies. Also check the tagging process. You can use the Content tab or TouchUp Reading Order tool to resolve reflow problems. If the problem is that words don’t hyphenate the way you expect them to, you can insert special characters to resolve the problem. (See “Insert special characters” on page 333.) Headings and columns (left) reflow in a logical reading order (right). Last updated 9/30/2011 284 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Reflow a tagged PDF ❖ Choose View > Zoom > Reflow. If the Page Display setting is Two-Up before you choose Reflow view, the Page Display setting automatically becomes Single Page when the document is reflowed. If the Page Display setting is Two-Up Continuous before you choose Reflow view, the Page Display setting automatically becomes Continuous when the document is reflowed. Return to unreflowed view ❖ When in Reflow view, choose View > Zoom > Reflow. Reading a PDF with a screen reader Acrobat supports assistive software and devices—such as screen readers and screen magnifiers—that enable visually impaired users to interact with computer applications. When assistive software and devices are in use, Acrobat adds temporary tags to open PDFs to improve their readability. Use the Accessibility Setup Assistant to improve how Acrobat interacts with the types of assistive software and devices that you use. When using a screen reader, you can change your reading settings for the current document by choosing Advanced > Accessibility > Change Reading Options. See the documentation for your assistive software or device. Or, contact the vendor for more information about system requirements, compatibility requirements, and instructions for using this software or device with Acrobat. For more information about using screen readers, see www.adobe.com/accessibility/pdfs/accessing-pdf-sr.pdf. Read a PDF with Read Out Loud The Read Out Loud feature reads aloud the text in a PDF, including the text in comments and alternate text descriptions for images and fillable fields. In tagged PDFs, content is read in the order in which it appears in the document’s logical structure tree. In untagged documents, the reading order is inferred, unless a reading order has been specified in the Reading preferences. Read Out Loud uses the available voices installed on your system. If you have SAPI 4 or SAPI 5 voices installed from text-to-speech or language applications, you can choose them to read your PDFs. Note: Read Out Loud isn’t a screen reader, and some operating systems may not support it. Activate or deactivate Read Out Loud You must activate Read Out Loud before you can use it. You can deactivate Read Out Loud to free system resources and improve performance of other operations. ❖ Do one of the following: • Choose View > Read Out Loud > Activate Read Out Loud. • Choose View > Read Out Loud > Deactivate Read Out Loud. You can also use the Select Tool to locate text. Activate Read Out Loud, and then choose Tools > Select Tool. Use the up/down and left/right arrow keys to navigate through the document. You can hear where the Select Tool has been placed, such as a heading or paragraph. Read a PDF with Read Out Loud 1 Navigate to the page that you want to read. Last updated 9/30/2011 285 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow 2 Do one of the following: • Choose View > Read Out Loud > Read This Page Only. • Choose View > Read Out Loud > Read To End Of Document. Read PDF form fields out loud 1 In the Reading panel of the Preferences dialog box, select Read Form Fields in the Read Out Loud Options section. 2 In the PDF form, press Tab to select the first form field. 3 Make entries and selections as needed, and then press Tab to move to the next field, repeating this step until the form is completed. Acrobat reads the state of selected check boxes and radio buttons. Note: Read Out Loud does not echo your keystrokes. To hear what you have typed, use a screen reader. Interrupt reading out loud ❖ Do one of the following: • Choose View > Read Out Loud > Pause. • Choose View > Read Out Loud > Resume. • Choose View > Read Out Loud > Stop. About operating system accessibility tools Accessibility tools in Windows Windows 2000, XP, and Vista operating systems have built-in tools that provide increased or alternate access to information on the computer screen. Narrator is a light version of a screen reader. Magnifier is a screen magnification tool. For more information on the accessibility tools in the Windows 2000, XP, or Vista operating systems, see the Microsoft accessibility website. Accessibility tools in Mac OS Mac OS X has built-in tools that provide increased or alternate access to information on the computer screen. For more information on the accessibility tools in the Mac OS X operating system, see the Apple® Inc. accessibility website. Creating accessible PDFs Workflow for creating accessible PDFs At a high level, the process of creating accessible PDFs consists of a few basic stages: 1 Consider accessibility before you convert a document to PDF. 2 As needed, add fillable form fields and descriptions, and set the tab order. 3 Add other accessibility features to the PDF. 4 Tag the PDF. 5 Evaluate the PDF and repair tagging problems. Last updated 9/30/2011 286 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow These stages are presented in an order that suits most needs. However, you can perform tasks in a different order or iterate between some of the stages. In all cases, first examine the document, determine its intended purpose, and use that analysis to determine the workflow that you apply. For more information about creating accessible PDFs, see these online resources: • Guide to creating accessible PDFs, General Services Administration: www.section508.gov/docs/PDFGuidanceForGovernment.pdf • Acrobat plug-in for creating Section 508-compliant PDFs: www.commonlook.com/documents/english/cl_adobe_home.asp • Best practices: amp.ssbbartgroup.com Consider accessibility before you convert a document to PDF Whenever possible, think about accessibility when you create the source files in an authoring application, such as a word-processing or page-layout application. Typical tasks in the authoring application include adding alternate text to graphics, optimizing tables, and applying paragraph styles or other document-structure features that can be converted to tags. For more information, see “Creating a tagged PDF from an authoring application” on page 288. Note: If you intend to design PDF forms, use Adobe LiveCycle® Designer, which is dedicated to the design of interactive and static forms. LiveCycle Designer adds structure tags to forms, improving accessibility. Add fillable form fields and descriptions, and set the tab order If your PDF includes form fields, use Advanced > Accessibility > Run Form Field Recognition to detect form fields and make them interactive (fillable). Use the Forms tools to create fillable form fields, such as buttons, check boxes, pop-up menus, and text boxes. When you create a field, type a description in the Tooltip box in the Properties dialog box for that field. Screen readers read this text aloud to the user. For more information, see “Create form fields” on page 192. You can also use the TouchUp Reading Order tool to add descriptions to form fields. For information on setting the tab order to use document structure, see “Set form field navigation” on page 199. Add other accessibility features to the PDF This stage includes setting the document language, making sure that security settings don’t interfere with screen readers, creating accessible links, and adding bookmarks. For more information, see “Set the document language” on page 299, “Prevent security settings from interfering with screen readers” on page 299, “Add accessible links” on page 298, and “About bookmarks” on page 309. Tag the PDF Improve the accessibility of PDFs by adding tags in Acrobat. If a PDF doesn’t contain tags, Acrobat attempts to tag it automatically when users read or reflow it, and the results may be disappointing. With a tagged PDF, the logical structure tree sends the contents to a screen reader or other assistive software or hardware in an appropriate order. For best results, tag a document when converting it to PDF from an authoring application. Examples of these applications include Adobe FrameMaker®, Adobe InDesign®, Microsoft Word, or OpenOffice Writer. If you do not have access to an authoring application that can generate a tagged PDF, you can tag a PDF any time by using Acrobat. Last updated 9/30/2011 287 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Tagging during conversion to PDF requires an authoring application that supports tagging in PDF. Tagging during conversion enables the authoring application to draw from the paragraph styles or other structural information of the source document to produce a logical structure tree. The logical structure tree reflects an accurate reading order and appropriate levels of tags. This tagging can more readily interpret the structure of complex layouts, such as embedded sidebars, closely spaced columns, irregular text alignment, and tables. Tagging during conversion can also properly tag the links, cross-references, bookmarks, and alternate text (when available) that are in the file. To tag a PDF in Acrobat, use the Add Tags To Document command. This command works on any untagged PDF, such as one created with Adobe PDF Printer. Acrobat analyzes the content of the PDF to interpret the individual page elements, their hierarchical structure, and the intended reading order of each page. Then, it builds a tag tree that reflects that information. It also creates tags for any links, cross-references, and bookmarks that you added to the document in Acrobat. The Add Tags To Document command adequately tags most standard layouts. However, it cannot always correctly interpret the structure and reading order of complex page elements. These elements include closely spaced columns, irregular text alignment, nonfillable form fields, and tables that don’t have borders. Tagging these pages by using the Add Tags To Document command can result in improperly combined elements or out-of-sequence tags. These issues cause reading order problems in the PDF. For more information, see “Add tags to an existing PDF” on page 290. Evaluate the PDF and repair tagging problems Once you have a tagged PDF, evaluate the document for reading order problems, tagging errors, and accessibility errors, and then repair them as needed. 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. Similarly, this command may erroneously tag graphical characters within text—such as drop caps—as figures instead of including them in the tag that represents the text block. Such errors can clutter the tag tree and complicate the reading order that assistive technology relies on. If you tag a document from within Acrobat, the application generates an error report after it completes the tagging process. Use this report as a guide to repair tagging problems. You can identify other tagging, reading order, and accessibility problems for any PDF by using the Full Check tool or the TouchUp Reading Order tool. For more information, see “Check accessibility with Full Check” on page 277 and “Check and correct reading order” on page 293. Create a tagged PDF from a web page A PDF that you create from a web page is only as accessible as the HTML source that it is based on. For example, if the web page relies on tables for its layout design, the HTML code for the table may not flow in the same logical reading order as a tagged PDF would require, even though the HTML code is sufficiently structured to display all the elements correctly in a browser. Depending on the complexity of the web page, you can do extensive repairs by using the TouchUp Reading Order tool or editing the tag tree in Acrobat. Last updated 9/30/2011 288 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow To produce the most accessible PDFs from web pages you create, first establish a logical reading order in their HTML code. For best results, employ the Web Content Accessibility Guidelines that are published by the World Wide Web Consortium (W3C). For more information, see the guidelines on the W3C website. 1 Do one of the following: • In Acrobat, choose File > Create PDF > From Web Page, enter the web page address, and then click Settings. • In Microsoft Internet Explorer, in the Adobe PDF toolbar, click the down arrow on the Convert button and choose Preferences. 2 In the General tab, select Create PDF Tags, and then click OK. 3 Specify any other options as appropriate, and then click Create. Creating a tagged PDF from an authoring application In most cases, you create tagged PDFs from within an authoring application, such as Adobe FrameMaker®, Adobe InDesign, or Microsoft Word. Creating tags in the authoring application generally provides better results than adding tags in Acrobat. PDFMaker provides conversion settings that let you create tagged PDFs in Microsoft Excel, PowerPoint, and Word. For more information about creating accessible PDFs, see www.adobe.com/accessibility. For more information, see the documentation for your authoring application. About tags in combined PDFs You can combine multiple files from different applications in one operation to create a single PDF. For example, you can combine word-processing files with slide presentations, spreadsheets, and web pages. Choose File > Create PDF > Merge Files Into A Single PDF. During conversion, Acrobat opens each authoring application, creates a tagged PDF, and assembles these PDFs into a single tagged PDF. 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 or Acrobat Pro Extended 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. Some users—such as those using screen readers—will be unaware of the pages that don’t have tags. If you start with a mix of tagged and untagged PDFs, tag the untagged files before proceeding. If the PDFs are all untagged, add tags to the combined PDF after you finish inserting, replacing, and deleting pages. When you insert, replace, or delete pages, Acrobat accepts existing tags into the tag tree of the consolidated PDF in the following manner: • When you insert pages into a PDF, Acrobat adds the tags (if any) for the new pages to the end of the tag tree. This order occurs even if you insert the new pages at the beginning or the middle of the document. • When you replace pages in a PDF, Acrobat adds the tags (if any) from the incoming pages to the end of the tag tree. This order occurs even if you replace pages at the beginning or the middle of the document. Acrobat retains the tags (if any) for the replaced pages. • When you delete pages from a PDF, Acrobat retains the tags (if any) of the deleted pages. Last updated 9/30/2011 289 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Pages whose tags are out of order in the logical structure tree can cause problems for screen readers. Screen readers read tags in sequence down the tree, and possibly do not reach the tags for an inserted page until the end of the tree. To fix this problem, use Acrobat Pro or Acrobat Pro Extended to rearrange the tag tree. Place large groups of tags in the same reading order as the pages themselves. To avoid this step, plan on inserting pages to the end of a PDF, building the document from front to back in sequence. For example, if you create a title page PDF separately from the content, add the content PDF to the title page PDF, even though the content document is larger. This approach places the tags for the content after the tags for the title page. The tags won’t need to be rearranged later in Acrobat Pro or Acrobat Pro Extended. The tags that remain from a deleted or replaced page don’t connect to any content in the document. Essentially, they are large pieces of empty tag tree sections. These unneeded tags increase the file size of the document, slow down screen readers, and can make screen readers present confusing results. For best results, make tagging the last step in the conversion process. Use Acrobat Pro or Acrobat Pro Extended to delete the tags of deleted pages from the tag tree. For more information, see “Create merged PDFs” on page 122. About tools for creating accessible PDF forms Adobe offers several tools for the creation of accessible PDF forms: Acrobat Pro, Acrobat Pro Extended, Acrobat Standard Use one of these applications to open untagged or tagged PDF forms (except PDF forms that are created from LiveCycle Designer) to add fillable form fields, such as text boxes, check boxes, and buttons. Then use the application’s other tools to make the form accessible. Add descriptions to form fields, tag untagged forms, set the set tab order, manipulate tags, and perform the other PDF accessibility tasks. LiveCycle Designer (Available in Acrobat Pro and Acrobat Pro Extended) Use this product to design and build new forms or to import untagged PDF forms and make their form fields fillable and accessible. You can deploy forms in tagged PDF, XML, and other formats from LiveCycle Designer. Once you create or edit an Acrobat form in LiveCycle Designer, it becomes a LiveCycle Designer file. It is no longer a PDF that you can edit or manipulate in Acrobat. Both Acrobat and Reader can open and read PDF forms that you create from LiveCycle Designer. These PDF forms, however, don’t include permissions to modify the file. Therefore, use LiveCycle Designer only for PDFs that are intended to contain only form-based information. Don’t use it to add form fields to a document that combines pages of narrative with an occasional page that has form fields. In this case, use Acrobat Pro or Acrobat Pro Extended to add the form fields. Then complete the accessibility tasks for the rest of the document content. 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 or Acrobat Pro Extended 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. In a complex form, for example, the text labels for all the fields can run together into a single line. Screen readers can’t interpret these fields as individual labels. Such reading order problems can require time-consuming work in Acrobat Pro or Acrobat Pro Extended to split the labels apart. In this case, producing an untagged PDF form from the authoring application is sometimes the better course. You can then use the Forms tools in Acrobat Pro or Acrobat Pro Extended to add fillable form fields before you tag the entire document. Some forms are straightforward enough that you can produce a tagged PDF from the authoring application. Then perform light touchup in Acrobat Pro or Acrobat Pro Extended after you add the fillable form fields. Workflow for creating accessible PDF forms Using Acrobat, you can open untagged and tagged PDF forms, add fillable form fields, add field descriptions and alternate text, set the tab order, and tag the forms (if they aren’t already tagged). You can also edit the tags of any tagged PDF form by using the TouchUp Reading Order tool or the tag tree. Last updated 9/30/2011 290 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow 1. Design the form for accessibility. Forms tend to have relatively complex layouts compared to documents that have a simple, single-column structure. The success that an application has in analyzing and tagging a form depends largely on the original formatting and layout of a document, and the types of fields that it uses. When you design a form, include headings, instructions, and fields in which users are to enter data. At a minimum, give each field a label. Also add special instructions for fields that need them. Use graphics tools to draw lines and boxes—don’t use characters, such as underscores and vertical bars, because these text characters can confuse screen readers. Adding descriptions to form fields enables screen readers to identify the fields to users. Users hear the description read aloud when they tab to the field. Write descriptions that are terse but complete. For example, the description “First name” is appropriate for a first-name field. Don’t use instructions (such as “Enter first name”) as a description. 2. Set and test the tab order of a form. The tab order for form fields enables people with disabilities to use a keyboard to move from field to field in a logical order. In PDF forms, set the tab order to Use Document Structure. You can test the tab order of a form by using the following keyboard commands: • Tab to move focus to the next field • Shift+Tab to move focus to the previous field • Spacebar to select options • Arrow keys to select options or list items 3. Tag the PDF form and correct tagging issues. If the PDF form is already tagged, use the TouchUp Reading Order tool in Acrobat to tag each form field. This tool also enables you to fix any reading order problems of the text labels for the form fields. For example, you may need to split merged lines of fields into individual fields. More Help topics “Set form field navigation” on page 199 “Edit tags with the TouchUp Reading Order tool” on page 294 Making existing PDFs accessible Add tags to an existing PDF Creating a tagged document directly from an authoring application is the best way to make PDFs accessible. However, if a PDF was created without tags, you can add them using Add Tags To Document. 1 Open the PDF. 2 Choose Advanced > Accessibility > Add Tags To Document. After the process is complete, the PDF is tagged and—if any potential problems were encountered—the Add Tags Report appears in the navigation pane. Note: The Add Tags To Document command removes any tags that were in the document before the command was run. Last updated 9/30/2011 291 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow About the Add Tags Report If Acrobat encounters potential problems while running the Add Tags To Document command, the Add Tags Report opens in the navigation pane. The report lists potential problems by page, provides a navigational link to each problem, and offers suggestions for fixing them. You should assess the context of an error before following a particular suggestion for fixing it. For example, the report might state that an element that has been tagged as a figure requires alternate text to make it accessible. When you examine the figure in its context on the page, you may decide that the figure is a background design element, not an illustration that conveys valuable meaning to the user. In the case of a nonessential image, you would change the Figure tag to a Background tag; in the case of an image intended to convey meaning to the reader, you would add the missing alternate text. Note: The Add Tags Report highlights tagging-related problems only, and it is a temporary file that you cannot save. You can assess other tagging, reading order, and accessibility problems by using Full Check. More Help topics “Check accessibility with Full Check” on page 277 TouchUp Reading Order tool overview The TouchUp Reading Order tool provides the easiest and quickest way to fix reading order and basic tagging problems. When you select the TouchUp Reading Order tool, a dialog box opens that lets you see overlay highlights that show the order of page content. Each highlighted region is numbered and highlighted with gray or colored blocks; the number indicates the region’s placement in the page’s reading order. After you check the reading order of the page, you can correct other, more subtle tagging issues as needed. The TouchUp Reading Order tool is intended for repairing PDFs that were tagged using Acrobat, not for repairing PDFs that were tagged during conversion from an authoring application. Whenever possible, you should return to the source file and add accessibility features in the authoring application. Repairing the original file ensures that you don’t have to repeatedly touch up future iterations of the PDF in Acrobat. You use the TouchUp Reading Order tool to perform the following accessibility tasks: • Visually check, and then repair, the reading order of page content • Tag fillable form fields and their labels • Add alternate text to figures and descriptions to form fields • Fix the tagging of simple tables, and prepare complex tables for more advanced manipulation in the logical structure tree • Remove nonessential content, such as ornamental page borders, from the logical structure tree To perform more advanced reading order and tagging tasks—such as fixing complex tables, removing obsolete tags after you delete pages, and adding alternate text to links—you need to use the Tags tab, which contains an alternate set of tools and features for manipulating PDF tags. For more information, see “Edit tags with the Tags tab” on page 301. Select the TouchUp Reading Order tool • Do one of the following: • Choose Advanced > Accessibility > TouchUp Reading Order. • Choose Tools > Advanced Editing > TouchUp Reading Order Tool. • Click the TouchUp Reading Order Tool in the Advanced Editing toolbar. Last updated 9/30/2011 292 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Tips for using the TouchUp Reading Order tool • Save the document (or a copy of it) before you use the TouchUp Reading Order tool. You can’t use Undo to reverse changes made with this tool, so reverting to a saved document is the only way to undo such a change. • Choose View > Page Display > Single Page, when using the TouchUp Reading Order tool. When you click the Clear Page Structure button, Acrobat clears tags from all visible pages—even pages that are only partially visible. For additional tips on working with reading order, see Donna Baker’s Setting Reading Order in a PDF Document. TouchUp Reading Order options You can select TouchUp Reading Order options from the dialog box, from the pop-up menu that appears when you right-click a highlighted region, or from the Options menu in the Order tab. The TouchUp Reading Order tool includes the following options: Text Tags the selection as text. Figure Tags the selection as a figure. Text contained within a figure tag is defined as part of the image and is not read by screen readers. Form Field Tags the selection as a form field. Figure/Caption Tags a selected figure and caption as a single tag. Any text contained in the tag is defined as a caption. Useful for tagging photos and captions and preventing caption text from being incorrectly added to adjacent text blocks. Figures may require alternate text. Heading 1, Heading 2, Heading 3 Tags the selection as a first, second, or third level heading tag. You can convert heading tags to bookmarks to help users navigate the document. Table Tags the selection as a table after the selection is analyzed to determine the location of headings, columns, and rows. Cell Tags the selection as a table or header cell. Use this option to merge cells that are incorrectly split. Formula Tags the selection as a formula. Because speech software may handle formula tags differently from normal text, you may want to add a description using alternate text. Background Tags the selection as a background element, or artifact, removing the item from the tag tree so that it doesn’t appear in the reflowed document and isn’t read by screen readers. Table Editor Automatically analyzes the selected table into cells and applies the appropriate tags. The table must be tagged as a table before you can use the Table Editor command on it. Show Page Content Order Shows content elements as highlighted areas that contain numbers to indicate the reading order. Specify the highlight color by clicking the color swatch. Show Table Cells Highlights the content of individual table cells. Specify the highlight color by clicking the color swatch. 