Adobe Acrobat 8 Professional User Guide 8.0 Pro En

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USER GUIDE
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Adobe® Acrobat® 8 Professional for Windows® and Mac OS
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iii
Contents
Chapter 1: Before you begin
Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Using Adobe Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
What’s new . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Chapter 2: Workspace
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Work area basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Customizing the work area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Viewing PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Adjusting PDF views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Grids, guides, and measurements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Saving PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Maintaining the software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Non-English languages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Chapter 3: Creating PDFs
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Overview of creating PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Creating simple PDFs with Acrobat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Using the Adobe PDF printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Creating PDFs with PDFMaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Application-specific features of PDFMaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Converting web pages to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Creating PDFs with Acrobat Distiller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Adobe PDF conversion settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Chapter 4: Combining PDF content
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Combining files into PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Adding unifying page elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Rearranging pages in a PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Chapter 5: Exporting PDFs
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Exporting PDFs to other file formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Reusing PDF content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
iv
Chapter 6: Review and comment
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Preparing for a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Starting and managing a review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Participating in a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Tracking PDF reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Managing comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Importing and exporting comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Approval workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Chapter 7: Forms
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Forms basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Filling in PDF forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Submitting forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Planning a PDF form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Creating and editing forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Laying out new form fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
Form fields behaviors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Setting action buttons in Acrobat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Distributing forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Publishing interactive web forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Collecting and managing form data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Chapter 8: Security
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
Opening restricted documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Removing sensitive content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Creating or obtaining digital IDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Sharing and managing certificates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
Directory servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Securing PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Security policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Chapter 9: Digital signatures
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Digital signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Signing PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278
Validating signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Chapter 10: Accessibility, tags, and reflow
Accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
Checking the accessibility of PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Reading PDFs with reflow and accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Creating accessible PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
v
Making existing PDFs accessible . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Editing document structure with the Content and Tags tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Chapter 11: Editing PDFs
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Page thumbnails and bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Links and attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331
Actions and scripting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336
Converted web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Articles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Optimizing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
Editing text and objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
Setting up a presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
Document properties and metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
Processing in batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Chapter 12: Searching and indexing
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368
Searching PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369
Creating PDF indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
Chapter 13: Movies, sounds, and 3D models
Movies and sounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
Adding 3D models to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Interacting with 3D models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388
Chapter 14: Color management
Understanding color management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Keeping colors consistent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404
Color-managing imported images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
Color-managing documents for online viewing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Proofing colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410
Color-managing documents when printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412
Working with color profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414
Color settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Chapter 15: Printing
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
Basic printing tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
Other ways to print PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Printing custom sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 432
Advanced print settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433
Printing color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439
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Chapter 16: Print production tools
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444
Tools for high-end output . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445
Trapping color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446
Previewing output . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454
Color conversion and ink management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458
Printer marks, cropping, and hairlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463
Transparency flattening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465
Chapter 17: Preflight
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472
Analyzing documents for print readiness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
Viewing preflight results, objects, and resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
Preflight reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
Advanced inspections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
Preflight profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
Additional checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 488
Correcting problem areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 493
PDF/X- and PDF/A-compliant files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497
Automating document analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 499
Output intents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 500
Chapter 18: JDF instructions
Job definition format (JDF) files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 502
Submitting print jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 509
Chapter 19: Adobe Version Cue
Using Adobe Version Cue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512
Working with Version Cue projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515
Working with files in Version Cue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 520
Disconnecting from projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526
Deleting files, folders, and projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 527
Version Cue versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 529
Editing and synchronizing offline files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 531
The Version Cue Administration utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533
Creating, editing, and managing projects in Version Cue Administration . . . . . . . . . . . . . . . . . . 538
Working with users and privileges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 545
Viewing logs, reports, and workspace information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548
Version Cue PDF reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 549
Chapter 20: Keyboard shortcuts
Keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 554
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 561
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Chapter 1: Before you begin
Installation
Requirements
To review complete system requirements and recommendations for your Adobe® software, see the Read Me file
included with your software.
Install the software
1 Close any other Adobe applications open on your computer.
2 Insert the installation disc into the disc drive, and follow the on-screen instructions.
Note: For more information, see the Read Me file included with your software.
Activate the software
Adobe software may include license management technology to ensure compliance with the product license
agreement. When present, this technology prompts you to verify the license of your product within 30 days after you
first use it. Verification is mandatory.