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. Use this option to start over and create a new structure if the existing structure contains too many problems. Show Order Panel Opens the Order tab to allow you to reorder highlighted content. Edit Alternate Text Available in the menu that appears when you right-click a highlighted figure. Allows the user to add or edit a text description about the figure properties that is read by a screen reader or other assistive technology. Edit Form Field Text Available in the menu that appears when you right-click a form field. Allows the user to add or edit a form field text description that is read by a screen reader or other assistive technology. Last updated 9/30/2011 293 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Edit Table Summary Available in the menu that appears when you right-click a highlighted table. Allows the user to add or edit a text description about the table properties that is read by a screen reader or other assistive technology. Check and correct reading order You can quickly check the reading order of tagged PDFs by using the TouchUp Reading Order tool. You can also use this tool to add alternate text to images and correct many types of tagging problems that are outlined in the report that Acrobat generates when you add tags to a PDF. Reading-order problems are readily apparent when you use the TouchUp Reading Order tool. Each section of contiguous page content appears as a separate highlighted region and is numbered according to its placement in the reading order. Within each region, text is ordered left to right and top to bottom. (You can change this order in the TouchUp preferences.) If a single highlighted region contains two columns of text or text that won’t flow normally, divide the region into parts that can be reordered. Because highlighted regions are rectangular, they may overlap somewhat, especially if their page content is irregularly shaped. Unless page content overlaps or is contained within two highlighted regions, no reading order problem is indicated. Page content should belong to no more than one highlighted region. You can change the reading order of the highlighted regions by moving an item in the Order tab or by dragging it on the page in the document pane. By reordering highlighted regions on the page, you can make a figure and caption read at the specific point that they are referenced in the text. By changing the order of a highlighted region, you effectively change the reading order of that item without changing the actual appearance of the PDF. Check reading order with the TouchUp Reading Order tool 1 Select the TouchUp Reading Order tool. 2 In the TouchUp Reading Order dialog box, select Show Page Content Order. Note: If highlighted regions don’t appear in the document pane, the document doesn’t contain tags. 3 Optionally, do any of the following: • To specify a highlight color, click the color swatch, and then click the color you want. • To highlight tables and figures, and to view alternate text for figures, select Show Tables And Figures. 4 Check the reading order of text within each highlighted region. Zooming in can make this step easier. 5 Check the numbered order of all highlighted regions. If consecutive, numbered regions don’t follow one another, reorder them in the Order tab. 6 Click Show Order Panel, and then select each content entry (in square brackets [ ]) in the Order tab 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 tab 1 Select the TouchUp Reading Order tool. 2 In the TouchUp Reading Order dialog box, click Show Order Panel. 3 In the Order tab, navigate to view a list of highlighted regions that appear in the document pane. 4 In the Order tab, drag the tag for a highlighted region to the location you want. As you drag, a line appears to show potential locations. After you drag an item to a new location, the highlighted regions are renumbered to show the new reading order. You can select and move multiple, adjacent regions. Last updated 9/30/2011 294 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Change the reading order by dragging on the page 1 Select the TouchUp Reading Order tool. 2 In the TouchUp Reading Order dialog box, select Show Page Content Order. 3 In the document pane, place the pointer over the number for the highlighted region you want to move, and drag it to where you want it to be read. The text-insertion pointer shows target locations within the text. When you release the highlighted region, the location of the text-insertion pointer becomes the dividing line as the underlying highlighted region is split into two new highlighted regions. All highlighted regions are renumbered to show the new reading order. Edit tags with the TouchUp Reading Order tool You can use the TouchUp Reading Order tool to create tags in untagged PDFs or to add new tags to an existing structure. However, this manual tagging doesn’t provide the same level of detail to the tagging structure as the Add Tags To Document command, such as paragraphs, bulleted and numbered lists, line breaks, and hyphens. Before you clear the existing structure, make sure that manual tagging is your only recourse. Tag a region 1 Using the TouchUp Reading Order tool, drag within the document pane to select a region of the page that contains one type of content (for example, a text block). 2 Do one of the following: • To add more page content to the current selection, Shift-drag. • To remove page content from the current selection, Ctrl-drag. 3 Click the appropriate button in the TouchUp Reading Order dialog box to specify the tag type. Change the tag for a region If Acrobat tags a page element incorrectly, you can change the tag type for the highlighted region. 1 Select the TouchUp Reading Order tool. 2 In the TouchUp Reading Order dialog box, select Show Page Content Order. 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 TouchUp 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. Highlighted regions may also contain adjacent page content that is unrelated or that requires a different tag type. Page content may become orphaned from related elements, particularly if the content doesn’t fit within a rectangular shape. Use the TouchUp Reading Order tool to add or remove content from a region, or to split a region to reorder the content. 1 Select the TouchUp Reading Order tool. 2 In the TouchUp Reading Order dialog box, select Show Page Content Order. 3 In the document pane, select a highlighted region. Last updated 9/30/2011 295 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow 4 Do one of the following: • To add content to the current selection, Shift-click the content you want to add. The pointer changes to include a plus sign (+). • To remove content from the current selection, Ctrl-click the content you want to remove. The pointer changes to include a minus sign (-). 5 Click the button for the tag type that you want for the highlighted region. Split a region into two regions 1 Select the TouchUp Reading Order tool. 2 In the TouchUp Reading Order dialog box, select Show Page Content Order. 3 In the document pane, drag to select a small portion of content near the boundary of the first region that you want to create. 4 Click the Background button in the dialog box. The highlighted region splits into two regions, numbered from right to left. 5 To correct the reading order, click Show Order Panel, and drag the new highlighted region to the correct location in the Order tab. 6 Drag to select the first content region you created, including the Background, and then set the tag by clicking a button in the TouchUp Reading Order dialog box. Apply a heading tag To help readers navigate a document and find the information they need, make sure that headings are tagged with the appropriate level to indicate their hierarchy in the content. 1 Select the TouchUp Reading Order tool, and then select the heading text in the PDF. 2 In the TouchUp Reading Order dialog box, click the button corresponding to the appropriate heading tag (for example, Heading 1, Heading 2). After applying heading tags, you can convert the headings to bookmarks to improve navigation. For more information, see “Add tagged bookmarks” on page 313. 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. You can remove artifacts and irrelevant page elements from the tag structure by redefining them with the Background tag or by deleting their tags. If a tagged image in the document doesn’t contain useful or illustrative information for the user, you can remove the element from the tagging structure so that it isn’t read out loud or reflowed. 1 Select the TouchUp Reading Order tool. 2 In the TouchUp Reading Order dialog box, select Show Page Content Order and Show Tables And Figures. 3 Remove the page element by doing one of the following: • In the document pane, select the page element, and then click Background in the dialog box. • In the Order tab, select the page element, and then press Delete. Last updated 9/30/2011 296 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Edit tags for figures and tables You can use the TouchUp Reading Order tool to add and edit tags and alternate text for figures and tables. Apply a figure tag You can select an element and define it as a figure by using the TouchUp Reading Order tool. Once you define it as a figure, you can add alternate text to describe the figure. 1 Using the TouchUp Reading Order tool, select the figure. 2 In the TouchUp Reading Order dialog box, click Figure. 3 In the document pane, right-click the region and choose Edit Alternate Text. 4 Enter alternate text, and click OK. Check and correct figure tags You can use the TouchUp Reading Order tool to identify and correct tagging results for figures. Determine whether figures include or require alternate text in order to be read correctly with assistive technologies. Ideally, figure tags should identify image content that is meaningful to the document as a whole, such as graphs or illustrative photographs. If background elements that shouldn’t be read are tagged as figures, redefine them as background. 1 Select the TouchUp Reading Order tool, and then click Show Tables And Figures in the dialog box. 2 Do any of the following: • If a figure isn’t tagged as a figure, select the content region you want, and then click Figure or Figure/Caption in the dialog box. • To remove text that was incorrectly combined with a figure, drag to select the text, and click the Text button in the dialog box. • To include a caption that is grouped with the figure, select the figure and caption, and click the Figure/Caption button in the dialog box. 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 TouchUp Reading Order tool. 2 Select Show Tables And Figures in the dialog box. 3 Right-click the figure, and choose Edit Alternate Text from the pop-up menu. 4 In the Edit Alternate Text dialog box, type a new (or edit an existing) description for the figure, and then click OK. Edit table tags and tag unrecognized tables Tables pose a special challenge for screen readers because they present textual or numerical data to be easily referenced visually. Content within table cells can be complex and might contain lists, paragraphs, form fields, or another table. Last updated 9/30/2011 297 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow For best results when tagging tables, use the application that you created the document with to add tags when you create the PDF. If a PDF isn’t tagged, you can add tags by using the Add Tags To Document command. Most tables are properly recognized using this command; however, the command may not recognize a table that lacks clear borders, headings, columns, and rows. Use the TouchUp Reading Order tool to determine if the table has been properly recognized and to correct recognition problems. To add specialized formatting to tables and table cells, use the Tags tab. You can use the Table Editor to automatically analyze a table into its components and apply the appropriate tags, but you may still need to check and correct some of these tags manually. By viewing table tags, you can determine whether columns, rows, and cells have been correctly identified. Tables that lack well-defined borders and rules are often tagged incorrectly or contain adjacent page elements. You can correct poorly tagged tables by selecting and redefining them; you can split combined cells by creating a tag for each cell. To correct complex tagging problems for tables, you often must use the Tags tab. 1 Select the TouchUp Reading Order tool, and then click Show Tables And Figures. 2 If the table isn’t clearly labeled in the document pane, drag to select the entire table, and then click Table in the dialog box. 3 Click Show Table Cells to make sure that all cells in the table are defined as individual elements. 4 If cells don’t appear as separate elements, do one of the following: • If one or more cells are merged, use the TouchUp Reading Order tool to select the area within a single cell, and then click Cell in the dialog box. Repeat for each merged cell. • If cells aren’t highlighted, the table might not use standard table formatting. Re-create the table in the authoring application. 5 If the table contains cells that are intended to span across two or more columns, set ColSpan and RowSpan attributes for these rows in the tag structure. Remove or replace document structure tags If adding tags to a PDF in Adobe Acrobat results in a tagging structure that is overly complicated or too problematic to fix, you can use the TouchUp Reading Order tool to remove or replace the current structure. If the document contains mostly text, you can select a page and then remove headings, tables, and other elements to create a cleaner, simpler tagging structure. Acrobat can retag an already tagged document after you first remove all existing tags from the tree. Remove all tags from a PDF 1 Open the Tags tab (View > Navigation Panels > Tags) and select the root (topmost) tag, Tags. 2 In the Tags tab, choose Options > Delete tag. Note: The Clear Page Structure command in the TouchUp 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. If the page contains multiple columns, each column must be selected and tagged individually. 1 Select the TouchUp Reading Order tool. 2 In the document pane, drag to select the entire page. The selection includes both text and nontext elements. Last updated 9/30/2011 298 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow 3 Ctrl-drag around nontext page elements—such as figures and captions—to deselect them, until only text is selected on the page. Click Text in the TouchUp Reading Order dialog box. 4 In the document pane, select a nontext page element, such as a figure and caption, and click the appropriate button in the dialog box to tag it. Repeat until all page content is tagged. Make Adobe PDF forms accessible You can make form fields accessible to vision- and motion-challenged users by adding tags to the PDF and by properly structuring it. In addition, you can use the tool tip form field property to provide the user with information about the field or to provide instructions. For example, using the tool tip property value, the screen reader could say “Your name.” Without the tool tip property, a screen reader simply names the type of form field. 1 If necessary, choose Forms > Add or Edit Fields, and make sure that the Select Object tool is selected. 2 Double-click a selected form field to open the Properties window. 3 In the General tab, type a description into the tool tip box. Note: If you use Designer ES for creating your form, you must run the screen reader before opening the form in Acrobat in order to display accessibility tags with a flowable layout in Acrobat. More Help topics “Accessibility features” on page 273 “Create forms using Acrobat” on page 190 Add accessible links With thoughtfully provided links, users can quickly move from one part of a document to another, to related information in a different document, or to a website that is relevant to the content. For URLs to be accessible to screen readers, you must convert them to active links and make sure that they are correctly tagged in the PDF. Note: If you tagged the Adobe PDF during conversion from an authoring application, the links and URLs in the document are probably already active and included in the tag tree so that they are accessible to screen readers. You probably don’t have to do this task unless you want to add more links. Acrobat provides several ways to create active links for text, objects, and URLs in a PDF. However, the methods differ in how they affect the tag tree. The best way to create accessible links is with the Create Link command. Unlike the other methods for creating links in a tagged PDF (by using the Links tool or the Create From URLs In Document command), the Create Link command adds all three tags that screen readers require in order to recognize a link. The other methods create only one of the three tags, meaning that you must manually edit the tag tree to add the remaining two tags for each link and place these tags in the proper reading order in the tree. Although you must activate links one by one, using the Create Link command provides the fastest results and the least amount of followup work to make the links accessible to screen readers. The last thing to do is optional editing of the tag tree to add alternate text to the new links. Creating links with Acrobat Standard doesn’t generate any tags for the links. Do the following to make links active and add them to the tag tree: 1 Select the text or object for which you want to create a link. 2 Right-click the selection, and choose Create Link from the context menu. Last updated 9/30/2011 299 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow 3 In the Create Link dialog box, select the appropriate options, and then follow the on-screen instructions to specify a URL, page view, or file as the link target. By default, the selected text for each link becomes the link text. After you add all the links, you can edit the tag tree to add alternate text to the links, further improving the accessibility of the PDF. Set the document language Setting the document language in a PDF enables some screen readers to switch to the appropriate language. You can set the document language for an entire document with Acrobat Pro, Acrobat Pro Extended, or Acrobat Standard. You can set the document language for specific portions of a multilanguage document with Acrobat Pro or Acrobat Pro Extended. • To set the language for an entire document, choose File > Properties. Then select a language from the Language menu in the Reading Options area of the Advanced tab. • To set the language for an entire document to a language not in the Language menu, choose File > Properties. Then enter the ISO 639 code for the language in the Language field in the Reading Options area of the Advanced tab. For more information about ISO 639, see www.loc.gov/standards. • To set the language for individual sections or words, select the appropriate text element in the Tags tab, and choose Properties from the Options menu. In the TouchUp Properties dialog box, select the Tag tab. Select a language from the Language menu, and select Close. Note: The language that you specify for an element also applies to all elements nested under it in the logical structure tree. Prevent security settings from interfering with screen readers A document author can specify that no part of an accessible PDF is to be copied, printed, extracted, commented on, or edited. This setting could interfere with a screen reader’s ability to read the document, because screen readers must be able to copy or extract the document’s text in order to convert it to speech. To maintain document security while allowing screen readers access to text, use one of the following settings: • For low-encryption-level security, select Enable Copying Of Text, Images, And Other Content in the Password Security - Settings dialog box. • For high-encryption-level security, select Enable Text Access For Screen Reader Devices For The Visually Impaired in the Password Security - Settings dialog box. This option overrides the document’s security settings only for the purpose of giving assistive software, such as screen readers, access to the content. If your assistive technology product is registered with Adobe as a Trusted Agent, you can read PDFs that might be inaccessible to another assistive technology product. Acrobat recognizes when a screen reader or other product is a Trusted Agent and overrides security settings that would typically limit access to the content for accessibility purposes. However, the security settings remain in effect for all other purposes, such as to prevent printing, copying, extracting, commenting, or editing text. More Help topics “Securing documents with passwords” on page 234 About watermarks and screen readers You can add a watermark to a tagged PDF without also adding it to the tag tree. Not having the watermark appear in the tag tree is helpful for people who are using screen readers, because they won’t hear the watermark read as document content. Last updated 9/30/2011 300 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow The best way to add a watermark that doesn’t interfere with screen readers is to insert an untagged PDF of the watermark into a tagged PDF. More Help topics “Add and edit watermarks” on page 129 Editing document structure with the Content and Tags tabs Correct reflow problems with the Content tab Use the Content tab to correct reflow problems in a PDF that can’t be corrected by using the TouchUp Reading Order tool. Because you can damage a PDF by editing content objects, make sure that you’re familiar with PDF structure before you change anything. For comprehensive information about PDF structure, see the PDF Reference Sixth Edition: Adobe Portable Document Format Version 1.7, on the PDF reference page (English only) of the Adobe website. The Content tab provides a hierarchical view of the objects that make up a PDF, including the PDF object itself. Each document includes one or more pages, a set of annotations (such as comments and links), and the content objects for the page. The content objects consist of containers, text, paths, and images. Objects are listed in the order in which they appear on the page, like tags in the logical structure tree. However, PDFs don’t require tags for you to view or change the object structure. 1 Choose View > Navigation Panels > Content. 2 Expand the document name to view pages and objects. 3 Move a container or object by selecting it and doing one of the following: • Drag it to the location you want. • Choose Cut from the Options menu, select the tag above the location you want to paste the cut tag, and choose Paste from the Options menu. Note: Container elements can’t be pasted directly to page elements. To move a container to another page, cut the container you want to move. Then select a container on the page you want to move the container to and choose Paste from the Options menu. Then, drag the container out one level to the location that you want. Content tab options In the Content tab, use the Options menu or right-click an object to choose from the following options: New Container Adds a new container object at the end of the selected page or container. 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. Delete Removes the object (not the related page content) from the document. Find Content From Selection Searches for the object in the Content tab that contains the object selected in the document pane. Last updated 9/30/2011 301 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Find Searches for unmarked (untagged) artifacts, content, comments, and links. Options allow you to search the page or document, and to add tags to found items. Create Artifact Defines selected objects as artifacts. Artifacts are not read by a screen reader or by the Read Out Loud feature. Page numbers, headers, and footers are often best tagged as artifacts. Remove Artifact Removes the artifact definition from the selected object. Highlight Content When selected, highlights appear in the document pane around content that relates to a selected object in the Content tab. Show Metadata Allows viewing and editing of image or object metadata. Properties Opens the TouchUp Properties dialog box. About the Tags tab The Tags tab allows you to view and edit tags in the logical structure tree, or tags tree, of a PDF. In the Tags tab, tags appear in a hierarchical order that indicates the reading sequence of the document. The first item in this structure is the Tags root. All other items are tags and are children of the Tags root. Tags use coded element types that appear in angle brackets (< >). Each element, including structural elements such as sections and articles, appears in the logical structure order by type, followed by a title and the element’s content or a description of the content. Structural elements are typically listed as container—or parent—tags and include several smaller elements—or child tags— within them. Note: For more information on logical structures, refer to the PDF Reference Sixth Edition: Adobe Portable Document Format Version 1.7, on the PDF reference page (English only) of the Adobe website. Though you can correct most tagging issues by using the TouchUp Reading Order tool, you must use the Tags tab to address detailed tagging of tables and substructure items—such as paragraphs, lists, and sections that require multiple languages. Add tags manually to a document in the Tags tab only as a last resort. First consider using the Add Tags To Document command. Important: Operations performed in the Tags tab cannot be undone with the Undo command. Save a backup copy of a document before you begin work on it in the Tags tab. View tags in the Tags tab 1 Choose View > Navigation Panels > Tags. 2 Do one of the following: • Expand the tag for the section you want. • 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 tab 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 tab, expand the section of the logical structure that you want to edit. 2 To edit the title, Select the tag, choose Properties from the Options menu, enter text in the Title box, and click Close. Last updated 9/30/2011 302 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Move a tag 1 In the Tags tab, expand the Tags root to view all tags. 2 Select the Tag icon of the element that you want to move. 3 Do one of the following: • Drag the tag to the location you want. As you drag, a line appears at viable locations. • Choose Cut from the Options menu, and select the tag that appears above the location you want to paste the cut tag. From the Options menu, choose Paste to move the tag to the same level as the selected tag, or choose Paste Child to move the tag within the selected tag. Change the element type 1 In the Tags tab, expand the section of the logical structure that you want to change. 