You may be prompted to activate the software. The verification process doesn’t collect, transmit, or use any infor-
mation about the identity of users. For more information on this topic, see the Read Me file on your installation disc,
or visit the Adobe website at www.adobe.com/go/activation.
1 If the Activation dialog box isnt already open, choose Help > Activation > Activate.
2 Follow the on-screen instructions.
Note: Ifyouwanttoinstallthesoftwareonadifferentcomputer,youmustfirstdeactivatethesoftwareonyourcomputer:
Choose Help > Activation > Deactivate.
Register
Register your product to receive complimentary installation support, notifications of updates, and other services.
To register, follow the on-screen 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.
Read Me
The installation disc contains the Read Me file for your software. (This file is also copied to the application folder
during product installation.) Open the file to read important information about the following topics:
System requirements
Installation
Registration
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Electronic licensing
Legal notices
Using Adobe Help
Adobe Help resources
Documentation for your Adobe software is available in a variety of formats.
In-product and LiveDocs Help
In-product Help provides access to all documentation and instructional content available at the time the software
ships. It is available through the Help menu in your Adobe software.
LiveDocs Help includes all the content from in-product Help, plus updates and links to additional instructional
content available on the web. For some products, you can also add comments to the topics in LiveDocs Help. Find
LiveDocs Help for your product in the Adobe Help Resource Center, at www.adobe.com/go/documentation.
Most versions of in-product and LiveDocs Help let you search across the Help systems of multiple products. Topics
may also contain links to relevant content on the web or to topics in the Help of another product.
Think of Help, both in the product and on the web, as a hub for accessing additional content and communities of
users. The most complete and up-to-date version of Help is always on the web.
How To topics
The How To topics provide a brief overview of the most common tasks. If you need more information, click the link
at the bottom of the How To topic to view the related Help topic.
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PDF documentation
The in-product Help is also available as an Adobe PDF that is optimized for printing. Other documents, such as
installation guides and white papers, may also be provided as PDFs.
All PDF documentation is available through the Adobe Help Resource Center, at www.adobe.com/go/documen-
tation. To see the PDF documentation included with your software, look in the Documents folder on the installation
or content DVD.
Printed documentation
Printed editions of the in-product Help may be available for purchase in the Adobe Store, at
www.adobe.com/go/store. You can also find books published by Adobe publishing partners in the Adobe Store.
A printed workflow guide is included with all Adobe Creative Suite® 3 products, and stand-alone Adobe products
may include a printed getting started guide.
Note: Printed documentation is not available in all languages.
Using Help in the product
In-product Help isavailablethrough theHelpmenu.AfteryoustarttheAdobeHelpViewer,youcanaccessHelp for
additional Adobe products installed on your computer. Topics may contain links to additional content on the web.
If
t
you search for a phrase, such as shape tool,” enclose it in quotation marks to see only those topics that include all
he words in the phrase (applies to roman language versions of the software).
Accessibility features
Adobe Help content is accessible to people with disabilities—such as mobility impairments, blindness, and low
vision. In-product Help supports these standard accessibility features:
The user can change text size with standard context menu commands (Microsoft® Windows®) and standard menu
commands (Apple Mac OS).
Links are underlined for easy recognition.
If link text doesn’t match the title of the destination, the title is referenced in the Title attribute of the Anchor tag.
For example, the Previous and Next links include the titles of the previous and next topics.
Content supports high-contrast mode.
Images without captions include alternate text.
Each frame has a title to indicate its purpose.
Standard HTML tags define content structure for screen reading or text-to-speech tools.
Style sheets control formatting, so there are no embedded fonts.
Keyboard shortcuts for Help toolbar controls (Windows)
Back button Alt+Left Arrow
Forward button Alt+Right Arrow
Print Ctrl+P
About button Ctrl+I
Help For menu Alt+Down Arrow or Alt+Up Arrow to view Help for another application
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Keyboard shortcuts for Help navigation (Windows)
To move between panes, press Ctrl+Tab (forward) and Shift+Ctrl+Tab (backward).
To move through and outline links in a pane, press Tab (forward) or Shift+Tab (backward).
To activate an outlined link, press Enter.
To change text size, press Ctrl/Command+plus sign (+) or Ctrl/Command+minus sign (-).
Resources
Adobe Video Workshop
Adobe Creative Suite 3 Video Workshop offers over 200 training videos covering a wide range of subjects for print,
web, and video professionals.
You can use Adobe Video Workshop to learn about any Creative Suite 3 product. Many videos show you how to use
Adobe applications together.
Note: Adobe Video Workshop is not available in all languages.
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When you start Adobe Video Workshop, you choose the products you want to learn and the subjects you want to
view. You can see details about each video to focus and direct your learning.
Community of presenters
With this release, Adobe Systems invited the community of its users to share their expertise and insights. Adobe and
lynda.com present tutorials, tips, and tricks from leading designers and developers such as Joseph Lowery, Katrin
Eismann, and Chris Georgenes. You can see and hear Adobe experts such as Lynn Grillo, Greg Rewis, and Russell
Brown. In all, over 30 product experts share their knowledge.
Tutorials and source files
Adobe Video Workshop includes training for novices and experienced users. You’ll also find videos on new features
and key techniques. Each video covers a single subject and typically runs about 3-5 minutes. Most videos come with
an illustrated tutorial and source files, so you can print detailed steps and try the tutorial on your own.
Using Adobe Video Workshop
Youcan access AdobeVideoWorkshop usingtheDVDincludedwithyourCreativeSuite 3product.Itsalsoavailable
online at www.adobe.com/go/learn_videotutorials. Adobe will regularly add new videos to the online Video
Workshop, so check in to see whats new.
Acrobat videos
Adobe Video Workshop covers a wide range of subjects for Adobe Acrobat®, including these:
Setting up the workspace and taskbars
Combining files into a PDF
Converting PDFs
Modifying PDFs
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Adding comments to PDFs
Working with shared reviews
Reviewing and summarizing comments
Adding security to forms
Collaborating in real time with Adobe Acrobat Connect™
Preflighting files
Printing documents
To access Adobe Creative Suite 3 video tutorials, visit Adobe Video Workshop at
www.adobe.com/go/learn_videotutorials.
Note: Adobe Video Workshop is not available in all languages.
Extras
You have access to a wide variety of resources that will help you make the most of your Adobe software. Some of
these resources are installed on your computer during the setup process; additional content is included on the instal-
lation or content disc, if applicable. Unique extras are also offered online by the Adobe Exchange community, at
www.adobe.com/go/exchange.
Installed resources
During software installation, a number of resources are placed in your application folder. To view those files, navigate
to the application folder on your computer.
Disc content
The disc included with your product may contain additional resources for use with the software, such as presets,
plug-ins, a PDF version of the Help, technical information, and other documents.
Adobe Exchange
For more free content, visit www.adobe.com/go/exchange, an online community where users download and share
thousands of free actions, extensions, plug-ins, and other content for use with Adobe products.
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Adobe Design Center
Adobe Design Center offers articles, inspiration, and instruction from industry experts, top designers, and Adobe
publishing partners. New content is added monthly.
You can find hundreds of tutorials for design products and learn tips and techniques through videos, HTML
tutorials, and sample book chapters.
New ideas are the heart of Think Tank, Dialog Box, and Gallery:
ThinkTankarticlesconsiderhowtodaysdesignersengagewithtechnology andwhattheirexperiencesmeanfor
design, design tools, and society.
In Dialog Box, experts share new ideas in motion graphics and digital design.
The Gallery showcases how artists communicate design in motion.
Visit Adobe Design Center at www.adobe.com/designcenter.
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Adobe Developer Center
Adobe Developer Center provides samples, tutorials, articles, and community resources for developers who build
rich Internet applications, websites, mobile content, and other projects using Adobe products. The Developer Center
also contains resources for developers who develop plug-ins for Adobe products.
In addition to sample code and tutorials, you'll find RSS feeds, online seminars, SDKs, scripting guides, and other
technical resources.
Visit Adobe Developer Center at www.adobe.com/go/developer.
Customer support
VisittheAdobeSupportwebsite,at www.adobe.com/support, to find troubleshooting information for your product
and to learn about free and paid technical support options. Follow the Training link for access to Adobe Press books,
a variety of training resources, Adobe software certification programs, and more.
Downloads
Visit www.adobe.com/go/downloads to find free updates, tryouts, and other useful software. In addition, the Adobe
Store (at www.adobe.com/go/store) provides access to thousands of plug-ins from third-party developers, helping
you to automate tasks, customize workflows, create specialized professional effects, and more.
Adobe Labs
Adobe 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
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Forums, wiki-based content, and other collaborative resources to help you interact with like-minded developers
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, which the Adobe
development teams use to create software that meets the needs and expectations of the community.