2 Select an element and choose Properties from the Options menu. 3 Choose a new element type from the Type menu, and then click Close. Tags tab options In the Tags tab, use the Options menu or right-click a tag in the logical structure tree to choose from the following options: New Tag Creates a new tag in the logical structure tree after the currently selected item. Specify type and title of the new tag. Cut Removes the selected tag from its current location and puts it on the clipboard. Paste Places the tag that’s on the clipboard into the location specified, replacing the selected tag. Paste Child Places the tag that’s on the clipboard into the location specified, as a child of the selected tag. Delete Tag Removes the selected tag. Find Tag From Selection Searches for the tag in the Tags tab that contains the text or object selected in the document pane. Create Tag From Selection Creates a new tag in the logical structure tree after the item selected in the document pane. Specify type and title of the new tag. Find Searches for artifacts, OCR suspects, and unmarked (untagged) content, comments, links, and annotations. Options allow you to search the page or document and add tags to found items. Change Tag To Artifact Changes selected tags to artifacts and removes the tagged content from the structure tree. Copy Contents To Clipboard Copies all content contained within the selected tags. 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. Tag Annotations When selected, all new comments and form fields are added to the tag tree after the selected tag element; existing comments and form fields aren’t added to the tag tree. Highlight and Underline comments are automatically associated and tagged with the text that they annotate and don’t require this option. Document Is Tagged PDF Flags the PDF as a tagged document. Deselect to remove the flag. Last updated 9/30/2011 303 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Important: This option doesn’t necessarily indicate that the PDF conforms to PDF guidelines and should be used judiciously. Highlight Content When selected, causes highlights to appear around content in the document pane when you select the related tag in the Tags tab. Show Metadata Opens a read-only dialog box that contains reference information about the selected tag. Properties Opens the TouchUp Properties dialog box. Add alternate text and supplementary information to tags Some tagged PDFs might not contain all the information necessary to make the document contents fully accessible. For example, if you want to make a document available to a screen reader, the PDF should contain alternate text for figures, language properties for portions of the text that use a different language than the default language for the document, and expansion text for abbreviations. Designating the appropriate language for different text elements ensures that the correct characters are used when you repurpose the document and that it is spell-checked with the correct dictionary. You can add alternate text and multiple languages to a tag from the Tags tab. (If only one language is required, choose the language with File > Properties instead.) You can also add alternate text by using the TouchUp Reading Order tool. Note: Keep alternate text descriptions as concise as possible. Add alternate text to links Screen readers can read the URLs of web links out loud, but adding meaningful alternate text to links can help users immensely. For example, by adding alternate text you can have a screen reader tell a user to “go to the Acrobat accessibility page of adobe.com” rather than “go to http://www.adobe.com/products/acrobat/solutionsacc.html.” You add alternate text to the tag of a link. Note: You must add alternate text only to tags that don’t have child tags. Adding alternate text to a parent tag prevents a screen reader from reading any of that tag’s child tags. 1 In the tag tree, select the tag for the link and choose Options > Properties. 2 In the TouchUp Properties dialog box, select the Tag tab. 3 Type alternate text for the link, and click Close. Add alternate text for a figure 1 Choose View > Navigation Panels > Tags. 2 Expand the logical structure tree to find and select thetag element for the image. To find a tag more easily, use the TouchUp Reading Order tool to select the figure—or text near the figure—in the document pane, and then choose Find Tag From Selection from the Options menu in the Tags tab. 3 Choose Highlight Content from the Options menu in the Tags tab to see a highlighted area in the document that corresponds to the tag. 4 Choose Properties from the Options menu in the Tags tab. 5 In the TouchUp Properties dialog box, click the Tag tab. 6 For Alternate Text, type text that describes the figure. Last updated 9/30/2011 304 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Add alternate text for an abbreviated term 1 In the Tags panel, locate the abbreviated term by doing one of the following: • Expand the tag tree as needed to see the elements that contain the abbreviation. • Use the TouchUp Text tool or the Select tool to select the abbreviation in the document, and then choose Find Tag From Selection from the Options menu to locate the text in the tag tree. 2 Select the tag for that element, and choose Properties from the Options menu. Note: If the abbreviation includes additional text, cut the additional text and place it in a new child tag within the same parent tag. 3 In the TouchUp Properties dialog box, select the Tag tab. 4 For Alternate Text, type the unabbreviated version of the term. 5 Click Close. Create a new child tag 1 In the Tags tab, select the parent node (the icon located at the same level at which you want to create a child tag) in the Tags tree for which you want to create a child tag. 2 Choose New Tag from the Options menu. 3 Select the appropriate tag type from the Type pop-up menu, or type a custom tag type, name the tag (optional), and then click OK. Add tags to comments When you tag a PDF that includes comments, the comments are tagged as well. However, if you add comments to a PDF that’s already tagged, your comments are untagged unless you enable comment tagging first. Note: To Enable comment tagging in a PDF, in the Tags tab, choose Tag Annotations from the Options menu. Comments or markups that you add to the PDF are tagged automatically. If a document contains untagged comments, you can locate them in the logical structure tree and tag them by using the Find command in the Tags tab. 1 In the Tags tab, choose Find from the Options menu. 2 In the Find Element dialog box, choose Unmarked Comments from the Find pop-up menu, and click Find. 3 When the comment type appears in the Type field (for example, Text), click Tag Element, choose Annotation from the Type pop-up menu in the New Tag dialog box, and then click OK. 4 In the Find Element dialog box, click Find Next to locate and tag all comments, and then click Close. Correct table tags with the Tags tab Use the TouchUp 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. Before you make any changes to table elements, use the TouchUp Reading Order tool to determine that the table is tagged correctly. Last updated 9/30/2011 305 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Check table elements 1 In the Tags tab, expand the tags root to view a table tag. 2 Select the table tagand verify that it contains one of the following elements: • Table Rows, each of which contains Table Header
or Table Data cells. • , , and sections, each of which contains Table Rows. (The Table Rows containcells, cells, or both.) 3 Do one or more of the following: • If the tag for the table doesn’t contain these elements, but rows, columns, and cells appear in the table in the document pane, use the TouchUp Reading Order tool to select and define the table or individual cells. • If the table contains rows that span two or more columns, set ColSpan and RowSpan attributes for these rows in the tag structure. • Re-create the table in the authoring application, and then convert it to a tagged PDF. Set ColSpan and RowSpan attributes 1 In the Tags tab, select a or element. 2 Choose Properties from the Options menu. 3 In the TouchUp Properties dialog box, click the Tag tab, and then click Edit Attribute Objects. 4 Select Attribute Objects, and then click New Item to create a new Attribute Object Dictionary. 5 Expand the new dictionary, select the Layout attribute, and then click Change Item. 6 Change the Layout value to Table. 7 Select the Attribute Object Dictionary, and click New Item. 8 In the Add Key And Value dialog box, type ColSpan or RowSpan in the Key box, enter the number of columns or rows spanned in the Value box, choose Integer from the Value Type pop-up menu, and click OK. Standard PDF tags This section describes the standard tag types that apply to tagged PDFs. These standard tags provide assistive software and devices with semantic and structural elements to use to interpret document structure and present content in a useful manner. The PDF tags architecture is extensible, so any PDF document can contain any tag set that an authoring application decides to use. For example, a PDF can have XML tags that came in from an XML schema. Custom tags that you define (such as tag names generated from paragraph styles of an authoring application) need a role map. The role map matches each custom tag to a standard tag here. When assistive software encounters a custom tag, the software can check this role map and properly interpret the tags. Tagging PDFs by using one of the methods described here generally produces a correct role map for the document. Note: You can view and edit the role map of a PDF by choosing Options > Edit Role Map in the Tags tab. The standard Adobe element tag types are available in the New Tag dialog box. They are also available in the TouchUp Properties dialog box in Acrobat Pro or Acrobat Pro Extended. Adobe strongly encourages using these tag types because they provide the best results when tagged content is converted to a different format. These formats include HTML, Microsoft Word, or an accessible text format for use by other assistive technologies. Last updated 9/30/2011 306 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow Block-level elements are page elements that consist of text laid out in paragraph-like forms. Block-level elements are part of a document’s logical structure. Such elements are further classified as container elements, heading and paragraph elements, label and list elements, special text elements, and table elements. Container elements Container elements are the highest level of element and provide hierarchical grouping for other block-level elements. Document Document element. The root element of a document’s tag tree. Part Part element. A large division of a document; may group smaller units of content together, such as division elements, article elements, or section elements. Div Division element. A generic block-level element or group of block-level elements. Art Article element. A self-contained body of text considered to be a single narrative. Sect Section element. A general container element type, comparable to Division (DIV Class="Sect") in HTML, which is usually a component of a part element or an article element. Heading and paragraph elements Heading and paragraph elements are paragraph-like, block-level elements that include specific level heading and generic paragraph (P) tags. A heading (H) element should appear as the first child of any higher-level division. Six levels of headings (H1 to H6) are available for applications that don’t hierarchically nest sections. Label and list elements Label and list elements are block-level elements used for structuring lists. L List element. Any sequence of items of similar meaning or other relevance; immediate child elements should be list item elements. LI List item element. Any one member of a list; may have a label element (optional) and a list body element (required) as a child. LBL Label element. A bullet, name, or number that identifies and distinguishes an element from others in the same list. LBody List item body element. The descriptive content of a list item. Special text elements Special text elements identify text that isn’t used as a generic paragraph (P). BlockQuote Block quote element. One or more paragraphs of text attributed to someone other than the author of the immediate surrounding text. Caption Caption element. A brief portion of text that describes a table or a figure. Index Index element. A sequence of entries that contain identifying text and reference elements that point out the occurrence of the text in the main body of the document. TOC Table of contents element. An element that contains a structured list of items and labels identifying those items; has its own discrete hierarchy. TOCI Table of contents item element. An item contained in a list associated with a table of contents element. Last updated 9/30/2011 307 USING ACROBAT 9 PRO EXTENDED Accessibility, tags, and reflow 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. One row of headings or data in a table; may contain table header cell elements and table data cell elements. TD Table data cell element. A table cell that contains nonheader data. TH Table header cell element. A table cell that contains header text or data describing one or more rows or columns of a table. Inline-level elements Inline-level elements identify a span of text that has specific formatting or behavior. They are differentiated from block-level elements. Inline-level elements may be contained in or contain block-level elements. BibEntry Bibliography entry element. A description of where some cited information may be found. Quote Quote entry element. An inline portion of text that is attributed to someone other than the author of the text surrounding it; different from a block quote, which is a whole paragraph or multiple paragraphs, as opposed to inline text. Span Span entry element. Any inline segment of text; commonly used to delimit text that is associated with a set of styling properties. Special inline-level elements Similar to inline-level elements, special inline-level elements describe an inline portion of text that has special formatting or behavior. Code Code entry element. Computer program text embedded within a document. Figure Figure entry element. A graphic or graphic representation associated with text. Form Form entry element. A PDF form annotation that can be or has been filled out. Formula Formula entry element. A mathematical formula. Link Link entry element. A hyperlink that is embedded within a document. The target can be in the same document, in another PDF document, or on a website. Note Note entry element. Explanatory text or documentation, such as a footnote or endnote, that is referred to in the main body of text. Reference Reference entry element. A citation to text or data that is found elsewhere in the document. Last updated 9/30/2011 308 Chapter 11: Editing PDFs It’s a fact that Adobe® PDF is unlike other document formats, in which you can freely copy, paste, and move text and images on a page. Instead, consider a PDF as a snapshot of your original file. Use Adobe® Acrobat® 9 Pro Extended to touch up and enhance the file for readability and distribution, and reserve more substantial revisions for your source application. Page thumbnails and bookmarks About page thumbnails Page thumbnails are miniature previews of the pages in a document. You can use page thumbnails to jump quickly to a selected page or to adjust the view of the page. In Adobe Reader®, when you move a page thumbnail, you move the corresponding page. In Acrobat, when you move, copy, or delete a page thumbnail, you move, copy, or delete the corresponding page. If you do not see page thumbnails in the navigation pane, try using F4 to open the navigation pane. Or choose View > Navigation Panels > Pages to show 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. Last updated 9/30/2011 309 USING ACROBAT 9 PRO EXTENDED Editing PDFs More Help topics “PostScript options” on page 442 Create page thumbnails ❖ Click the Pages button on the left. Page thumbnails appear in the navigation pane. This process may require several seconds, particularly in larger documents. The drawing of page thumbnails may pause if you interact with the application during this process. Resize page thumbnails ❖ In the Pages panel, choose Reduce Page Thumbnails or Enlarge Page Thumbnails from the options menu . Page thumbnails revert to their default size if you close and reopen the PDF. Define the tabbing order In the Pages panel, you can set the order in which a user tabs through form fields, links, and comments for each page. 1 Click the Pages 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. Use Column Order Moves through columns from left to right and from top to bottom, or right to left for pages with a right-to-left binding. Use Document Structure Moves in the order specified by the authoring application. Note: For structured documents—PDFs that were created from desktop publishing applications or that contain tags—it’s best to select the Use Document Structure option to match the intention of the authoring application. If the document was created in an earlier version of Acrobat, the tab order is Unspecified by default. With this setting, form fields are tabbed through first, followed by links and then comments ordered by row. About bookmarks A bookmark is a type of link with representative text in the Bookmarks panel in the navigation pane. Each bookmark goes to a different view or page in the document. Bookmarks are generated automatically during PDF creation from the table-of-contents entries of documents created by most desktop publishing programs. These bookmarks are often tagged and can be used to make edits in the PDF. Last updated 9/30/2011 310 USING ACROBAT 9 PRO EXTENDED Editing PDFs Initially, a bookmark displays the page that was in view when the bookmark was created, which is the bookmark’s destination. In Acrobat, you can set bookmark destinations as you create each bookmark. However, it is sometimes easier to create a group of bookmarks, and then set the destinations later. In Acrobat, you can use bookmarks to mark a place in the PDF to which you want to return, or to jump to a destination in the PDF, another document, or a web page. Bookmarks can also perform actions, such as executing a menu item or submitting a form. For more information on creating bookmarks, see these online resources: • Creating bookmarks in Adobe Acrobat: http://www.sokolconsulting.com/swf/abt_bkmks/index.htm • Bookmarks and initial view options in Acrobat 9: http://www.sokolconsulting.com/pdfs/tips/abt9_bkmrks.pdf • Bookmarks in Acrobat: www.adobepress.com/articles/index.asp?st=41891 • Using Acrobat bookmarks: www.abanet.org/lpm/lpt/articles/att10051.html • PDF bookmark options: www.acrobatusers.com/articles/2007/02/bookmark_options/index.php Note: An Acrobat user can add bookmarks to a document only if the security settings allow it. Bookmarks act as a table of contents for some PDFs. More Help topics “About tags, accessibility, reading order, and reflow” on page 275 Create a bookmark 1 Open the page where you want the bookmark to link to, and adjust the view settings. 2 Use the Select tool to create the 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 selected text, drag to select it. The selected text becomes the label of the new bookmark. You can edit the label. 3 Click the Bookmarks button, and select the bookmark under which you want to place the new bookmark. If you don’t select a bookmark, the new bookmark is automatically added at the end of the list. Last updated 9/30/2011 311 USING ACROBAT 9 PRO EXTENDED Editing PDFs 4 Choose New Bookmark from the options menu . 5 Type or edit the name of the new bookmark. Edit a bookmark In Acrobat, you can change a bookmark’s attributes at any time. More Help topics “Action types” on page 319 Rename a bookmark ❖ Select the bookmark in the Bookmarks panel, choose Rename Bookmark in the options menu , and type the new bookmark name. Wrap text in a long bookmark ❖ Click the Bookmarks button, and choose Wrap Long Bookmarks from the options menu . All the text of long bookmarks shows regardless of the width of the navigation pane. (This option is on when checked, and off when not checked.) Change the text appearance of a bookmark You can change the appearance of a bookmark to draw attention to it. 1 In the Bookmarks panel, select one or more bookmarks. 2 (Acrobat only) To change the color and style of the text, choose View > Toolbars > Properties Bar. After you have defined a bookmark’s appearance, you can reuse the appearance settings. To do this, select the bookmark and from the options menu , choose Use Current Appearance As New Default. 3 To change the font size, from the options menu , choose Text Size > [size]. Change a bookmark’s destination 1 In the Bookmarks panel, select the bookmark. 2 In the document pane, move to the location you want to specify as the new destination. 3 If necessary, adjust the view magnification. 4 Choose Set Bookmark Destination in the options menu . 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. Important: Deleting a bookmark deletes any bookmarks that are subordinate to it. Deleting a bookmark does not delete any document text. Last updated 9/30/2011 312 USING ACROBAT 9 PRO EXTENDED Editing PDFs Create a bookmark hierarchy You can nest a list of bookmarks to show a relationship between topics. Nesting creates a parent/child relationship. You can expand and collapse this hierarchical list as desired. Nest one or more bookmarks 1 Select the bookmark or range of bookmarks you want to nest. 2 Drag the icon or icons directly underneath the parent bookmark icon. The Line icon shows the position of the icon or icons. The bookmark is nested; however, the actual page remains in its original location in the document. Nesting a bookmark (left), and the result (right) Move bookmarks out of a nested position 1 Select the bookmark or range of bookmarks you want to move. 2 Move the selection by doing one of the following: • Drag the icon or icons, positioning the arrow directly under the label of the parent bookmark. • Choose Cut from the options menu , select the parent bookmark, and then choose Paste Under Selected Bookmark from the options menu. Moving a bookmark out of its nested position (left), and the result (right) Expand or collapse all top-level bookmarks ❖ From the options menu , choose Expand Top-Level Bookmarks or Collapse Top-Level Bookmarks. Last updated 9/30/2011 313 USING ACROBAT 9 PRO EXTENDED Editing PDFs Add tagged bookmarks Tagged bookmarks give you greater control over page content than do regular bookmarks. Because tagged bookmarks use the underlying structural information of the document elements (for example, heading levels, paragraphs, table titles), you can use them to edit the document, such as rearranging their corresponding pages in the PDF, or deleting pages. If you move or delete a parent tagged bookmark, its children tagged bookmarks are moved or deleted along with it. Many desktop publishing applications, such as Adobe InDesign® and Microsoft Word, create structured documents. When you convert these documents to PDF, the structure is converted to tags, which support the addition of tagged bookmarks. Converted web pages typically include tagged bookmarks. If your document doesn’t include tags, you can always add them in Acrobat. 1 In the Bookmarks panel, choose New Bookmarks From Structure from the options menu . (If this option isn’t available, the document isn’t structured.) 2 Select the structure elements you want specified as tagged bookmarks. Ctrl-click to add to the selection. The tagged bookmarks are nested under a new, untitled bookmark. More Help topics “Edit tags with the Tags tab” on page 301 “Links and bookmarks in web pages” on page 321 Links and attachments 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. More Help topics “Add multimedia to PDFs” on page 339 “Destinations” on page 316 Create a link using the Link tool 1 Choose Tools > Advanced Editing > Link Tool, or select the Link tool in the Advanced Editing toolbar. The pointer becomes a cross hair, and any existing links in the document, including invisible links, are temporarily visible. 2 Drag a rectangle where you want to create a link. This is the area in which the link is active. 3 In the Create Link dialog box, choose the options you want for the link appearance. 4 Select one of the following link actions: Go To A Page View Click Next to set the page number and view magnification you want in the current document or in another document (such as a file attachment), and then click Set Link. Open A File Select the destination file and click Select. If the file is a PDF, specify how the document should open (for example in a new window or within an existing window), and then click OK. Last updated 9/30/2011 314 USING ACROBAT 9 PRO EXTENDED Editing PDFs Note: If the filename is too long to fit in the text box, the middle of the name is truncated. Open A Web Page Provide the URL of the destination web page. Custom Link Click Next to open the Link Properties dialog box. In this dialog box, you can set any action, such as reading an article, or executing a menu command, to be associated with the link. Create a link using the Select tool or Snapshot tool 1 Using the Select tool or the Snapshot tool which you want to create a link. (Tools > Select & Zoom), drag to select the text or image from 2 Right-click the selection, and choose Create Link. 3 Select the options you want in the Create Link dialog box. Note: The Custom Link option is not available for links created from selected text. Edit a link You can edit a link at any time. You can change its hotspot area or associated link action, delete or resize the link rectangle, or change the destination of the link. Changing the properties of an existing link affects only the currently selected link. If a link isn’t selected, the properties will apply to the next link you create. You can change the properties of several links at once if you drag a rectangle to select them using the Link tool or the Select Object tool. Move or resize a link rectangle 1 Select the Link tool or the Select Object tool , and then move the pointer over the link rectangle so that the handles appear. 2 Do one of the following: • To move the link rectangle, drag it. • To resize the link rectangle, drag any corner point. Change the appearance of a link 1 Select the Link tool and double-click the link rectangle. 2 In the Appearance tab of the Link Properties dialog box, choose a color, line thickness, and line style for the link. 3 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. Inset Creates the appearance of an embossed rectangle. Note: The Link Type, Color, and Line Style options are not available if Invisible is selected for Appearance. 