Visit Adobe Labs at www.adobe.com/go/labs.
User communities
User communities feature forums, blogs, and other avenues for users to share technologies, tools, and information.
Users can ask questions and find out how others are getting the most out of their software. User-to-user forums are
available in English, French, German, and Japanese; blogs are posted in a wide range of languages.
To participate in forums or blogs, visit www.adobe.com/communities.
What’s new
Viewing, navigating, and searching
Getting Started window At a glance, see the main features of Adobe® Acroba8 Professional and click links to start
tasks or learn more about features. See “Start in the Getting Started window” on page 19.
Maximized work area View PDFs in a new visual design for the work area, navigation pane, and toolbars. User
interface elements have been removed to maximize space. See “View the work area” on page 15.
Customizable toolbars Easily hide or show individual tools by right-clicking/Control-clicking a toolbar, or use the
More Tools dialog box to customize toolbars. See “Display and arrange toolbars” on page 20.
Search enhancements Find words or use advanced search tools, all from the same integrated toolbar. View search
results in a floating, resizable panel. Search documents in a PDF package. See “Search features overview” on
page 369.
Embedded PDF search index Embed a search index for a specific file directly within the PDF to speed up searching.
See “Create and manage an index in a PDF” on page 375.
PDF creation, assembly, and editing
PDF from a blank page Create a blank PDF page and type text onto the page. Format text using formatting controls.
Lock the document so that it cant be edited. See “Create a PDF from a blank page” on page 62.
PDF packages Assemble PDF files (including PDF forms) and non-PDF files into a single package. Files arent
modified when packaged, so signatures and security options stay intact. Documents within a package are viewed in
the same window. Easily add, delete, or extract documents from the package. Search and print the current or selected
document, or all documents within the package. See “About PDF packages” on page 119.
Combined files user interface Combine files into a single PDF with concatenated pages, or assemble files into a PDF
package. Choose simple options to control the size of the resulting PDF. See “Combining different types of files” on
page 119.
Mail merge to PDF within Microsoft® Word Convert Word mail merge documents to PDF and send them out by
email. See “Create PDFs from Word mail merges” on page 80.
Microsoft Excel worksheet enhancements (Windows) Select and order worksheets for conversion. Convert all links
and bookmarks. Create PDF/A-compliant files. See “Application-specific PDFMaker settings” on page 85.
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Microsoft PowerPoint presentation enhancements (Windows) Convert overlapping shapes and images, action
buttons, action settings, and speaker notes. Convert backgrounds to a separate, nonprinting layer. Create PDF/A-
compliant files. See “Application-specific PDFMaker settings” on page 85.
Email conversion enhancements Convert an email message or a complete mail folder to PDF from Lotus Notes.
Create PDF packages of email from both Microsoft Outlook and Lotus Notes. In Outlook on Windows, convert
email archives to PDF packages and automatically archive email on a schedule. See “Convert email messages to PDFs
(Windows)” on page 77, “Migrate old Outlook PDF archives to PDF packages (Windows)” on page 79, and “Set up
automatic email archiving (Windows)” on page 79.
Scanning enhancements Scan to PDF or PDF/A from a broader range of scanners. Add metadata while scanning.
Optimize a scanned PDF. See “Scan a paper document to PDF” on page 63.
PDF/A-compliant files Create PDF/A-compliant files when scanning paper documents and when creating PDFs
from Word, Microsoft Excel, Microsoft PowerPoint, Adobe Acrobat Distiller, and the Acrobat Preflight tool.
Bates numbering Apply identifying labels to a batch of related documents—typically legal documents associated
withacourtcase.Batesnumberingappearsas aheaderorfooteroneachpageofeachPDFin thebatch.See Adda
Bates numbering header or footer” on page 128.
Document examination Inspect PDFs for metadata, annotations, attachments, hidden data, form fields, hidden
layers, or bookmarks. Remove some or all of the information. See “Examine a PDF for hidden content” on page 248.
Headers, footers, watermarks, and backgrounds Save header, footer, watermark, and background options as named
settings for reuse. Remove or update existing headers, footers, watermarks, and backgrounds. Shrink content to
accommodate headers and footers. Preview changes in real time. Set underline text. See “Add and edit headers and
footers” on page 125.
Review and commenting
Acrobat Connect meetings Access the real-time, web-based collaboration capabilities of Acrobat Connect (sold
separately). Click the Start Meeting button to escalate from a document review to real-time communication with
others over the Internet. Acrobat Connect uses Adobe Flash® CS3 Professional and a personal meeting room for
screen sharing, audio and video conferencing, whiteboarding, and more. When you first click the Start Meeting
button, you can create a free trial account. Each subsequent time, you go directly to your Acrobat Connect personal
meeting room. (Acrobat Connect is not available in all languages.) See “Meetings” on page 160.
Shared reviews Initiate a review where comments are stored on a central server, allowing all participants to see
comments in real time. No extra server software is needed. Shared reviews work with a folder on a network server,
a Windows SharePoint workspace, or a web folder on a web server. Comments are automatically retrieved, even if
Reader isntrunningandcouldbeaddedevenwhenyou aredisconnectedfromthenetwork.Notificationsalertusers
that there are new comments. Comments from reviewers outside the firewall can be merged into the shared review,
and you can enable Reader users to participate in reviews. See “Start a shared review” on page 157.
Review Tracker Provides details about all active reviews. For shared reviews, details include the number of
comments from a reviewer, the review deadline, server status, unread reviews, and a summary of updated shared
reviews. See “Tracking PDF reviews” on page 165.
Commenting and markup enhancements View and accurately place callout and cloud markups as you apply them.
The callout leader automatically moves as you position the callout. Selected comments are highlighted for easier
visibility when zoomed out. Rotate stamps and select all tools from a single, integrated toolbar. See “Commenting
on page 168.
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User Guide
Forms
Simple forms creation (Windows) Use a wizard to create PDF forms from templates, existing electronic documents,
paper forms, or spreadsheet data. Customize forms with contact information and logos. Edit in Adobe LiveCycle®
Designer. See “Creating and editing forms” on page 212.
PDF background artwork Import a PDF as background artwork on a form in LiveCycle Designer. Add form fields
on top of the background. See LiveCycle Designer Help.
Forms Tracker Track the forms you initiate or fill out. See “About Forms Tracker” on page 243.
Export and compile form data Aggregate returned forms into a PDF package. Export the form data to a spreadsheet.
See “Submitting forms” on page 205 and “Export records from a PDF data set” on page 242.
Form field recognition Automatically recognize form fields on noninteractive PDF documents and convert them to
interactive fields that can be filled electronically. See “Creating new forms” on page 212.
Reader-enabled rights Enable Reader 7 and 8 users to fill in, digitally sign, and locally save forms and other PDFs.
See “Enable Reader users to save form data” on page 213.
Digital signatures
Roaming IDs Enroll in a signing service where the server holds your private key. Authenticate to the server from
Acrobat and allow the document to be signed with your credentials stored on the server. See “Set up a roaming ID
account” on page 255.
Signature preview mode and conformance checker Before signing, view the document content as it will appear after
eliminating transparency, scripts, fonts, and other dynamic content that can alter a documents appearance. Acrobat
automatically runs the Document Integrity Checker, which now includes checking for Qualified Signatures
conformance before entering signature preview mode. See “Sign in Preview Document mode” on page 280.
Certificate enhancements Predetermine the signing certificate. Configure the chain model for certificate validation.
See “Sharing and managing certificates” on page 258.
Seed values Specify which choices a user can make when signing a document. See “Customizing signature
properties using seed values” on page 277.
Signatures in Reader Allow Reader users to draw a signature field. See “Before you certify a PDF” on page 281.
Architecture, engineering, and construction
Batch conversion/direct conversion From Autodesk AutoCAD, convert multiple AutoCAD files to multiple PDFs.
Convert AutoCAD files to PDF with improved speed. See “Convert AutoCAD files to PDF (Windows)” on page 83.
DWG/DWF support 2D Measurement tool enhancements Measurement is recalculated if start or end points move.
Measurements snap to lines, intersections, or corners. See “Measure the height, width, or area of objectson page 43.
Legal
Redaction tools Mark text, images, and sensitive areas for redaction. Permanently apply redaction. Modify the
appearance of redaction marks, including color and codes. See “Redact sensitive content” on page 249.
Search and redact From within the Search feature, mark some or all search results for redaction. See “Search and
redact words” on page 250.
Bates numbering Apply identifying labels to a batch of related documents—typically legal documents associated
withacourtcase.Batesnumberingappearsas aheaderorfooteroneachpageofeachPDFin thebatch.See Adda
Bates numbering header or footer” on page 128.