4 Select Invisible Rectangle for Link Type if you don’t want users to see the link in the PDF. An invisible link is useful if the link is over an image. 5 Select the Locked option if you want to prevent users from accidentally changing your settings. 6 To test the link, select the Hand tool. Last updated 9/30/2011 315 USING ACROBAT 9 PRO EXTENDED Editing PDFs Note: The link properties in the Create Link dialog box apply to all new links that you create until you change the properties. To reuse the appearance settings for a link, right-click the link whose properties you want to use as the default, and choose Use Current Appearance As New Default. Edit a link action 1 Select the Link tool and double-click the link rectangle. 2 In the Actions tab of the Link Properties dialog box, select the listed action you want to change, and click Edit. Delete a link 1 Select the Link tool or the Select Object tool . 2 Select the link rectangle you want to delete. 3 Choose Edit > Delete, or press the Delete key. Create web links from URLs You can automatically create links in a PDF from all URLs or from URLs on selected pages. When selected, the Create Links From URLs setting in the General preferences generates active links from text in all PDFs that you open. Create web links 1 Choose Advanced > Document Processing > Create Links From URLs. 2 In the Create Web Links dialog box, select All to create links from all URLs in the document, or select From and enter a page range to create links on selected pages. Remove all web links ❖ Choose Advanced > Document Processing > Remove All Links. 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. If that location is in the file attachment, click the Attachments button in the navigation pane, select the file attachment, and click Open. 3 Choose Tools > Advanced Editing > Link Tool, or select the Link tool in the Advanced Editing toolbar. 4 Select the area for the link. 5 In the Create Link dialog box, set the link appearance, select Go To A Page View, and then click Next. 6 Set the page number and view magnification you want, either in the parent PDF document or in the file attachment, and then click Set Link. Last updated 9/30/2011 316 USING ACROBAT 9 PRO EXTENDED Editing PDFs Destinations A destination is the end point of a link and is represented by text in the Destinations panel. Destinations enable you to set navigation paths across a collection of PDFs. Linking to a destination is recommended when linking across documents because, unlike a link to a page, a link to a destination is not affected by the addition or deletion of pages within the target document. View and manage destinations Manage destinations from the Destinations panel in the navigation pane. View destinations ❖ Choose View > Navigation Panels > Destinations. All destinations are automatically scanned. Sort the destinations list ❖ Do one of the following: • To sort destination names alphabetically, click the Name label at the top of the Destinations panel. • To sort destinations by page number, click the Page label at the top of the Destinations panel. Change or delete a destination ❖ In the Destinations panel, right-click the destination, and choose a command: • To move to the target location, choose Go To Destination. • To delete the destination, choose Delete. • To reset the target of the destination to the page displayed, choose Set Destination. • To give the destination a different name, choose Rename. Create and link a destination You can create a link to a destination in the same or another PDF. 1 In the target document (destination), choose View > Navigation Panels > Destinations. If the document already includes a destination that you want to link to, skip to step 5. 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 > Advanced Editing > Link tool , and drag a rectangle to specify a location for the link. 6 In the Create Link dialog box, set the link appearance, select Go To A Page View, and then click Next. 7 In the target document, in the Destinations panel, double-click the destination. 8 Save the source document. Add an attachment You can attach PDFs and other types of files to a PDF. If you move the PDF to a new location, the attachments move with it. Attachments may include links to or from the parent document or to other attachments. Last updated 9/30/2011 317 USING ACROBAT 9 PRO EXTENDED Editing PDFs Don’t confuse attached comments with file attachments. A file attached as a comment appear in the page with a File Attachment icon or Sound Attachment icon, and in the Comments List with other comments. (See “Add comments in a file attachment” on page 175.) Use the Attachments panel to add, delete, or view attachments. 1 Choose Document > Attach A File. 2 In the Add Files dialog box, select the file you want to attach, and click Open. Important: If you attach EXE, VBS, or ZIP file formats, Acrobat warns you that it won’t open the file once attached because the format is associated with malicious programs, macros, and viruses that can damage your computer. 3 To make the attachment viewable in Acrobat 5.0 or earlier, do one of the following: • Choose View > Navigation Panels > Attachments, and select Show Attachments By Default from the options menu (selected by default). • Choose File > Properties, click the Initial View tab, choose Attachments Panel And Page from the Navigation Tab menu, and click OK. 4 Save the PDF. 5 (Optional) To add a description to the attachment that helps differentiate between similar files in the Attachments panel, select the attached file, and from the options menu description, and then save the file. , choose Edit Description. Edit the text of the Open, save, or delete an attachment You can open a PDF attachment and make changes to it—if you have permissions—and your changes are applied to the PDF attachment. For other types of file attachments, you have an option of opening or saving the file. Opening the file starts the application that handles the file format of the attachment—you must have that application to open the attachment. Any changes you make are not applied to the attachment. Instead, save changes to the file, and then reattach it to the PDF document. 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. Open an attachment ❖ In the Attachments panel, select the attachment, and then choose Open Attachment from the options menu Save an attachment ❖ In the Attachments panel, select one or more attachments, and then choose Save Attachment from the options menu . Last updated 9/30/2011 . 318 USING ACROBAT 9 PRO EXTENDED Editing PDFs If you selected a single attachment, you have the option to rename the file. Delete an attachment ❖ In the Attachments panel, select an attachment, and then choose Delete Attachment from the options menu . Search in attachments When searching for specific words or phrases, you can include attached PDFs as well as several other file types in the search. Windows users can search Microsoft Office documents (such as .doc, .xls, and .ppt), AutoCAD drawing file formats (.dwg and .dwf), HTML files, and Rich Text Format (.rtf) files. Mac OS users can search Microsoft Word (.doc), HTML, and .rtf files. Search results from attachments appear in the Results list beneath the attachment filename and icon. Attachments in other formats are ignored by the search engine. Note: To enable Microsoft and AutoCAD file searches, the IFilters appropriate to the file types must be installed. IFilters are typically installed with their applications, but can also be downloaded from product websites. Search attachments from the Attachments panel 1 In the Attachments panel, choose Search Attachments from the options menu . 2 In the Search window, type the word or phrase that you want to search for, select the results option you want, and then click Search Attachments. Search attachments from the Search window 1 Choose Edit > Search. 2 Type the word or phrase that you want to search for, and select the results option you want. 3 Click Use Advanced Search Options at the bottom of the window, and then select Include Attachments. Actions and scripting About Actions You can cause an action to occur when a bookmark or link is clicked, or when a page is viewed. For example, you can use links and bookmarks to jump to different locations in a document, execute commands from a menu, and perform other actions. Actions are set in the Properties dialog box. 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. Add an action 1 Do one of the following: • Using the Hand tool, right-click the bookmark or page thumbnail, and choose Properties. • Using the Select Object tool, double-click the link, media clip, or form field, and choose Properties. 2 Click the Actions tab. Last updated 9/30/2011 319 USING ACROBAT 9 PRO EXTENDED Editing PDFs 3 From the Select Action menu, select the action type to occur, and then click Add. You can add multiple actions; actions execute in the order that they appear in the Actions list box. 4 (Optional) Select an action in the Actions tab, and use the buttons to reorder, edit, or delete the action. 5 Close the window to accept the actions. Add actions with page thumbnails To enhance the interactive quality of a document, you can specify actions, such as changing the zoom value, to occur when a page is opened or closed. 1 Click the Pages button on the left. 2 Select the page thumbnail corresponding to the page, and choose Page Properties from the options menu . 3 Click the Actions tab. 4 From the Select Trigger menu, choose Page Open to set an action when the page opens, or choose Page Close to set an action when the page closes. 5 Choose an action from the Select Action menu, and click Add. 6 Specify the options for the action, and click OK. The options available depend on the action selected. 7 To create a series of actions, choose another action from the menu, and click Add again. Use the Up and Down buttons to arrange the actions in the order you want them to occur. Note: If you set an action that switches to Full Screen view on Page Open or Page Close, the next time the same page opens or closes, Full Screen view is turned on. Action types You can assign the following actions to links, bookmarks, pages, media clips, and form fields: Execute A Menu Item Executes a specified menu command as the action. Go To A 3D/Multimedia View Jumps to the specified 3D view. Go To A Page View Jumps to the specified destination in the current document or in another document. Import Form Data Brings in form data from another file, and places it in the active form. Multimedia Operation (Acrobat 9 And Later) Executes a specified action for a multimedia object in the file (such as playing a sound file). The multimedia object must be added to the file before you can specify an action for it. 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. The sound is embedded into the PDF document in a cross-platform format. Play Media (Acrobat 5 Compatible) Plays the specified QuickTime or AVI movie that was created as Acrobat 5compatible. The specified movie must be embedded in a PDF document. Play Media (Acrobat 6 And Later Compatible) Plays a specified movie that was created as Acrobat 6-compatible. The specified movie must be embedded in a PDF document. Last updated 9/30/2011 320 USING ACROBAT 9 PRO EXTENDED Editing PDFs Read An Article Follows an article thread in the active document or in another PDF document. Reset A Form Clears previously entered data in a form. You can control the fields that are reset with the Select Fields dialog box. Run A JavaScript Runs the specified JavaScript. Set Layer Visibility Determines which layer settings are active. Before you add this action, specify the appropriate layer settings. Show/Hide A Field Toggles between showing and hiding a field in a PDF document. This option is especially useful in form fields. For example, if you want an object to pop up whenever the pointer is over a button, you can set an action that shows a field on the Mouse Enter trigger and hides a field on Mouse Exit. Submit A Form Sends the form data to the specified URL. Trigger types Triggers determine how actions are activated in media clips, pages, and form fields. For example, you can specify a movie or sound clip to play when a page is opened or closed. The available options depend on the specified page element. You can use the following triggers for media clips and form fields (not links or bookmarks): Mouse Up When the mouse button is released after a click. This is the most common button trigger, because it gives the user one last chance to drag the pointer off the button and not activate the action. Page Visible (media clips only) When the page containing the media clip is visible, regardless of whether it is the current page. It’s possible for a page to be visible without being the current page, such as when a continuous page layout displays pages side-by-side. Page Invisible (media clips only) When the page containing the media clip is moved out of view. Page Enter (media clips only) When the page containing the media clip becomes the current page. Page Exit (media clips only) When a user leaves the page that contains the media clip. Mouse Down When the mouse button is clicked (without being released). In most cases, Mouse Up is the preferred trigger. Mouse Enter When the pointer enters the field or play area. Mouse Exit When the pointer exits the field or play area. On Receive Focus (media clips only) When the link area receives focus, either through a mouse action or tabbing. 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. The Set Document Actions command lets you create document-level JavaScript actions that apply to the entire document. For example, selecting Document Did Save runs the JavaScript after a document is saved. Last updated 9/30/2011 321 USING ACROBAT 9 PRO EXTENDED Editing PDFs You can also use JavaScript with PDF forms and batch sequences. The most common uses for JavaScript in forms are formatting data, calculating data, validating data, and assigning an action. Field-level scripts are associated with a specific form field or fields, such as a button. This type of script is executed when an event occurs, such as a Mouse Up action. To learn how to create JavaScript scripts, download the JavaScript manuals from the Adobe website. Developing Acrobat® Applications Using JavaScript™ contains background information and tutorials, and the JavaScript™ for Acrobat® API Reference contains detailed reference information. These and other JavaScript resources are located on the Adobe website. Converted 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. A web page is a single topic (or URL) from a website and is often one continuous HTML page. When you convert a web page to PDF, it may be divided into multiple standardsize PDF pages. When you first create a PDF from web pages, tagged bookmarks are generated if Create Bookmarks is selected in the Web Page Conversion Settings dialog box. A standard (untagged) bookmark representing the web server appears at the top of the Bookmarks tab. Under that bookmark is a tagged bookmark for each web page downloaded; the tagged bookmark’s name comes from the page’s HTML title or the URL, if no title is present. Tagged web bookmarks are initially all at the same level, but you can rearrange them and nest them in family groups to help keep track of the hierarchy of material on the web pages. If Create PDF Tags is selected when you create a PDF from web pages, structure information that corresponds to the HTML structure of the original pages is stored in the PDF. You can use this information to add tagged bookmarks to the file for paragraphs and other items that have HTML elements. More Help topics “About bookmarks” on page 309 Get information on converted web pages You can display a dialog box with the current page’s URL, title, date and time downloaded, and other information. ❖ Choose Advanced > Web Capture > Page Info. Compare converted pages with current web pages ❖ To open a page or web link, do one of the following: • To open the current page in a web browser, choose Advanced > Web Capture > Open Page In Web Browser. • To open the bookmarked page, right-click a tagged bookmark, and choose Open Page In Web Browser. • To open a linked page, right-click a link in the PDF version of the web page, and choose Open Web Link In Browser. The browser opens in a new application window to the page you specify. Last updated 9/30/2011 322 USING ACROBAT 9 PRO EXTENDED Editing PDFs Articles About articles Many traditional print documents, such as magazines and newspapers, arrange text in multiple columns. Stories flow from column to column and sometimes across several pages. While the format is effective for printed material, this type of structure can be difficult to follow on-screen because of the scrolling and zooming required. The article feature enables you to guide readers through material presented in multiple columns and across a series of pages. A B A 1 C 2 A 3 The flow of an article thread. The user reads through text A, skips text B and C, and moves on to text A again. Define articles You create an article by defining a series of boxes around the content in the order in which you want the content read. The navigational path you define for an article is known as the article thread. You create a thread connecting the various boxes, unifying them into a continuous text flow. 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 > Advanced Editing > Article Tool, or select the Article tool in the Advanced Editing toolbar. The pointer appears as a cross-hair pointer in the document window. 2 Drag a rectangle to define the first article box. An article box appears around the enclosed text, and the pointer changes to the article pointer. Each article box you create has a label that consists of the article number and its sequence within the article. For example, the first box for the first article is labeled 1-1, the second box 1-2, and so on. The boxes for the second article in the same document are labeled 2-1, 2-2, 2-3, and so on. 3 Go to the next part of the document you want to include in the article, and draw a rectangle around that text. Repeat until you have defined the entire article. Note: To resize or move an article box, you must first end the article. 4 To end the article, press Enter. 5 In the Article Properties dialog box, enter the article title, subject, author, and any keywords to describe the article, and click OK. Last updated 9/30/2011 323 USING ACROBAT 9 PRO EXTENDED Editing PDFs View and edit an article Use the Article tool to create, display, and make changes to an article box in the PDF document. View articles on the page ❖ Choose Tools > Advanced Editing > Article Tool. View articles in the PDF 1 Choose View > Navigation Panels > Articles. Note: The Articles panel is a floating panel; it is not docked in the navigation pane by default. Drag the Articles panel to the navigation pane to dock it with the other panels. 2 To read an article, double-click it, or select the article and choose Read Article from the options menu in the Articles panel. The first line of the article appears in the upper left corner. 3 To hide the Articles panel after the article opens, select Hide After Use in the options menu of the Articles panel. Delete an article or article box ❖ In the Articles panel, do one of the following: • To delete the entire article, select the article in the Articles panel, and press the Delete key. • To delete only one box from an article, right-click the box, and choose Delete. In the warning message, select Box. If you select Article, the entire article is deleted. The remaining articles or article boxes are automatically renumbered. Insert an article box into an article thread 1 In the Document window, select the article box that you want the new article box to follow. 2 Click the plus sign (+) at the bottom of the selected box, and click OK when prompted to drag and create a new article box. An example of selecting an article with the Article tool 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. Last updated 9/30/2011 324 USING ACROBAT 9 PRO EXTENDED Editing PDFs An example of resizing an article box Edit article properties 1 Using the Article tool, select the article box that you want to edit. 2 Right-click the box, and choose Properties. 3 Change the information in the Articles Properties dialog box, and click OK. Combine two articles 1 In the document pane, select any article box in the article you want to be read first. 2 Select the plus sign (+) at the bottom of the article box, and click OK to dismiss the prompt to create a new article box. 3 Ctrl-click an article box you want to be read next. The second article is appended to the end of the first article. All article boxes in the piece are renumbered automatically. Optimizing PDF Optimizer 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. In most cases, the default settings are appropriate for maximum efficiency—saving space by removing embedded fonts, compressing images, and removing items from the file that are no longer needed. Before you optimize a file, it’s a good idea to audit the file’s space usage. The space audit results may give you ideas about where best to reduce file size. You can also reduce the size of your PDF by using the Reduce File Size command. Important: Some methods of compression may make images unusable in a print production workflow. You should experiment with various settings before making changes that can’t be discarded. More Help topics “Reduce file size by saving” on page 139 Open the PDF Optimizer ❖ To open the PDF Optimizer dialog box, do one of the following: • In a single PDF, choose Advanced > PDF Optimizer. • In a PDF Portfolio, select one or more PDF files, and then choose Advanced > PDF Optimizer. Last updated 9/30/2011 325 USING ACROBAT 9 PRO EXTENDED Editing PDFs • When editing a batch sequence, click Output Options. Then in the Output Options dialog box, select PDF Optimizer, and click Settings. Note: PDF Optimizer isn’t available when Reflow is selected in the View menu. Audit the space usage of a PDF Auditing the space usage gives you a report of the total number of bytes used for specific document elements, including fonts, images, bookmarks, forms, named destinations, and comments, as well as the total file size. The results are reported both in bytes and as a percentage of the total file size. 1 Choose Advanced > PDF Optimizer. 2 Click the Audit Space Usage button at the top of the dialog box. Optimize a PDF Note: Optimizing a digitally signed document removes and invalidates the digital signatures. 1 Open the PDF Optimizer dialog box. 2 To use the default settings, choose Standard from the Settings menu, and then skip to step 6. If you change any settings in the PDF Optimizer dialog box, the Settings menu automatically switches to Custom. 3 From the Make Compatible With menu, choose Retain Existing to keep the current PDF version, or choose an Acrobat version. (The options available in panels vary depending on this choice.) 4 Select the check box next to a panel (for example, Images, Fonts, Transparency), and then select options in that panel. To prevent all of the options in a panel from executing during optimization, deselect the check box for that panel. 5 (Optional) To save your customized settings, click the Save button and name the settings. (To delete a saved setting, choose it in the Settings menu and click Delete.) 6 When you are finished selecting options, click OK. 7 In the Save Optimized As dialog box, click Save to overwrite the original PDF with the optimized PDF, or select a new name or location. To optimize several documents at the same time, use the Output options for the Batch Processing command. More Help topics “Run a predefined batch sequence” on page 356 PDF Optimizer options Use the options from the panels in the PDF Optimizer dialog box to reduce the size of a PDF. More Help topics “Transparency flattening” on page 472 “Edit a flattener preset in the PDF Optimizer” on page 478 “Examine a PDF for hidden content” on page 255 Last updated 9/30/2011 326 USING ACROBAT 9 PRO EXTENDED Editing PDFs Images panel The Images panel of the PDF Optimizer lets you set options for color, grayscale, and monochrome image compression, and image downsampling. Change the PDF compatibility in the Images panel of the PDF Optimizer dialog box. Specify the following options, as needed: Downsample Reduces file size by lowering the resolution of images, which involves merging the colors of original pixels into larger pixels. Note: Masked images and images with a size less than 16-by-16 pixels are not downsampled. Compression Reduces file size by eliminating unnecessary pixel data. In general, JPEG and JPEG 2000 compression give better results on images like photographs with gradual transitions from color to color. ZIP is the better choice for illustrations with large areas of solid, flat color, or patterns made up of flat colors. For monochrome images, JBIG2 compression, which is available in PDF Optimizer but not in Distiller, is superior to CCITT. Quality Available only for JPEG and JPEG 2000 formats. JPEG and JPEG 2000 compression methods are typically lossy, a process that permanently removes some pixel data. You can apply lossy JPEG or JPEG 2000 compression to color images at various levels (minimum, low, medium, high, maximum). For JPEG 2000 compression, you can also specify lossless so that no pixel data is removed. Compression for monochrome images is lossless, except for JBIG2 compression, which provides both lossy and lossless modes of compression. Tile Size Available only for JPEG 2000 format. Divides the image being compressed into tiles of the given size. (If the image height or width is not an even multiple of the tile size, partial tiles are used on the edges.) Image data for each tile is individually compressed and can be individually decompressed. The default value of 256 is recommended. 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. Last updated 9/30/2011 327 USING ACROBAT 9 PRO EXTENDED Editing PDFs Fonts panel To ensure an exact match to the source document, it’s a good idea to embed all fonts used in the document. If you don’t need an exact match and you prefer a smaller file, you can choose not to embed fonts for roman text and East Asian text (Traditional Chinese, Simplified Chinese, Korean, and Japanese). Text in these languages is replaced with a substitution font when viewed on a system that does not have the original fonts. The Fonts panel of the PDF Optimizer contains two lists for fonts: fonts that are available for unembedding, and fonts to unembed. Certain fonts aren’t available for unembedding and don’t appear in the Fonts panel. To unembed fonts in a document, select one or more fonts in the Embedded Fonts list, and click the Unembed button. If you don’t want to embed subsets of the embedded fonts, deselect Subset All Embedded Fonts. To prevent unembedding for all fonts in the document, select Do Not Unembed Any Font. Transparency panel If your PDF includes artwork that contains transparency, you can use presets in the Transparency panel of PDF Optimizer to flatten transparency and reduce file size. (Flattening incorporates transparency into corresponding artwork by sectioning it into vector-based areas and rasterized areas.) PDF Optimizer applies transparency options to all pages in the document before applying other optimization options. If you select the Acrobat 4.0 And Later compatibility setting, the Transparency panel is enabled and all transparency in the file is flattened during optimization. This ensures compatibility with Acrobat 4.0 and earlier, which doesn’t support transparency. When you create flattening presets, they appear with the default presets in the Transparency panel. Note: Transparency flattening cannot be undone after the file is saved. Discard Objects panel The Discard Objects panel lets you specify objects to remove from the PDF and lets you optimize curved lines in CAD drawings. You can discard objects created in Acrobat and in other applications. Selecting an object removes all occurrences of that object within the PDF. In the Discard Objects area, you can select from these and other options: Discard All Form Submission, Import And Reset Actions Disables all actions related to submitting or importing form data, and resets form fields. This option retains form objects to which actions are linked. Flatten Form Fields Makes form fields unusable with no change to their appearance. Form data is merged with the page to become page content. Discard All JavaScript Actions Removes any actions in the PDF that use JavaScript. Discard All Alternate Images Removes all versions of an image except the one destined for on-screen viewing. Some PDFs include multiple versions of the same image for different purposes, such as low-resolution on-screen viewing and high-resolution printing. Discard Embedded Page Thumbnails Removes embedded page thumbnails. This is useful for large documents, which can take a long time to draw page thumbnails after you click the Pages button. Discard Document Tags Removes tags from the document, which also removes the accessibility and reflow capabilities for the text. Convert Smooth Lines To Curves Reduces the number of control points used to build curves in CAD drawings, which results in smaller PDF files and faster on-screen rendering. 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. Last updated 9/30/2011 328 USING ACROBAT 9 PRO EXTENDED Editing PDFs 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. Discard User Data panel Use the Discard User Data panel to remove any personal information that you don’t want to distribute or share with others. If you’re unable to find personal information, it may be hidden. You can locate hidden text and user-related information by using the Examine Document command from the Document menu. Discard All Comments, Forms And Multimedia Removes all comments, forms, form fields, and multimedia from the PDF. Discard Document Information And Metadata Removes information in the document information dictionary and all metadata streams. (Use the Save As command to restore metadata streams to a copy of the PDF.) Discard All Object Data Removes all objects from the PDF. Discard File Attachments Removes all file attachments, including attachments added to the PDF as comments. (PDF Optimizer doesn’t optimize attached files.) Discard External Cross References Removes links to other documents. Links that jump to other locations within the PDF are not removed. Discard Private Data Of Other Applications Strips information from a PDF document that is useful only to the application that created the document. This does not affect the functionality of the PDF, but it does decrease the file size. Discard Hidden Layer Content And Flatten Visible Layers Decreases file size. The optimized document looks like the original PDF but doesn’t contain layer information. Clean Up panel The options in the Clean Up panel of the PDF Optimizer remove useless items from the document. These items include elements that are obsolete or unnecessary for your intended use of the document. Removing certain elements can seriously affect the functionality of the PDF. By default, only elements that do not affect functionality are selected. If you are unsure of the implications of removing other options, use the default selections. Object Compression Options Specifies how to apply Flate compression in the file. Use Flate To Encode Streams That Are Not Encoded Applies Flate compression to all streams that aren’t encoded. In Streams That Use LZW Encoding, Use Flate Instead Applies Flate compression to all content streams and images that use LZW encoding. Discard Invalid Bookmarks Removes bookmarks that point to pages in the document that have been deleted. Discard Invalid Links Removes links that jump to invalid destinations. Discard Unreferenced Named Destinations Removes named destinations that are not being referenced internally from within the PDF document. Because this option does not check for links from other PDF files or websites, it does not fit in some workflows. Optimize Page Content Converts all end-of-line characters to space characters, which improves Flate compression. Optimize The PDF For Fast Web View Restructures a PDF document for page-at-a-time downloading (byte-serving) from web servers. Last updated 9/30/2011 329 USING ACROBAT 9 PRO EXTENDED Editing PDFs Editing text and objects Choosing a tool A common misconception about PDF documents is that they should behave like any other document that contains images and text, letting you freely move or edit items on a page. A PDF is like a snapshot of your original document. You can perform minor touch-ups, but if your PDF requires substantial revision, it’s easier to make changes to the source document and regenerate the PDF. For editing text and objects, choose from the tools in the Advanced Editing toolbar. To insert editing marks in a PDF to indicate your changes to the original document, see “Mark up text with edits” on page 167. The TouchUp Text tool lets you add to and replace existing text if the fonts used are available on the system. If the fonts aren’t available, you can change only the appearance of existing text. However, you can add new blocks of text using the TouchUp Text tool. To wrap text on a line during editing, select Enable Text Word Wrapping in the Touchup Preferences. The Typewriter tool also lets you create new text, but provides fewer options to modify new text than the TouchUp Text tool. Note: Using the TouchUp Text tool may affect how the document reflows, which can make the document less accessible to the visually impaired. The Select Object tool provides basic editing capabilities for most objects. You can modify the size, page location, and properties of images, links, fields, and multimedia objects. You can make these same changes with the tool used to create the object. To scale, rotate, flip, or clip an image or object (including text blocks), use the TouchUp Object tool. The TouchUp Object tool can also place images and change an object’s color space. If you need to edit the source file for an embedded image or object, the TouchUp Object tool can start an image-editing or object-editing application. Note: Comments—even though they have a graphic appearance—are not considered page elements and therefore cannot be selected or manipulated using the touchup tools. Editing text with the TouchUp Text tool More Help topics “Convert colors to a different color space” on page 466 Edit text You can insert or replace text only if the font used for that text is installed on your system. If the font isn’t installed on your system but is embedded or subsetted in the PDF, you can make changes only to color, word spacing, character spacing, baseline offset, or font size. Last updated 9/30/2011 330 USING ACROBAT 9 PRO EXTENDED Editing PDFs You can edit text on rotated lines in the same way as on horizontal lines, and you can edit text using vertical fonts in the same way as text using horizontal fonts. The baseline offset or shift for vertical fonts is left and right, instead of up and down for horizontal fonts. Note: Editing and saving a digitally signed PDF invalidates the signature. Edit text using the TouchUp Text tool The TouchUp Text tool works best when editing only a few characters. For more extensive editing, make changes in the original document (if available), and then recreate the PDF. If the original document is unavailable, try exporting the PDF to Word (File > Export > Microsoft Word Document). For more information, see “Convert PDFs to Word, RTF, or other text formats” on page 144. 1 Choose Tools > Advanced Editing > TouchUp Text Tool, or select the TouchUp Text tool in the Advanced Editing toolbar. 2 Click in the text you want to edit. A bounding box outlines the selectable text. If a bounding box doesn’t appear, choose Document > OCR Text Recognition > Recognize Text Using OCR. For details, see “Recognize text in scanned documents” on page 69. 3 Select the text you want to edit: • Choose Edit > Select All to select all the text in the bounding box. • Drag to select characters, spaces, words, or a line. 4 Edit the text by doing one of the following: • Type new text to replace the selected text. • Press Delete, or choose Edit > Delete to remove the text. • Choose Edit > Copy to copy the selected text. • Right-click the text and choose the appropriate option. Note: If you can’t edit the text, see “Replace custom fonts with local fonts” on page 330. 5 Click outside the selection to deselect it and start over. Replace custom fonts with local fonts Documents scanned to PDF using the ClearScan option in Acrobat can’t be edited until you replace the fonts. During the conversion to PDF, ClearScan converts the fonts in the document to custom fonts. To edit the scanned text, replace the custom fonts with fonts that you have on your computer. These fonts are also called system or local fonts. 1 Use the TouchUp Text tool to select the text you want to edit. 2 Right-click the selected text, and choose Properties. Make sure the Text tab opens. 3 Open the Font menu, and select a font below the line that closely matches the custom font. Last updated 9/30/2011 331 USING ACROBAT 9 PRO EXTENDED Editing PDFs A B Replace custom fonts (A) with local fonts (B). 4 In the Font Size menu, select a size that closely matches the custom font. 5 Leave the other properties in the Text tab as they are. Edit text attributes 1 Select the TouchUp Text tool. 2 Click in the text you want to edit. 3 Right-click the text, and choose Properties. 4 In the TouchUp Properties dialog box, click the Text tab. You can change any of the following text attributes: Font Changes the font used by the selected text to the font you specify. You can select any font installed on your system or fully embedded in the PDF document. Document fonts are listed at the top; system fonts are listed below. Font Size Changes the font size to the size (in points) that you specify. Character Spacing Inserts uniform spacing between two or more characters in selected text. Word Spacing Inserts uniform spacing between two or more words in selected text. Horizontal Scaling Specifies the proportion between the height and the width of the type. Baseline Offset Offsets the text from the baseline. The baseline is the line on which the type rests. Fill Specifies the fill color. Stroke Specifies the stroke color. Stroke Width Specifies the width of the stroke. Note: For legal reasons, you must have purchased a font and have it installed on your system to revise text using that font. Add new text You can add or insert new text into a PDF using any of the fonts installed on the system. 1 Select the TouchUp Text tool. Last updated 9/30/2011 332 USING ACROBAT 9 PRO EXTENDED Editing PDFs 2 Ctrl-click where you want to add text. 3 In the New Font dialog box, select the font and mode you want, and click OK. 4 Type the new text. 5 To change the font size and other attributes, select the text, right-click, and choose Properties. 6 To move the text block, use the TouchUp Object tool. Note: Editing and saving a digitally signed PDF invalidates the signature. More Help topics “Replace custom fonts with local fonts” on page 330 “Edit text attributes” on page 331 Add text using the Typewriter tool Use the Typewriter tool to type text anywhere on a PDF page. Organizations sometimes provide PDF versions of their paper forms without interactive form fields. The Typewriter tool provides a simple solution for filling out such forms. The Typewriter tool is like the Text Box tool, but includes a different set of default properties. Note: Reader users can use the Typewriter tool if the document author enables use of the Typewriter tool for that PDF. To enable use of the Typewriter tool, open the PDF and choose Tools > Typewriter > Enable Typewriter Tool In Adobe Reader. 1 Choose Tools > Typewriter > Show Typewriter Toolbar, and then click the Typewriter button. 2 Click where you want to type, and then begin typing. Press Enter to add a second line. Note: If a blue text box appears, double-click it to get the I-beam so you can enter text. 3 To change the text properties, select the text, and then use any of the following tools in the Typewriter toolbar: • To change the text size, click the Decrease Text Size button or the Increase Text Size button. Or choose a typeface size from the pop-up menu. • To change the line spacing (leading), click the Decrease Line Spacing button or the Increase Line Spacing button. • Choose a color from the Text Color pop-up menu. • Choose a typeface from the typeface pop-up menu. 4 To move or resize Typewriter text block, select the Select tool, click a Typewriter text block, and drag the text block or one of its corners. 5 To edit the text again, select the Typewriter tool, and then double-click the Typewriter text. Note: Editing and saving a digitally signed PDF invalidates the signature. More Help topics “Filling in forms” on page 221 Last updated 9/30/2011 333 USING ACROBAT 9 PRO EXTENDED Editing PDFs Insert special characters You can insert certain special characters (line breaks, soft hyphens, nonbreaking spaces, and em dashes) in a tagged PDF to improve the way it reflows. You can also insert these special characters in any PDF to improve the way it’s read by a screen reader or simply to edit it for general readability purposes. You do not need to have the font installed in order to insert special characters. 1 Select the TouchUp Text Tool. 2 Click where you want to insert the character, or select text to be replaced by the character. 3 Right-click the selected text or location, choose Insert and then select an option. Note: Editing and saving a digitally signed PDF invalidates the signature. More Help topics “Reflow a PDF” on page 283 “Replace custom fonts with local fonts” on page 330 Embed fonts using the TouchUp Text tool Embedding fonts ensures that your PDF uses the same fonts as the original document, no matter where you open the PDF or what fonts are installed on that system. 1 Choose Tools > Advanced Editing > TouchUp Text Tool. 2 Click the text containing the font embedding or subsetting to edit. A paragraph of text is enclosed in a bounding box. You can select text within the paragraph by dragging. 3 Right-click the text, and choose Properties. 4 In the TouchUp Properties dialog box, click the Text tab to display the font name and font properties as well as embedding and subset capabilities. 5 To see a list of all the fonts, scroll through the Font menu. Document fonts are listed first. Your system fonts are listed below the document fonts. 6 Choose a font from the Font menu, check the permissions to determine which options are available for that font, and then select an embedding option. The permissions determine which embedding options are available: Can Embed Font You can select both the Embed and Subset options. To embed the entire font rather than a subset, make sure that Subset is not selected. Can Embed Font For Print And Preview Only You can only subset-embed the font. You can embed the font for print and preview but not for editing. Cannot Embed Font Both the Embed and Subset options are unavailable. No System Font Available Both the Embed and Subset options are unavailable. Note: Editing and saving a digitally signed PDF invalidates the signature. More Help topics “Fonts” on page 113 Place an image or object 1 Choose Tools > Advanced Editing > TouchUp Object Tool . Last updated 9/30/2011 334 USING ACROBAT 9 PRO EXTENDED Editing PDFs 2 Right-click the page and choose Place Image. 3 Choose one of the following file formats: BMP, GIF, JPEG, PCX, PNG, or TIFF. 4 Select an image file, and click Open. A copy of the image file appears in the center of the page, at the same resolution as the original file. Another way to use the TouchUp Object tool is to combine content from two pages into one. See Donna Baker’s tutorial at Combining Page Content in Acrobat 9 Pro. Note: Editing and saving a digitally signed PDF invalidates the signature. Move or edit an object A selected object usually shows a bounding box. Selection handles appear when the pointer is over the object. When the pointer is over a locked object, no selection handles appear. When you select multiple objects, the last object you select becomes the anchor and appears red; the others appear blue. The anchor object remains stationary during alignment operations. To make another object in the selection the anchor object, Ctrl-click the new target object twice, once to remove the object from the selection, and once to add it back to the selection. As the last object added to the selection, it becomes the anchor object. When objects of the same type are selected and the selection covers multiple pages, you can change the appearance of the objects but not move them. When you edit a text box, the entire text box is selected. You must use the TouchUp Text tool to edit individual characters and words. Use the Select Object tool to select and move objects such as form fields and links. Use the TouchUp Object tool to select and move placed images, text blocks, and embedded objects. Note: Editing and saving a digitally signed PDF invalidates the signature. Select an object 1 Select one or more objects: • Click the object with the TouchUp Object tool • Click the object with the Select Object tool (Tools > Advanced Editing). , or with the tool you used to create the object. • Right-click the object and choose Select All from the context menu. If the Select Object tool is active and the document uses single-page layout, all objects on the current page are selected. If the document is in any other page layout, all objects in the document are selected. If a tool in the Advanced Editing toolbar is active, all objects of that type in the document are selected. • Drag to create a rectangle around the desired objects. If the Select Object tool is active, all objects within the rectangle are selected. If an Advanced Editing tool is active, press Ctrl as you drag; all objects of the tool type within the rectangle are selected. 2 (Optional) Add one or more objects to the current selection: • Ctrl-click an object. • Shift-click to add a range of objects. (The Select Object tool includes all objects when you Shift-click.) Using Shift selects all items that lie within the rectangular bounding box formed by all items in the selection (including the item that was just added). Last updated 9/30/2011 335 USING ACROBAT 9 PRO EXTENDED Editing PDFs Move an object 1 Click the object with the TouchUp Object tool , the Select Object tool , or the tool used to create the object. 2 Move the image or object: • Drag the object to the desired location. Objects cannot be dragged to a different page (you can cut and paste them to a new page instead). Shift-drag the object to constrain movement up or down, or right or left. • Right-click the image and choose an option to move the image on the page. Resize an object 1 Click the object with the TouchUp Object tool , the Select Object tool , or with the tool used to create it. 2 Drag a handle of the object. Shift-drag the handle to retain the original aspect ratio. Clip an object 1 Select the TouchUp Object tool . 2 Right-click the object, and choose Set Clip. When you hold the pointer over the selection, the clipping icon appears. 3 Drag a selection handle in the direction you want until the clip rectangle displays the results you want. 4 Click inside the selection to exit the clipping mode. Edit an object using the TouchUp Object tool 1 Choose Tools > Advanced Editing > TouchUp Object tool. 2 Select the object, right-click the selection, and choose one of the following: Place Image Embeds an image file in the PDF. Set Clip Sets a clipping region for the object, if one exists. Delete Clip Delete Clip deletes objects that are clipping the selected object. For example, if you scale text and the resulting characters are clipped, selecting this option shows you the complete characters. This option appears only if you chose Set Clip. Flip Horizontal, Flip Vertical Flip Horizontal flips the image horizontally, on the vertical axis. Flipping text blocks horizontally creates a mirror effect. Flip Vertical flips the image vertically, on the horizontal axis. Create Artifact Removes the object from the reading order so it isn’t read by a screen reader or the Read Out Loud command. Edit Image, Edit Object Starts the image editor or object editor you specify in the TouchUp preferences. Edit Image is available when a vector image is selected; Edit Object is available when a bitmap image is selected. Selecting these options removes tags from the PDF, potentially changing how the PDF reflows and affecting accessibility. For example, changing the location of an object affects the order in which that object (or its alternate text) is read by a screen reader. Rotate Clockwise, Rotate Counterclockwise, Rotate Selection Rotate Clockwise and Rotate Counterclockwise rotate the selected object ninety degrees in the indicated direction. Rotate Selection lets you rotate the selection incrementally by dragging a selection handle in the direction you choose. You must click inside the selection to exit the rotate mode. Properties Lets you edit properties for the content, tag, and text, such as adding alternate text to an image to make it accessible. Last updated 9/30/2011 336 USING ACROBAT 9 PRO EXTENDED Editing PDFs Start an image editor using the TouchUp Object tool By default, the TouchUp Object tool starts Adobe Photoshop® (if installed) to edit images and objects. To use a different editing application, specify the application in the TouchUp preferences. In the Preferences dialog box under Categories, select TouchUp, click Image Editor (for bitmap images) or Page/Object Editor (for vector images), and select the application on your hard drive. 1 Using the TouchUp Object tool, select the image or object or Shift-click to select multiple images or objects. If you change the object selection, the editing session terminates. To edit all the images and objects on the page, right-click the page, and choose Edit Page. 2 Right-click the selection, and choose Edit Image or Edit Object. (The available command depends on what is selected.) Note: If the image can’t open in Adobe Photoshop, verify that Photoshop is configured correctly. If a message asks whether to convert to ICC profiles, choose Don’t Convert. If the image window displays a checkerboard pattern when it opens, the image data could not be read. 3 Make the desired changes in the external editing application. 4 If you are working in Photoshop, flatten the image. If you change the dimensions of the image in Photoshop, the image may not align correctly in the PDF. Also, transparency information is preserved only for masks that are specified as index values in an indexed color space. 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. Important: For Photoshop, if the image is in a format supported by Photoshop 6.0 or later, your edited image is saved back into the PDF. However, if the image is in an unsupported format, Photoshop handles the image as a generic PDF image, and the edited image is saved to disk instead of back into the PDF. Setting up a presentation Defining initial view as Full Screen mode Full Screen mode is a property you can set for PDFs used for presentations. In Full Screen mode, PDF pages fill the entire screen, and the Acrobat menu bar, toolbar, and window controls are hidden. You can also set other opening views, so that your documents or collections of documents open to a consistent view. In either case, you can add page transitions to enhance the visual effect as the viewer pages through the document. To control how you navigate a PDF (for example, advancing pages automatically), use the options in the Full Screen panel of the Preferences dialog box. These preferences are specific to a system—not a PDF document—and affect all PDFs that you open on that system. Therefore, if you set up your presentation on a system you control, you can control these preferences. Last updated 9/30/2011 337 USING ACROBAT 9 PRO EXTENDED Editing PDFs Use the Full Screen button (circled) to view and navigate PDFs as a slide show. Define an initial view When a user opens your PDF document or PDF Portfolio, they see the initial view of the PDF. You can set the initial view to the magnification level, page, and page layout that you want. If your PDF is a presentation, you can set the initial view to Full Screen mode. In Acrobat Pro or Pro Extended, you can create batch sequences to change default settings for multiple documents. After you define the initial view of the PDF, you can add page transitions to selected pages or the entire document. Acrobat supports page transitions and bullet fly-ins from PowerPoint. More Help topics “View document properties” on page 347 “Set the page layout and orientation” on page 46 Define the initial view 1 Choose File > Properties. 2 In the Document Properties dialog box, click Initial View. 3 Select the options you want, and then click OK. You have to save and reopen the file to see the effects. Define the initial view as Full Screen mode When setting the initial view of a PDF to Full Screen mode, you must define how the document opens. 1 Choose File > Properties. 2 In the Document Properties dialog box, select Initial View. 3 For best results, do the following: • Choose Page Only from the Navigation Tab menu. • Choose Single Page from the Page Layout menu. Last updated 9/30/2011 338 USING ACROBAT 9 PRO EXTENDED Editing PDFs • Set Open To Page to the page on which you want to start the presentation. 4 Select Open In Full Screen Mode to open the document without the menu bar, toolbar, or window controls displayed. Click OK. (You have to save and reopen the file to see the effects.) Note: Users can exit Full Screen mode by pressing Esc if their preferences are set this way. However, in Full Screen mode, users cannot apply commands and select tools unless they know the keyboard shortcuts. You may want to set up page actions in the document to provide this functionality. Initial View options for document properties The Initial View options in the Document Properties are organized into three areas: Layout And Magnification, Window Options, and User Interface Options. Layout And Magnification Determines the appearance of the document. • Navigation Tab Determines which panels are displayed in the navigation pane. • Page Layout Determines how document pages are arranged. • Magnification Sets the zoom level the document will appear at when opened. Default uses the magnification set by the user. • 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. • Resize Window To Initial Page Adjusts the document window to fit snugly around the opening page, according to the options that you selected under Document Options. • Center Window On Screen Positions the window in the center of the screen area. • Open In Full Screen Mode Maximizes the document window and displays the document without the menu bar, toolbar, or window controls. • Show File Name Shows the filename in the title bar of the window. • Show Document Title Shows the document title in the title bar of the window. The document title is obtained from the Description panel of the Document Properties dialog box. User Interface Options Determine which parts of the interface—the menu bar, the toolbars, and the window controls—are hidden. Note: If you hide the menu bar and toolbars, users cannot apply commands and select tools unless they know the keyboard shortcuts. You may want to set up page actions that temporarily hide interface controls while the page is in view. (See “Add actions with page thumbnails” on page 319.) Add page transitions You can create an interesting effect that occurs each time a page advances by using page transitions. You can also set page transitions for a group of documents using the Batch Processing command. 1 Do one of the following: • Choose Advanced > Document Processing > Page Transitions. Last updated 9/30/2011 339 USING ACROBAT 9 PRO EXTENDED Editing PDFs • In the Pages panel, select the page thumbnails you want to apply transitions to, and choose Page Transitions from the options menu . 2 In the Set Transitions dialog box, choose a transition effect from the Transition menu. These transition effects are the same as those set in the Full Screen preferences. 3 Choose the direction in which the transition effect occurs. Available options depend on the transition. 4 Choose the speed of the transition effect. 5 Select Auto Flip, and enter the number of seconds between automatic page turning. If you do not select this option, the user turns pages using keyboard commands or the mouse. 6 Select the Page Range you want to apply transitions to. Note: If users select Ignore All Transitions in the Full Screen preferences, they do not see the page transitions. Adding multimedia Add multimedia to PDFs Adding video, sound, and interactive content transforms PDFs into multidimensional communication tools that increase interest and engagement in your documents. Acrobat Pro Extended automatically converts video to FLV files. This format ensures both high-quality viewing and compatibility across computer platforms. FLV files are also compact, so converting multimedia to this format is helps reduce the size of multimedia PDFs. All multimedia that is developed in Flash® as well as multimedia that is H.264 compliant can be played back in Adobe Reader® 9 and later. (H.264, also known as MPEG-4 part 10, is a video compression standard that provides high quality video without substantially increasing file size.) Video files of varying formats and filename extensions can be H.264 compliant. Media files in other formats can be played back in earlier versions of Adobe Reader. However, users must install the appropriate application (such as QuickTime or Windows Media Player) to play the multimedia. Another way to add multimedia is by entering a URL that refers to a video file or streaming media. Three types of URLs can be used: RTMP, HTTP, and HTTPS. Flash Media Servers (FMS) use RTMP to host FLV files and H.264-compliant media files. On HTTP and HTTPS servers, FLV files and H.264-compliant MOV and MP4 files are supported. 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. For more information on adding multimedia to PDFs, see these resources: • Video on adding multimedia: www.adobe.com/go/lrvid4201_a9 • Acrobat user community forums: acrobatusers.com/forums/aucbb/ • Articles, tips, and examples: blogs.adobe.com/pdfdevjunkie/ • Multimedia PDFs: www.createmagazine.com/file/pic/articles/pdfs/38.pdf • Creating videos in Acrobat 9: www.adobe.com/go/learn_acr_devcenter_en • Adding movies to PDF lesson packs: steveadler.net/AcroCast/AcroCast.html Last updated 9/30/2011 340 USING ACROBAT 9 PRO EXTENDED Editing PDFs • Adding multimedia to accessible PDFs: www.accessiblecontent.com/online/v1n2/index.php?view=multimedia Note: FLV video files and H.264-compliant MP4 and MOV files are supported with Flash Media Server 3.0.1. Earlier versions of FMS support FLV files only. More Help topics “View PDFs in Full Screen mode” on page 34 “About Actions” on page 318 Add multimedia files to a PDF Most multimedia file types can be converted to FLV format when you add them. These files include ASF, ASX, AVI, 3GPP, MOV, MP4, MPEG, MPG, QT, and WMV files. Mp3 audio files can also be added to a PDF for playback on any platform. Video that is H.264 compliant is not automatically converted to FLV format. 1 Open the PDF. 2 Choose Tools > Multimedia, and select the Video tool the Sound tool , or the Flash tool . 3 Drag or double-click to select the area on the page where you want the video or sound to appear. If you double-click the page, Acrobat places the upper-left corner of the video where you clicked. If you drag an area on the page, the media is placed within the area. The play area of the video is the exact size of the video frame (if Acrobat is able to read the video clip dimensions). 4 Add a URL in the Name field, or click Browse to find the media file, and then click Open. For URLs, use the full file address, including the video filename extension, such as .flv or .mp4. 5 Use the options on the Insert dialog box to change the media if needed, and then click OK. Not all of these options are available for all media types. Maintain Original H.264 Encoding If a file is H.264 compliant, this option is automatically selected. Clear this check box if you need specific features that are only available for FLV files. Another reason to clear this check box is to create a smaller file size for sending in email. Snap To Content Proportions Ensures that the play area retains the height and width ratios of the original video or interactive content. Preview And Trim To reduce the size of a video or remove unwanted frames, drag the Start and End pointers on the slider bar to the desired location. Set Poster Image From Current Frame For video files, the poster image is displayed when the video isn’t playing. Move the marker above the slider bar to the frame you want to use, and then click Set Poster Image From Current Frame. Show Advanced Options Opens the dialog for additional settings such as video quality, play back controls, and display options. The options available depends on the format of the media you are inserting as well as whether you have Acrobat Pro or Acrobat Pro Extended. Create Legacy Multimedia Content Opens the dialog box for setting media that is compatible with earlier versions of Acrobat. Legacy media can be larger than converted files and also requires additional media players to view. Adobe recommends converting video and audio files to allow play back across platforms without the need for additional multimedia players. Converted media requires Adobe Reader 9 or Acrobat 9 for play back. Users who attempt to play converted media in earlier versions of Adobe Reader or Acrobat are prompted to upgrade to Adobe Reader 9 or Acrobat 9. Last updated 9/30/2011 341 USING ACROBAT 9 PRO EXTENDED Editing PDFs If you selected Create Legacy Media in step 4, follow the next set of instructions for adding legacy and other multimedia files to a PDF. Add legacy and other multimedia files to a PDF Use these steps for adding legacy media files that you do not want to convert to FLV format. 1 Follow steps 1-4 in “Add multimedia files to a PDF.” 2 In the lower-right corner of the Insert Video dialog box, click Create Legacy Multimedia Content. 3 Select the version of Acrobat or Reader that you want the media to be compatible with. Acrobat 6.0 (And Later) Compatible Media Provides access to all options, but the user must have version 6 or later of Acrobat or Adobe Reader to play the clip. If you choose the Acrobat 6.0 Compatible Media option, you have many more choices, such as the option to embed the video and add multiple renditions. However, users with earlier versions of Acrobat must download Adobe Reader to play your clip. Acrobat 5.0 (And Earlier) Compatible Media Ensures that your clip is available to users who are using version 5.0 or earlier of Acrobat or Adobe Reader. This option requires that you select media that is playable in the QuickTime player. 4 (Optional) If you selected Acrobat 6.0 (And Later) Compatible Media, include the clip with the PDF by selecting Embed Content In Document. This option increases the file size of the PDF. 5 To display an image in the play area when the video or sound isn’t playing, select a poster option, and then click OK. After you add the video to the PDF, you can specify additional properties that determine how the clip appears and plays. Note: If an alert message tells you that no media handler is available, install the appropriate player before you add clips to the PDF. For example, install QuickTime if to embed an MOV file in a PDF. Insert video into Word, Excel, and PowerPoint files Acrobat Pro Extended adds a feature to Office that enables you to add video in FLV or SWF format to an Office document. Video that is created in other formats is converted to FLV format when it is added. After adding a video to an Office document, you can convert the document to PDF and edit the video properties if needed. 1 In the Office document, select the position where you want the video to appear. 2 Do one of the following: • In Office 2003, click the Insert Video button in the PDFMaker toolbar. • In Office 2007, click the Embed Video button in the Acrobat ribbon. 3 Click the Browse button, and then locate the video you want to include. 4 Change the video settings as needed: • For video that is not in FLV or SWF format, set a poster image by moving the slider to the desired frame. Then click Set Poster Image From Current Frame. • To determine how the playback controls are displayed, select an option from the Skin menu. • To change the display size of the video, click Resize Video, and then change the width and height. Maintain the aspect ratio for best display. 5 Click OK to convert the video (if needed), and add it to the document. Last updated 9/30/2011 342 USING ACROBAT 9 PRO EXTENDED Editing PDFs Advanced multimedia options To view advanced multimedia options when you insert video, sound, or interactive content, select Show Advanced Options in the Insert dialog box. You can also change these options after multimedia has been added to a PDF. Double-click the multimedia with the Select Object tool (Tools > Advanced Editing > Select Object Tool). Note: Video and sound quality settings can only be changed when a file is added to a PDF. Different options are available in the dialog box depending on the format of the file. Flash 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 Flash Movie SWF file developers can select this option to replace the Acrobat context menu with the context menu of the originating SWF file. When the user right-clicks the SWF file, the available options are from the originating file. Launch Settings tab Use these settings to determine how the media is started and stopped, where it is displayed, and what is displayed when the media isn’t running. • Activation Settings Select options to determine when the media is played and stopped. From the Playback Style menu, select Play Content In Floating Window to have the video or interactive content run outside the page. Content in a floating window enables users to read the page and view the video or application at the same time. • Border Width Creates a black border around the video or interactive content. For sound, the border surrounds the poster image. • Poster Image To use an image that is not part of the file you are adding, select Create Poster From File. Click Browse to find the image you want to be displayed when the video, sound, or interactive content is not activated. Resources tab Use this tab to list all files that are required to run a SWF file. When a file is displayed in the list of added files, you can click it to set the file properties. • Properties When you click a filename in the Resources list, the full filename (including the path) is displayed in the Name field. You can rename the resources to ensure that scripts run properly. Quality tab These options are only available when you add files. Quality settings are not available for FLV files and H.264-compliant files (unless you cleared the Maintain Original H.264 Encoding check box when you added the file). • Video Quality Select a setting that provides good image quality at an acceptable file size. Higher kbps (kilobits per second) generally results in better quality video, unless the originating video is of low quality. Higher video quality also results in larger file size. • Deinterlace Interlacing is used for TV output and can create some distortion (wavy or jagged horizontal lines) in media that is transferred to a computer. Select Deinterlace to help improve image quality in video that was originally created for TV. • Resize Video Use this option to resize video to reduce or enlarge the video by a percentage of the original file or by a specified pixel dimension. • Respect Aspect Ratio When resizing a video, select this option to prevent image distortion. • Encode Audio Clear this check box if you want to add video without the sound. • Audio Quality Determines how good the sound is. Many sound files are compressed; select a sound quality that is high enough without overly increasing file size. Last updated 9/30/2011 343 USING ACROBAT 9 PRO EXTENDED Editing PDFs Controls tab Use to set up which play back controls (skins) are available. • Skin Select the set of play back controls (skin) you want to be displayed on the video. • Color Click to open the color palette and choose a color for the controls. • Opacity Sets the degree of transparency for the play back controls. • Autohide controls When selected, hides the play controls when the mouse pointer is not over the multimedia. Video tab Available when you are adding a video that is not in FLV format. • Preview and Trim Drag the Start and End markers below the slider bar to remove unwanted frames from the clip. This option is only available when a video clip is first added to a PDF. • Set Poster Image From Current Frame The poster image is displayed when the video isn’t playing. Drag the marker on the top of the slider bar to the frame you want to use, and then click Set Poster Image From Current Frame. • Chapter Points Use Chapter Points to create markers in a video from which to launch specific actions. For example, in a training video, chapter points can link to additional information in a file or on the Web. To create a chapter point, move the slider to the frame you want to use. In Chapter Points, click the plus sign. To add an action, highlight the chapter point in the list and click Actions. Note: Generally, Chapter Point actions can be added only after the multimedia has been created. You can then edit the play area and add Chapter Point actions. Edit the play area 1 Select a tool by using one of these methods: • Select the Video, Sound, or Flash tool from the Multimedia Toolbar. • Choose Tools > Multimedia, and then choose the appropriate tool. • Select Tools > Advanced Editing >Select Object tool . When you move any of these tools over the play area, handles appear on the borders of the play area, even when the borders are invisible. 2 Click the play area to select it, and then do any of the following: • Move the clip by dragging its icon to a new location on the page. • Delete the clip by selecting it and pressing Delete. • Resize the clip by dragging one of the corners of the frame until it is the desired size. Hold down Shift to retain the correct proportions for video clips. Add comments to videos 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, choose Comments > Show Comment & Markup Toolbar. 2 Start the video and click Pause where you want to add a comment. 3 Select the commenting tool you want to use from the toolbar, and then click the video frame to add the comment. 4 Click Play to continue the video. View the comments that have been added by clicking the Comments button in the navigation pane. Last updated 9/30/2011 344 USING ACROBAT 9 PRO EXTENDED Editing PDFs More Help topics “Commenting and markup tools overview” on page 163 “View comments” on page 176 Create alternate renditions Multimedia that is developed in Flash can be played on any computer that has Adobe Reader 9. For multimedia in other formats, create alternate renditions or add other renditions to ensure that users can play the video clip on their systems. For example, multimedia that is added by using the Create Legacy Multimedia link in the Insert Video dialog box could have alternate renditions. Set up one rendition as a large, high-quality video file and set up another smaller, low-quality rendition for slower systems. Specify the required system settings for each rendition to play. Users can then select the rendition that best matches their system. Renditions are assigned to the Mouse Up action by default. When the user clicks, Acrobat plays the rendition. You can assign different renditions to different actions, although (in most cases) the Mouse Up action is best. 1 Using the Sound tool or the Video tool , double-click the play area. 2 On the Settings tab, click Add Rendition, choose one of the following options, and then click OK: Using A File Double-click the file you want to add to the rendition list. For example, add a low-resolution version of the video clip that contains the same content as the first rendition). The content type is selected automatically. Using A URL Type the URL, and then specify the content type. By Copying An Existing Rendition Select the rendition that you want to copy. 3 Select the rendition, and then click Edit Rendition. Specify the minimum system requirements, play back requirements, and other settings to differentiate it from other renditions. 4 Add and edit as many renditions as needed. 5 Use the arrow keys on the right side of the pop-up menu to arrange the renditions in the appropriate order. Renditions are played in the order listed, provided the rendition meets the requirements you’ve specified. 6 When you finish adding and editing renditions, click Close. Last updated 9/30/2011 345 USING ACROBAT 9 PRO EXTENDED Editing PDFs Rendition settings The Rendition Settings dialog box appears when you click Edit Rendition on the Settings tab of the Multimedia Properties dialog box. Note: Media players have different capabilities. Some rendition settings, such as player controls, are not available for some players. In such cases, you can determine whether the player may be used to play the rendition by changing the requirement settings on the Playback Requirements tab. Media Settings Use this tab to specify general properties for the video clip: • Rendition Name Enter the name for the rendition, which will appear in the list of renditions. (This name does not determine which media file is played.) • Rendition Is Accessible To JavaScript Use this option if you’re using JavaScript code that makes use of the rendition. • Media Clip Location Specify the clip by typing or navigating to it. (When you specify the clip location, Content Type is set automatically. Changing the Content Type setting may cause problems playing the media.) • Rendition Alternate Text Type a description of the rendition that may be read aloud to visually impaired viewers. • Allow Temp File Specify whether writing a temp file is allowed and when. Some media players write a temp file when they play a video clip. If you want to prevent users from easily copying the media content in a secure document, you may want to disallow the creation of temp files. However, selecting this setting may prevent the video from being played by media players that require the use of temp files. Playback Settings Use this tab to determine how the clip is played. • Keep Player Open Select whether you want the player to close after it plays the video clip, be left open indefinitely, or be left open for the number of seconds you specify. • Volume Lets you specify how loud the video is played. • Show Player Controls When selected, displays a controller bar at the bottom of the play area that lets users stop, pause, and play, provided the media player supports player controls. • Repeat Lets you replay a clip two or more times, or continuously. Last updated 9/30/2011 346 USING ACROBAT 9 PRO EXTENDED Editing PDFs • Player List Click Add to specify a player and the settings that are required, preferred, or disallowed to play the video clip. Select the name of the player, the minimum version number of the player, and the status. If you set the status of more than one player to Required, only one of the required players may be used to play the rendition. If you set the status of players to Preferred, these players are selected over nonpreferred players (but not over required players). If you set the status of players to Disallowed, they are not used to play the rendition. Playback Location Use this tab to determine whether a video clip is played in the PDF, remains hidden while played (recommended for sound clips), is played in a floating window, or is played full screen. When Floating Window is selected, you can add a title, set the window position, and let the user resize or close the window. Note that the user’s preference settings may require (or ignore) title bar text for playback. The window position is determined relative to the document window, application window, or, for dual-monitor configurations, the virtual desktop or primary desktop. You may also specify the width and height of the floating window. Click Get From Media to obtain the video clip’s dimensions, if available, and then edit as necessary. System Requirements Use this tab to choose the minimum settings for systems on which the video clip is played. For example, you can require that a user have at least a 1024-by-768 screen resolution to play the video clip. For options such as Play Dubbed Audio, you can select Either, Disabled, or Enabled. If you select Either, you defer to the settings in the user’s Multimedia panel of the Preferences dialog box. If you select Disabled or Enabled, the corresponding setting in Multimedia preferences must allow the rendition to be used. For example, if the Play Dubbed Audio option is enabled, the rendition may be used only if the Play Dubbed Audio preference option is selected. Playback Requirements Use this tab to select which attributes are required for the rendition to be played. The attributes on this tab include settings from the other tabs, letting you indicate which ones are required. For example, if you set the volume to 50% in the Playback Requirements tab, and you don’t want the rendition to be played unless this volume level can be used, make sure the Required box next to Volume is selected. Set multimedia properties for legacy media When you add legacy multimedia content to a PDF, several multimedia properties are available for compatibility with earlier versions of Acrobat. You can specify properties for Acrobat 6.0 compatible multimedia files and Acrobat 5.0 compatible multimedia files. For example, you can specify the appearance of a video play area, and whether the video plays once or continuously. The compatibility version you choose determines the features that are available to you. For example, to include alternate renditions with a multimedia file, choose Acrobat 6.0 compatibility. Set Acrobat 6.0-compatible properties 1 Select the Video tool , the Sound tool , or the Select Object tool , and then double-click the play area. 2 Click the Settings tab in the Multimedia Properties dialog box. 3 Type the title of the video in the Annotation Title box. This title does not determine which media file is played. 4 Type a description of the media file in the Alternate Text box. This description may be read aloud for visually impaired viewers. 5 To change media settings, such as showing player controls and setting the volume level, select the media clip rendition, and click Edit Rendition. (For a description of rendition settings, see “Create alternate renditions” on page 344.) Click OK to return to the Multimedia Properties dialog box. 6 To add alternate renditions, such as low-resolution files, click Add Rendition, and specify the file source for the rendition (from file, URL, or existing rendition). 7 Click the Appearance tab to select options to determine the border appearance of the play area and the poster image. Last updated 9/30/2011 347 USING ACROBAT 9 PRO EXTENDED Editing PDFs 8 Click the Actions tab to define new actions for the various mouse movements, and then click Close. Set Acrobat 5.0-compatible properties 1 Select the Sound tool or the Select Object tool , and then double-click the play area. 2 Type a name in the Title box. By default, the name of the media file appears as the title. If you create an action that refers to this media title, changing its name prevents the action from working properly. 3 To specify a different media file on a local drive, select Local File and then click Change Location; to specify a different media file located on the Internet, select URL and then type the web address in the Location box. Click Close. 4 On the Playback tab, select from the following options: Show Player Controls Displays a controller bar at the bottom of the play area. Use Floating Window Plays the media clip in a separate window. Specify the dimensions (using scale factors) of the floating window in the Size menu. Play Determines the play action of the media clip. 5 On the Appearance tab, specify the appearance of the border and poster for the play area. The poster defines the appearance of the play area when the video isn’t playing. To reduce file size (and possibly the image quality) select 256 Colors. Click Close. Document 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. 2 Click a tab in the Document Properties dialog box. More Help topics “Choosing a security method” on page 232 “Create print presets” on page 437 Document Properties Description Shows basic information about the document. The title, author, subject, and keywords may have been set by the person who created the document in the source application, such as Word or InDesign, or by the person who created the PDF. You can search for these description items to find particular documents. The Keywords section can be particularly useful for narrowing searches. Note that many search engines use the title to describe the document in their search results list. If a PDF does not have a title, the filename appears in the results list instead. A file’s title is not necessarily the same as its filename. Last updated 9/30/2011 348 USING ACROBAT 9 PRO EXTENDED Editing PDFs The Advanced area shows the PDF version, the page size, number of pages, whether the document is tagged, and if it’s enabled for Fast Web View. (The size of the first page is reported in PDFs or PDF Portfolios that contain multiple page sizes.) This information is generated automatically and cannot be modified. Security Describes what changes and functionality are allowed within the PDF. If a password, certificate, or security policy has been applied to the PDF, the method is listed here. Fonts Lists the fonts and the font types used in the original document, and the fonts, font types, and encoding used to display the original fonts. If substitute fonts are used and you aren’t satisfied with their appearance, you may want to install the original fonts on your system or ask the document creator to re-create the document with the original fonts embedded in it. Initial View (Acrobat only) Describes how the PDF appears when it’s opened. This includes the initial window size, the opening page number and magnification level, and whether bookmarks, thumbnails, the toolbar, and the menu bar are displayed. You can change any of these settings to control how the document appears the next time it is opened. You can also create JavaScript that runs when a page is viewed, a document is opened, and more. Custom (Acrobat only) Lets you add document properties to your document. Advanced Lists PDF settings, print dialog presets, and reading options for the document. In the PDF settings for Acrobat, you can set a base Uniform Resource Locator (URL) for web links in the document. Specifying a base URL makes it easy for you to manage web links to other websites. If the URL to the other site changes, you can simply edit the base URL and not have to edit each individual web link that refers to that site. The base URL is not used if a link contains a complete URL address. You can also associate a catalog index file (PDX) with the PDF. When the PDF is searched with the Search PDF window, all of the PDFs that are indexed by the specified PDX file are also searched. 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. 1 Choose File > Properties. 2 Click the Description tab, and type the author’s name, subject, and keywords. 3 (Optional) Click Additional Metadata to add other descriptive information, such as copyright information. Create document properties You can add custom document properties that store specific types of metadata, such as the version number or company name, in a PDF. Properties you create appear in the Document Properties dialog box. Properties you create must have unique names that do not appear in the other tabs in the Document Properties dialog box. 1 Choose File > Properties, and then select Custom. 2 To add a property, type the name and value, and then click Add. 3 To change the properties, do any of the following, and then click OK: • To edit a property, select it, change the Value, and then click Change. • To delete a property, select it and click Delete. Last updated 9/30/2011 349 USING ACROBAT 9 PRO EXTENDED Editing PDFs To change the name of a custom property, delete the property and create a new custom property with the name you want. Edit document metadata PDF documents created in Acrobat 5.0 or later contain document metadata in XML format. Metadata includes information about the document and its contents, such as the author’s name, keywords, and copyright information, that can be used by search utilities. The document metadata contains (but is not limited to) information that also appears in the Description tab of the Document Properties dialog box. Document metadata can be extended and modified using third-party products. The Extensible Metadata Platform (XMP) provides Adobe applications with a common XML framework that standardizes the creation, processing, and interchange of document metadata across publishing workflows. You can save and import the document metadata XML source code in XMP format, making it easy to share metadata among different documents. You can also save document metadata to a metadata template that you can reuse in Acrobat. View document metadata 1 Choose File > Properties, and click the Additional Metadata button in the Description tab. 2 Click Advanced to display all the metadata embedded in the document. (Metadata is displayed by schema—that is, in predefined groups of related information.) Display or hide the information in schemas by schema name. If a schema doesn’t have a recognized name, it is listed as Unknown. The XML name space is contained in parentheses after the schema name. 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. New properties are added, existing properties that are also specified in the new file are replaced, and existing properties that are not in the replacement file remain in the metadata. • To delete an XML schema, select it and click Delete. • To append the current metadata with metadata from a template, hold down Ctrl (Windows) or Command (Mac OS) and choose a template name from the dialog box menu in the upper right corner. Note: You must save a metadata template before you can import metadata from a template. • To replace the current metadata with a template of metadata, choose a template file (XMP) from the dialog box menu in the upper right corner. Save metadata as a template or file 1 Choose File > Properties, click the Description tab, and then click Additional Metadata. 2 Select Advanced from the list on the left. 3 Save the document metadata, and then click OK: • To save the metadata to an external file, click Save and name the file. The metadata is stored as a file in XMP format. (To use the saved metadata in another PDF, open the document and use these instructions to replace or append metadata in the document.) Last updated 9/30/2011 350 USING ACROBAT 9 PRO EXTENDED Editing PDFs • To save the metadata as a template, choose Save Metadata Template from the dialog box menu in the upper right corner, and name the file. View object data and metadata You can view the metadata information of certain objects, tags, and images within a PDF. You can edit and export metadata for Visio objects only. Use the Object Data tool to view object grouping and object data. More Help topics “Find text in multiple PDFs” on page 361 View object metadata 1 Choose Tools > Advanced Editing > TouchUp Object tool. 2 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 1 Choose Tools > Analysis > Object Data Tool. 2 Double-click an object on the page to show its metadata. The Model Tree opens and shows a hierarchical list of all structural elements. The selected object’s metadata appears as editable properties and values at the bottom of the Model Tree. The selected object is highlighted on the page. Use the Highlight Color menu at the top of the Model Tree to choose a different color. 3 To edit the metadata, type in the boxes at the bottom of the Model Tree. 4 To export object metadata, from the options menu, choose Export As XML > Whole Tree to export all objects in the Model Tree, or choose Export As XML > Current Node to export only the selected object and its children. Name and save the file. Export Visio object metadata 1 Choose Tools > Analysis > Object Data Tool. Last updated 9/30/2011 351 USING ACROBAT 9 PRO EXTENDED Editing PDFs 2 Double-click an object on the page to show its metadata. 3 From the options menu , choose one of the following: • Choose Export As XML > Whole Tree to export all objects. • Choose Export As XML > Current Node to export only the selected object and its children. 4 Name and save the file. Layers About PDF layers You can view, navigate, and print layered content in PDFs created from applications such as InDesign, AutoCAD, and Visio. You can control the display of layers using the default and initial state settings. For example, you can hide a layer containing a copyright notice whenever a document is displayed on screen, while ensuring that the layer always prints. 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 does not allow you to author layers that change visibility according to the zoom level. However, you can highlight a portion of a layer that is especially important by creating a bookmark that magnifies or hides the layer using page actions. You can also add links that let users click a visible or invisible link to navigate to or zoom in on a layer. To retain layers when you convert InDesign CS documents to PDF, make sure that Compatibility is set to Acrobat 6.0 (PDF 1.5) or higher. Additionally, make sure that Create Acrobat Layers is selected in the Export Adobe PDF dialog box. For a video on working with layers, see www.adobe.com/go/lrvid4082_a9. Show or hide layers Information can be stored on different layers of a PDF. The layers that appear in the PDF are based on the layers created in the original application. Use the Layers panel to examine layers and show or hide the content associated with each layer. Items on locked layers cannot be hidden. Some layers may be organized into nested groups with a parent layer. Other layers may be in groups with no parent layer. Note: A Lock icon in the Layers panel indicates that a layer is for information only. Locked layers can be created from AutoCAD and Visio files. Use the Layer Properties dialog box to change the visibility of a locked layer. Last updated 9/30/2011 352 USING ACROBAT 9 PRO EXTENDED Editing PDFs A B C D E Layers panel A. Eye icon indicates a displayed layer B. Locked layer C. Hidden layer D. Nested layer group E. Layer group 1 Choose View > Navigation Panels > Layers. 2 To hide a layer, click the eye icon. To show a hidden layer, click the empty box. (A layer is visible when the eye icon is present, and hidden when the eye icon is absent. This setting temporarily overrides the settings in the Layer Properties dialog box.) Note: In a nested layer group, if the parent layer is hidden, the nested layers are automatically hidden as well. If the parent layer is visible, nested layers can be made visible or hidden. 3 From the options menu , choose one of the following: List Layers For All Pages Shows every layer across every page of the document. List Layers For Visible Pages Shows layers only on the currently visible pages. Reset To Initial Visibility Resets layers to their default state. Apply Print Overrides Displays layers according to the Print settings in the Layer Properties dialog box (Prints When Visible, Never Prints, Always Prints). 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. When you edit layer properties in the Layer Properties dialog box, changes are not effective until you choose Reset To Initial Visibility in the options menu. (Changes to the layer name are the exception; they are effective immediately.) Note: You cannot save the view of a layered PDF by using the eye icon in the Layers panel to show and hide layers. When you save the file, the visibility of the layers automatically reverts to the initial visibility state. To save a different view of a layered PDF, you must change the default state of the layers in the Layer Properties dialog box. Edit layer properties You can combine the default state setting, the visibility setting, and the print setting to control when a layer is visible and when it prints. If a layer contains a watermark, for example, you may want the layer to not show on-screen but always to print and always to export to other applications. In this case you can set the default state to on, the initial visibility to never visible (the image doesn’t show on-screen), and the initial print and initial export states to always print and always export. The layer need not be listed in the Layers panel, since all the state changes are handled automatically. Last updated 9/30/2011 353 USING ACROBAT 9 PRO EXTENDED Editing PDFs Note: The settings in the Layer Properties dialog box take effect only if Allow Layer State To Be Set By User Information is selected in the Documents preferences. If it is not selected, Layer Properties dialog box settings, other than Layer Name and Default State, are ignored. 1 Click the Layers button in the navigation pane. 2 Select a layer, and choose Layer Properties from the options menu . 3 In the Layer Properties dialog box, edit the layer name or any of the following properties, and then click OK: Intent Select View to allow the layer to be turned on or off, or select Reference to keep the layer on at all times and permit editing of the properties. When the Reference Intent option is selected, the layer appears in italics. Default State Defines the initial visibility state of the layer when a document is first opened or when the initial visibility is reset. The eye icons for layers are initially shown or hidden based on this value. For example, if this value is set to off, the eye icon for a layer is hidden when the document is first opened or when Reset To Initial Visibility is chosen from the options menu. Visibility Defines the on-screen visibility of the PDF layer. You can show a layer when the document is opened, you can hide a layer when the document is opened, or you can let the default state determine whether a layer is shown or hidden when the document is opened. Print Determines whether a layer will print. Export Determines whether the layer appears in the resulting document when the PDF file is exported to an application or file format that supports layers. Any additional properties that the creator of the layered PDF has associated with a specific layer are shown in the box at the bottom of the Layer Properties dialog box. 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 While holding down the Alt key, drag the layer to the new location. Delete an empty layer group ❖ In the Layers navigation panel, select an empty layer and press Delete. Add layer navigation You can add links and destinations to layers, allowing you to change the view of a document when the user clicks a bookmark or link. Note: In general, changes to layer visibility made using the eye icon in the Layers panel are not recorded in the Navigation toolbar. Associate layer visibility with bookmarks 1 Set the required layer properties, visibility, and magnification level for the target PDF layer in the document pane. 2 Click the Bookmarks button, and choose New Bookmark from the options menu Last updated 9/30/2011 . 354 USING ACROBAT 9 PRO EXTENDED Editing PDFs 3 Select the new bookmark, and choose Properties from the options menu . 4 In the Bookmark Properties dialog box, click the Actions tab. 5 For Select Action, choose Set Layer Visibility, click Add, and then click OK. 6 Select the bookmark label in the Bookmarks panel, and name the bookmark. Associate layer visibility with a link destination 1 Set the required layer properties for the destination in the document pane. 2 Choose View > Navigation Panels > Destinations. The Destinations panel appears in a floating panel. You can add it to the other panels by dragging it to the navigation pane. If the panel is collapsed, click the Destinations button to expand it. 3 Choose New Destination from the options menu , and name the destination. 4 Select the Link tool , and drag in the document pane to create a link. (Because content is added to all layers, it doesn’t matter that you are apparently creating the link on the target layer. The link works from any layer.) 5 In the Create Link dialog box, select Custom Link and click Next. 6 Click the Appearance tab in the Link Properties dialog box, and set the appearance of the link. 7 Click the Actions tab in the Link Properties dialog box, choose Set Layer Visibility, and click Add. 8 Close the dialog boxes. You can test the link by changing the layer settings, selecting the Hand tool, and clicking the link. Import layers 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. If the target file is a multipage document, specify the Target Page Number in the Preview section of the dialog box. 4 Select one of the following import options: Create New Layer Creates a single, separate layer from the source document. Enter a name for the new layer. Add To Group Specifies the existing layer group in which to add the imported layer. This option is available only when the target PDF contains one or more existing layer groups, and when Create New Layer is selected. Add To Existing Layer Adds the content from the source document to an existing layer in the target document. Select a layer from your target document. The imported content will have the same layer properties as the existing layer in the target document. This option is available only when the target document contains layers. Copy Layers From Source Imports the layers from the source document. This option is available only when the source document contains layers. 5 Adjust the Position and Appearance settings as needed, and then click OK. Last updated 9/30/2011 355 USING ACROBAT 9 PRO EXTENDED Editing PDFs Merge or flatten layers Merged layers acquire the properties of the layer into which they are merged (the target layer). Flattening PDF layers hides any content that is not visible when the flattening operation is executed and consolidates all layers. Important: You cannot undo either a merging or a flattening operation. Merge layers 1 Click the Layers button, and select Merge Layers from the options menu . 2 In the Layers To Be Merged pane, select one or more layers, and click Add. 3 To remove a layer from the center panel, select one or more layers, and click Remove. 4 In the Target Layer To Merge Into pane, select the layer into which to merge the selected layers. Flatten layers ❖ Click the Layers button, and select Flatten Layers from the options menu . Editing layered content You can select or copy content in a layered PDF document using the Select tool or the Snapshot tool. (In Reader, the PDF must include usage rights.) In Acrobat, you can edit content using a touchup tool. These tools recognize and select any content that is visible, regardless of whether the content is on a selected layer. 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. For example, if you want to change a title and byline that appear on the same line on the first page of a document, and the title and byline are on two different visible layers, editing the content on one layer changes the content on both layers. You can add content, such as review comments, stamps, or form fields, to layered documents just as you would to any other PDF document. However, the content is not added to a specific layer, even if that layer is selected when the content is added. Rather, the content is added to the entire document. In Acrobat, you can use the Merge Files Into A Single PDF command to combine PDF documents that contain layers. The layers for each document are grouped under a separate heading in the Layers panel of the navigation pane. You expand and collapse the group by clicking the icon in the title bar for the group. More Help topics “Move or edit an object” on page 334 Processing in batches About batch sequences When you apply one or more routine sets of commands to your files, you can save time and keystrokes by using an automated batch sequence—a defined series of commands with specific settings and in a specific order that you apply in a single step. You can apply a sequence to a single document, to several documents, or to an entire collection of documents. Last updated 9/30/2011 356 USING ACROBAT 9 PRO EXTENDED Editing PDFs You can use the batch sequences provided or define your own. Batch sequences that you define appear (in alphabetical order) in the list of predefined sequences so that you can reuse them in later work sessions. For more information about using batch processing, see these online resources: • Batch OCR using Acrobat Pro: www.abanet.org/lpm/lpt/articles/att03061.shtml • Batch conversion of text files to PDF: blogs.adobe.com/acrobatforlifesciences/batch_processing/ Developers can further enhance batch processing and other robust capabilities in Acrobat by using the Acrobat Software Development Kit (SDK) to create scripts and plug-ins for their particular needs. For more information about the Acrobat SDK, see www.adobe.com/go/learn_acr_sdk_doc_en. Run a predefined batch sequence Acrobat includes several simple, predefined batch sequences that you can use to streamline your work. These batch sequences represent common tasks that you routinely perform to prepare files for distribution. You do not have to open any of the PDF files before you begin to run these batch sequences. 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 Batch Processing panel of the Preferences dialog box. If you select Do Not Ask For Password, PDFs that require passwords are not processed. 1 Choose Advanced > Document Processing > Batch Processing. 2 In the Batch Sequences dialog box, select a batch sequence, and then click the Run Sequence button. 3 In the Run Sequence Confirmation dialog box, verify that the sequence you selected is the one you want, and click OK. To prevent this dialog box from appearing in the future: In the Preferences dialog box under Batch Processing, deselect Show The Run Sequence Confirmation Dialog. 4 In the Select Files To Process dialog box, select the files that you want, and then click Select. (In Windows, these files must be in the same folder.) 5 If a message asks for additional input for a specific command in the sequence, select the options you want and click OK. 6 When the progress bar disappears, click Close. You can click Stop in the Progress dialog box to stop processing. The Progress dialog box expands to show the percentage of completion and any error or warning messages. Any files already processed are saved as defined in the batch sequence. When the Progress dialog box closes, errors are automatically written to the batch-processing error log, depending on the selections in the Batch Processing preferences. Predefined batch sequences Embed Page Thumbnails Embeds miniature images of each page for display in the Pages panel. Fast Web View Enables users to download long documents incrementally. Open All Opens all the specified files. This batch sequence creates PDFs for any input files if they are a supported file type. Print 1st Page Of All Prints only the first page of each of the PDFs in the batch sequence. The pages print on your default printer, using your current default print settings. Print All Prints all pages of the files included in the batch sequence. The files print on your default printer, using your current default print settings. Remove File Attachments Removes files that have been attached to the PDF files in the batch sequence. Save All As RTF Saves the files in Rich Text Format (RTF). Last updated 9/30/2011 357 USING ACROBAT 9 PRO EXTENDED Editing PDFs Set Security To No Changes Limits access to a PDF by setting up passwords and restricting certain features, such as editing. Modify a batch sequence You can add, rearrange, and delete commands in the batch sequence definitions to suit your work requirements. You can also edit the options for individual commands in the batch sequence or add interactive pauses at strategic points in the batch processing. Any changes you make to a predefined batch sequence are automatically saved as a part of the sequence. To restore the predefined batch sequence to its default settings, you must manually remove any changes you made to it. If you require a sequence of complex or highly customized commands, consider creating a new batch sequence. Edit a batch sequence 1 Choose Advanced > Document Processing > Batch Processing, select the batch sequence, and click Edit Sequence. 2 In the Edit Sequence dialog box, click Select Commands. 3 To modify the sequence of commands, do any of the following: • To add a command to the sequence, select it in the list on the left and click Add to move it to the list on the right. • To delete a command from the sequence, select it on the right and click Remove. • To change the order in which the commands are applied, select a command, and click Move Up or Move Down. 4 To change the options for a particular command, select the command from the list on the right, and click Edit. (The Edit button is unavailable if you select a command that has no options.) When you’re done, click OK, and then click OK to return to the Edit Batch Sequence dialog box. Note: To review the command options, expand the command display. 5 Specify which files you want to process from the Run Commands On menu by navigating to the folder or file, and then clicking Source File Options to make changes as needed. 6 From the Select Output Locations menu, choose a location option for the files that are created by the batch processing. If you choose Specific Folder, navigate to that folder. 7 Click Output Options, and specify the format to name and save the processed files, and then click OK. Last updated 9/30/2011 358 USING ACROBAT 9 PRO EXTENDED Editing PDFs Expanding the command display in the Edit Sequence dialog box Make a batch sequence interactive If your work requires that different documents use slightly different options for the same commands, you can still use batch processing to automate the work. By making a batch sequence interactive, you can set up your batch-processing definitions to have pauses between specific commands so that you can modify command options before they execute. Note: You can’t add interactivity to commands that don’t have interactive options. 1 Choose Advanced > Document Processing > Batch Processing, select the batch sequence you want to add interactivity to, and click Edit Sequence. 2 In the Batch Edit Sequence dialog box, click Select Commands. 3 On the right side of the Edit Sequence dialog box, select the Toggle Interactive Mode option that you want to provide input to during processing, and then click OK. A B C Toggle Interactive Mode A. Interactive mode is not available. B. Interactive mode is available but not selected. C. Interactive mode is selected. Create a new batch sequence 1 Choose Advanced > Document Processing > Batch Processing. 2 Click New Sequence. 3 Type a descriptive name for your sequence in the Name Sequence dialog box and click OK. Last updated 9/30/2011 for the commands 359 USING ACROBAT 9 PRO EXTENDED Editing PDFs 4 In the Batch Edit Sequence dialog box, click Select Commands. 5 Select a command on the left side of the Edit Sequence dialog box and click Add. 6 Click Edit to change the settings for the selected command. 7 Repeat steps 5–6 to add and edit additional commands. Use the Move Up and Move Down buttons to rearrange the commands in the order you want, and then click OK. 8 In the Edit Batch Sequence dialog box, choose the settings you want from the menus. 9 Click Output Options, select the options you want to include, and then click OK. Automate password entry for a batch sequence Before you batch process PDFs that are encrypted or password protected, you can set your digital ID to enter the required password automatically. 1 Choose Advanced > Security Settings. 2 Select Digital IDs from the left. 3 Select an ID from the list on the right and then select the following: Login Logs in using the specified digital ID. Type the password and click OK. Logout Logs out the specified digital ID when you run a sequence. More Help topics “About digital IDs” on page 250 Last updated 9/30/2011 360 Chapter 12: Searching and indexing You have lots of control and lots of possibilities for running effective and efficient searches in Adobe® Acrobat® 9 Pro Extended. A search can be broad or narrow, including many different kinds of data and covering multiple Adobe PDFs. If you work with large numbers of related PDFs, you can define them as a catalog, which generates a PDF index for the PDFs. Searching the PDF index—instead of the PDFs themselves—dramatically speeds up searches. Searching PDFs Search features overview You run searches to find specific items in PDFs. You can run a simple search, looking for a search term within in a single file, or you can run a more complex search, looking for various kinds of data in one or more PDFs. You can run a search using either the Search window or the Find toolbar. In either case, Acrobat searches the PDF body text, layers, form fields, and digital signatures. You can also include bookmarks and comments in the search. The Search window offers more options and more kinds of searches than the Find toolbar. When you use the Search window, object data and image XIF (extended image file format) metadata are also searched. For searches across multiple PDFs, Acrobat also looks at document properties and XMP metadata, and it searches indexed structure tags when searching a PDF index. If some of the PDFs you search have attached PDFs, you can include the attachments in the search. Note: PDFs can have multiple layers. If the search results include an occurrence on a hidden layer, selecting that occurrence displays an alert that asks if you want to make that layer visible. More Help topics “Show or hide layers” on page 351 “Examine a PDF for hidden content” on page 255 “Search and redact words” on page 257 Access the search features Where you start your search depends on the type of search you want to run. Use the Find toolbar for a quick search of the current PDF. Use the Search window to look for words or document properties across multiple PDFs, use advanced search options, and search PDF indexes. Last updated 9/30/2011 361 USING ACROBAT 9 PRO EXTENDED Searching and indexing Display the Find toolbar ❖ By default, the Find toolbar is already open. If it is closed, you can open it by choosing Edit > Find. Open the Search window ❖ Do one of the following: • Choose Edit > Search. • 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. Arrange the PDF document window and Search window ❖ In the Search window, click Arrange Windows. Acrobat resizes and arranges the two windows side by side so that together they almost fill the entire screen. Note: Clicking the Arrange Windows button a second time resizes the document window but leaves the Search window unchanged. If you want to make the Search window larger or smaller, drag the corner or edge, as you would to resize any window on your operating system. Find text in a PDF The Find toolbar searches the currently open PDF. 1 Type the text you want to search for in the text box on the Find toolbar. 2 (Optional) Click the arrow next to the text box and choose one or more of the following: Whole Words Only Finds only occurrences of the complete word you type in the text box. For example, if you search for the word stick, the words tick and sticky aren’t found. Case-Sensitive Finds only occurrences of the words that match the capitalization you type. For example, if you search for the word Web, the words web and WEB aren’t found. Include Bookmarks Also searches the text in the Bookmarks panel. Include Comments Also searches the text of any comments. 3 Press Enter. Acrobat jumps to the first instance of the search term, which appears highlighted. 4 Press Enter repeatedly to go to the next instances 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. Note: If documents are encrypted (have security applied to them), you cannot search them as part of a multiple-document search. Open those documents first and search them one at a time. However, documents encrypted as Adobe Digital Editions are an exception and can be searched as part of a multiple-document search. 1 Open Acrobat on your desktop (not in a web browser). 2 Do one of the following. • In the Find toolbar, type the search text, and then choose Open Full Acrobat Search from the pop-up menu. Last updated 9/30/2011 362 USING ACROBAT 9 PRO EXTENDED Searching and indexing • In the Search window, type the search text. 3 In the Search window, select All PDF Documents In. From the pop-up menu directly below this option, choose Browse For Location. 4 Select the location, either on your computer or on a network, and click OK. 5 To specify additional search criteria, click Use Advanced Search Options, and specify the options. 6 Click Search. During a search, you can click a result or use keyboard shortcuts to navigate the results without interrupting the search. Clicking the Stop button under the search-progress bar cancels further searching and limits the results to the occurrences already found. It doesn’t close the Search window or delete the Results list. To see more results, run a new search. Search a PDF Portfolio In a PDF Portfolio, you can search component PDF files as well as several other file types. Windows users can search Microsoft Office documents (such as .doc, .xls, and .ppt), AutoCAD drawing file formats (.dwg and .dwf), HTML files, and Rich Text Format (.rtf) files. Mac OS users can search Microsoft Word (.doc), HTML, and .rtf files. Note: To enable Microsoft and AutoCAD file searches, the IFilters appropriate to the file types must be installed. IFilters are typically installed with their applications, but can also be downloaded from product websites. 1 Open the PDF Portfolio in Acrobat on your desktop (not in a web browser). 2 In the Search box on the PDF Portfolio toolbar, type the search text. 3 To specify additional search criteria, open the pop-up menu, and specify the options. The search results show all files where the text was found. For PDF files, expand the list to see the results in context. Click a search result to go to the location of the text in the PDF. For other types of files, click Open to open and search the file. More Help topics “About PDF Portfolios” on page 115 “View and edit components of a PDF Portfolio” on page 117 Review search results After you run a search from the Search window, the results appear in page order, nested under the names of each searched document. Each item listed includes a few words of context (if applicable) and an icon that indicates the type of occurrence. Jump to a specific instance in the search results (single PDFs only) 1 If necessary, expand the search results. Then select an instance in the results to view it in the PDF. 2 To view other instances, do any of the following: • Click another instance in the results. • Choose Edit > Search Results, and then choose Next Result or Previous Result. Last updated 9/30/2011 363 USING ACROBAT 9 PRO EXTENDED Searching and indexing Sort instances in the search results ❖ Select an option from the Sort By menu near the bottom of the Search window. Results can be sorted by Relevance Ranking, Date Modified, Filename, or Location. Icons shown with search results The icon next to an instance of the search results indicates the search area in which the instance appears. Selecting an icon has the following effect: Document icon Makes the document active in the document window. Expand the list to show the individual search results within that document. 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. (General) Search Result icon Non-PDF Search Result icon [ ] In non-PDF files, opens the file; or if opening of that file type is restricted, opens a message dialog box. Bookmark icon Opens the Bookmarks panel and highlights the instances of the search terms. Comments icon Opens the Comments panel and highlights the instances of the search terms. Layer icon May open a message indicating that the layer is hidden and asking if you want to make it visible. Attachment icon Opens a file that is attached to the searched parent PDF and shows the highlighted instances of the search terms. Advanced Search Options By default, the Search window displays basic search options. Click Use Advanced Search Options near the bottom of the window to display additional options. To restore the basic options, click Use Basic Search Options near the bottom of the window. You can set a preference so that advanced search options always appear in the Search window. In the Preferences dialog box under Categories, select Search. Return Results Containing Restricts your search results according to the option you choose: • Match Exact Word Or Phrase Searches for the entire string of characters, including spaces, in the same order in which they appear in the text box. • Match Any Of The Words Searches for any instances of at least one of the words typed. For example, if you search for each of, the results include any instances in which one or both of the two words appear: each, of, each of, or of each. • Match All Of The Words Searches for instances that contain all your search words, but not necessarily in the order you type them. Available only for a search of multiple PDFs or index definition files. • Boolean Query Uses the Boolean operators that you type with the search words into the What Word Or Phrase Would You Like To Search For box. Available only for searching multiple PDFs or PDF indexes. Note: You cannot run wildcard searches using asterisks (*) or question marks (?) when searching PDF indexes. Look In Restricts the search to the current PDF, all of a currently open PDF Portfolio (if applicable), an index, or a location on your computer. If you choose to search an index, a location, or a PDF Portfolio, additional options appear under Use These Additional Criteria. Last updated 9/30/2011 364 USING ACROBAT 9 PRO EXTENDED 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. For example, a search for opening finds instances of open, opened, opens, and openly. This option applies to single words and phrases when you search the current PDF, a folder, or an index created with Acrobat 6.0 or later. Wildcard characters (*, ?) aren’t permitted in stemming searches. Stemming isn’t available if either Whole Words Only or Case-Sensitive is selected. • Include Bookmarks Searches the text of any bookmarks, as viewed in the Bookmarks panel. • Include Comments Searches the text of any comments added to the PDF, as viewed in the Comments panel. • Include Attachments Searches files that are attached to the current PDF or other attached PDFs (up to two levels deep). Use These Additional Criteria (document properties) Appears only for searches across multiple PDFs or PDF indexes. You can select multiple property-modifier-value combinations and apply them to searches. This setting does not apply to non-PDF files inside PDF Portfolios. Note: You can search by document properties alone by using document property options in combination with a search for specific text. • Check box Applies the criteria set in the three connected options to the search. (The check box is selected automatically when you enter information in any of the three options for that set. After you enter options, deselecting the check box doesn’t clear the entries; they just aren’t applied to the search.) • First menu (property) Indicates the document characteristic to search for. The available options include Date Created, Date Modified, Author, Title, Subject, Filename, Keywords, Bookmarks, Comments, JPEG Images, XMP Metadata, and Object Data. • Second menu (modifier) Indicates the level of matching. If the first menu selection is a date, the available options in the second menu are Is Exactly, Is Before, Is After, Is Not. Otherwise, the available options are Contains and Does Not Contain. • Third box (value or text) Indicates the information to be matched, which you type in. If the first menu selection is a date, you can click the arrow to open a calendar that you can navigate to find and select the date you want. Boolean operators Commonly used Boolean operators include the following: AND Use between two words to find documents that contain both terms, in any order. For example, type paris AND france to identify documents that contain both paris and france. Searches with AND and no other Boolean operators produce the same results as selecting the All Of The Words option. NOT Use before a search term to exclude any documents that contain that term. For example, type NOT kentucky to find all documents that don’t contain the word kentucky. Or, type paris NOT kentucky to find all documents that contain the word paris but not the word kentucky. OR Use to search for all instances of either term. For example, type email OR e-mail to find all documents with occurrences of either spelling. Searches with OR and no other Boolean operators produce the same results as selecting the Any Of The Words option. ^ (exclusive OR) Use to search for all instances that have either term but not both. For example, type cat ^ dog to find all documents with occurrences of either cat or dog but not both cat and dog. Last updated 9/30/2011 365 USING ACROBAT 9 PRO EXTENDED Searching and indexing ( ) Use parentheses to specify the order of evaluation of terms. For example, type white AND (whale OR ahab) to find all documents that contain either white and whale or white and ahab. (The query processor performs an OR query on whale and ahab and then performs an AND query on those results with white. To learn more about Boolean queries, syntax, and other Boolean operators that you can use in your searches, refer to any standard text, website, or other resource with complete Boolean information. 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. In Mac OS, indexes created with some older versions of Acrobat are not compatible with the Acrobat 9 Search feature. If you have upgraded recently, update the index before using Acrobat 9 to search. 1 Choose Edit > Search. 2 Type the search text, and then click Use Advanced Search Options. 3 For Look In, choose Select Index. 4 Select an index from the list, or click Add and add an index. Repeat as needed. Note: To read file data about a selected index, click Info. To exclude an index from the search, select it and click Remove. 5 Click OK to close the Index Selection dialog box, and then choose Currently Selected Indexes from the Look In menu. 6 Proceed with your search as usual. Note: Selecting the Match Whole Word Only option when searching indexes significantly reduces the time taken to return results. More Help topics “Creating PDF indexes” on page 366 Search features preferences In the Preferences dialog box under Categories, select Search. Ignore Asian Character Width Finds both half-width and full-width instances of the Asian language characters in the search text. Ignore Diacritics And Accents Finds the search terms with any variation of the alphabetical characters. For example, typing cafe finds both cafe and café. Likewise, typing café finds both versions. If this option isn’t selected, typing cafe doesn’t find café, and vice versa. Always Use Advanced Search Options Makes the advanced options available in the Search window, in addition to the basic options. Show Document Title In Search Results Displays document titles in search results. If a document does not have a title, displays the filename. When unselected, displays filenames in search results. Enable Search Highlights From External Highlight Server Enables highlighted search results when using an external server, such as a web-based search mechanism. Last updated 9/30/2011 366 USING ACROBAT 9 PRO EXTENDED Searching and indexing Maximum Number Of Documents Returned In Results Limits the search results in the Search PDF window to a specific number of documents. The default value is 500, but you can enter any number from 1 to 10,000. Range Of Words For Proximity Searches Limits the search results to those in which the number of words between the search terms isn’t greater than the number you specify. Accepts a range from 1 to 10,000. Enable Fast Find Generates a cache of information from any PDF that you search. This cache reduces subsequent search times for that PDF. Maximum Cache Size Limits the temporary cache of search information for the Fast Find option to the specified size in megabytes (between 5 and 100,000). The default setting is 100. Purge Cache Contents Deletes the Fast Find option’s entire temporary cache of search information. 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. For more information on using indexes for faster PDF searches, see Seneca Design & Training tips at w.ww.senecadesign.com/designgeek/acrobat.html. Add an index to a PDF 1 With the document open in Acrobat, choose Advanced > Document Processing > Manage Embedded Index. 2 In the Manage Embedded Index dialog box, click Embed Index. 3 Read the messages that appear, and click OK. Note: In Outlook and Lotus Notes, you have the option of embedding an index when you convert email messages or folders to PDF. This is especially recommended for folders containing many email messages. Update or remove the embedded index in a PDF 1 Choose Advanced > Document Processing > Manage Embedded Index. 2 Click either Update Index or Remove Index. About the Catalog feature You can define a specific group of PDFs as a catalog and create a unified index for that entire collection of documents. When users search the cataloged PDFs for specific information, the index makes the search process much faster. When you distribute or publish the collection on a CD or website, you can include the index with the PDFs. You can catalog documents written in Roman, Chinese, Japanese, or Korean characters. The items you can catalog include the document text, comments, bookmarks, form fields, tags, object and document metadata, attachments, document information, digital signatures, image XIF (extended image file format) metadata, and custom document properties. Last updated 9/30/2011 367 USING ACROBAT 9 PRO EXTENDED Searching and indexing Preparing PDFs for indexing Begin by creating a folder to contain the PDFs you want to index. All PDFs should be complete in both content and electronic features, such as links, bookmarks, and form fields. If the files to be indexed include scanned documents, make sure that the text is searchable. Break long documents into smaller, chapter-sized files, to improve search performance. You can also add information to a file’s document properties to improve the file’s searchability. Before you index a document collection, it’s essential that you set up the document structure on the disk drive or network server volume and verify cross-platform filenames. Filenames may become truncated and hard to retrieve in a cross-platform search. To prevent this problem, consider these guidelines: • Rename files, folders, and indexes using the MS-DOS file-naming convention (eight characters or fewer followed by a three-character file extension), particularly if you plan to deliver the document collection and index on an ISO 9660-formatted CD-ROM disc. • 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. • If you use Mac OS with an OS/2 LAN server, configure IBM® LAN Server Macintosh (LSM) to enforce MS-DOS file-naming conventions, or index only FAT (File Allocation Table) volumes. (HPFS [High Performance File System] volumes may contain long unretrievable filenames.) If the document structure includes subfolders that you don’t want indexed, you can exclude them during the indexing process. Adding metadata to document properties To make a PDF easier to search, you can add file information, called metadata, to the document properties. (You can see the properties for the currently open PDF by choosing File > Properties, and clicking the Description tab.) (Windows) You can also enter and read the data properties information from the desktop. Right-click the document in Windows Explorer, choose Properties, and click the PDF tab. Any information you type or edit in this dialog box also appears in the Document Properties Description when you open the file. When adding data for document properties, consider the following recommendations: • Use a good descriptive title in the Title field. The filename of the document should appear in the Search Results dialog box. • Always use the same option (field) for similar information. For example, don’t add an important term to the Subject option for some documents and to the Keywords option for others. • Use a single, consistent term for the same information. For example, don’t use biology for some documents and life sciences for others. • Use the Author option to identify the group responsible for the document. For example, the author of a hiring policy document might be the Human Resources department. • If you use document part numbers, add them as keywords. For example, adding doc#=m234 in Keywords could indicate a specific document in a series of several hundred documents on a particular subject. • Use the Subject or Keywords option, either alone or together, to categorize documents by type. For example, you might use status report as a Subject entry and monthly or weekly as a Keywords entry for a single document. Last updated 9/30/2011 368 USING ACROBAT 9 PRO EXTENDED Searching and indexing If you already have specialized training in Adobe PDF, you can define custom data fields, such as Document Type, Document Number, and Document Identifier, when you create the index. This is recommended only for advanced users and is not covered in Acrobat Complete Help. Create an index for a collection When you build a new index, Acrobat creates a file with the .pdx extension and a new support folder, which contains one or more files with .idx extensions. The IDX files contain the index entries. All of these files must be available to users who want to search the index. Dialog boxes for the index-creation process 1 Choose Advanced > Document Processing > Full Text Index With Catalog, and then click New Index. 2 In Index Title, type a name for the index file. 3 In Index Description, type a few words about the type of index or its purpose. 4 Click Options, select any advanced options you want to apply to your index, and click OK. 5 Under Include These Directories, click Add, select a folder containing some or all of the PDF files to be indexed, and click OK. To add more folders, repeat this step. Note: Any folder nested under an included folder will also be included in the indexing process. You can add folders from multiple servers or disk drives, as long as you do not plan to move the index or any items in the document collection. 6 Under Exclude These Subdirectories, click Add, and select any nested folder that contains PDF files you do not want to be indexed. Click OK and repeat, as needed. 7 Review your selections. To make changes to the list of folders to be included or excluded, select the folder you want to change and click Remove. 8 Click Build, and then specify the location for the index file. Click Save, and then: • Click Close when the indexing finishes. • Click Stop to cancel the indexing process. Note: If you stop the indexing, you cannot resume the same indexing session but you don’t have to redo the work. The options and folder selections remain intact. You can click Open Index select the partially finished index, and revise it. If long path names are truncated in the Include These Directories And Exclude These Subdirectories options, hold the pointer over each ellipsis (...) until a tool tip appears, displaying the complete path of the included or excluded folder. More Help topics “Catalog preferences” on page 370 Last updated 9/30/2011 369 USING ACROBAT 9 PRO EXTENDED Searching and indexing Indexing Options dialog box Do Not Include Numbers Select this option to exclude all numbers that appear in the document text from the index. Excluding numbers can significantly reduce the size of an index, making searches faster. Add IDs To Adobe PDF v1.0 Files Select this option if your collection includes PDFs created before Acrobat 2.0, which did not automatically add identification numbers. ID numbers are needed when long Mac OS filenames are shortened as they are translated into MS-DOS filenames. Acrobat 2.0 and later versions automatically add identifiers. Do Not Warn For Changed Documents When Searching When this option is not selected, a message appears when you search documents that have changed since the most recent index build. 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. For example, if you enter the custom property Document Name and choose the string property from the Type menu, a user searching the index can then search within the custom property by selecting Document Name from the Use These Additional Criteria menu. Note: When you create custom fields in a Microsoft Office application in which the Convert Document Information option is selected in the PDFMaker application, the fields transfer over to any PDFs you create. XMP Fields Use this option to include custom XMP fields. The custom XMP fields are indexed and appear in the additional criteria pop-up menus to be searchable in the selected indexes. Stop Words Use to exclude specific words (500 maximum) from the index search results. Type the word, click Add, and repeat as needed. Excluding words can make the index 10% to 15% smaller. A stop word can contain up to 128 characters and is case sensitive. Note: To prevent users from trying to search phrases that contain these words, list words that aren’t indexed in the Catalog Read Me file. Structure Tags Use this option to make specific leaf-element tag nodes searchable in documents that have a tagged logical structure. Note: The Custom Properties, Stop Words, and Tags settings apply to the current index only. To apply these settings globally to any index you create, you can change the default settings for custom fields, stop words, and tags in the Catalog panel of the Preferences dialog box. Catalog Readme files It is often a good idea to create a separate Readme file and put it in the folder with the index. This Readme file can give people details about your index, such as: • The kind of documents indexed. • The search options supported. • The person to contact or a phone number to call with questions. • A list of numbers or words that are excluded from the index. • A list of the folders containing documents included in a LAN-based index, or a list of the documents included in a disk-based index. You might also include a brief description of the contents of each folder or document. • A list of the v