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Creative professional
Color management improvements In Adobe Creative Suite, synchronize settings for on-screen color across the
applications with a single click. See “Synchronize color settings across Adobe applications” on page 406.
Shared transparency flattener presets Define flattener presets in one Adobe application, such as Acrobat, and then
easily share those swatches with other applications, such as Adobe Illustrator® and Adobe InDesign®. See “Create a
flattener preset” on page 470.
Preflight Locate, modify, or remove PDF elements using customizable fixup profiles. Create an inventory of PDF
content, including Extensible Metadata Platform (XMP) metadata. Perform advanced inspections on Cos objects
and fonts. Convert to and validate PDF/X-4 and PDF/A files. Edit droplet settings for automated preflight inspec-
tions. See “Correcting problem areas” on page 493 and “Advanced inspections” on page 482.
Booklet printing Print pages as a simple booklet, such as 2-up, saddle-stitched. See “Print a booklet” on page 429.
Metadata in documents and objects Maintain and access document and object-level metadata. See “Document
properties and metadata” on page 356.
TouchUp Object tool enhancement See and change the color space of a selected object. Scale, rotate, or clip an
object. See “Move or edit an object” on page 351.
Additional new features
FIPS mode Version 8.1 of Acrobat provides a FIPS mode to restrict data protection to Federal Information
Processing Standard (FIPS) 140-2 approved algorithms using the RSABSAFE Crypto-C 2.0 encryption module with
FIPS 140-2 validation certificate 608. See “Securing PDFs in FIPS mode (Windows)” on page 264.
Microsoft Windows Vista™ support Version 8.1 of Acrobat supports Windows Vista.
Installing Acrobat on 64-bit versions of Windows Version 8.1 of Acrobat supports the 64-bit versions of Microsoft
Windows XP and Windows Vista.
Version Cue 2.0 Manage files and versions as a single user or in a small workgroup. Integrate with Adobe Bridge to
manage files for your Creative Suite projects. See “Adobe Version Cue” on page 512.
Digital Editions Read and organize eBooks and other publications with Adobe® Digital Editions (a separate
product). When you first click the Digital Editions menu item, you can download and install the Adobe Digital
Editions software. After installation, choose Digital Editions to go directly to your Adobe Digital Editions bookshelf.
See “Adobe Digital Editions” on page 53.
Printing over the Internet Print documents to a FedEx Kinkos office in the United States. See “Print over the
Internet” on page 425.
2D Measurement tool enhancements Measurement is recalculated if start or end points move. Measurements snap
to lines, intersections, or corners. See “Measure the height, width, or area of objects” on page 43.
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Chapter 2: Workspace
As you get acquainted with Adobe® Acrobat® 8 Professional, make setting up your Acrobat work environment a
priority. The more you learn about its potential, the better you can take advantage of its features, tools, and options.
Theres much more to the application than you see at first glance. Acrobat has hidden tools, preferences, and options
that can enhance your experience and give you greater control over how your work area is arranged and displayed.
Quickstart
Customize the work area
You can change the work area to suit your needs.
To change the toolbars that appear, choose View > Toolbars, and select the desired toolbars.
To change the navigation pane view, click one of the buttons to the left of the navigation pane.
To customize the display colors for page background and document text, choose Edit > Preferences > Accessi-
bility.
To set the default zoom level and page layout, choose Edit > Preferences > Page Display.
See also
Customizing the work area” on page 19
Move a toolbar
Sometoolbars,suchasthe Taskstoolbar,appearinthe toolbararea.Others,suchastheComment&Markup toolbar,
open as floating toolbars.
To move a toolbar, drag the grabber bar at the left edge of the toolbar:
Drag a toolbar to a new location in the toolbar area.
Drag a toolbar out of the toolbar area to create a floating toolbar.
Drag a floating toolbar into the toolbar area.
See also
“Display and arrange toolbars” on page 20
Add tools and toolbars
You can customize Acrobat to display the tools and toolbars you use most often.
Right-click/Control-click a toolbar and do any of the following:
Select the buttons you want to display.
Choose Hide Toolbars and select the toolbars you want to hide.
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Choose More Tools, and select the toolbars and buttons you want to display.
See also
Show and hide toolbar elements” on page 22
Change the look of a tool or object
You can easily change the properties for many tools and objects, including comments, form fields, and bookmarks.
1 Right-click/Control-click the tool or object you want to change.
2 Choose Properties or Tool Default Properties.
3 Set the desired properties.
To apply an object’s settings to all subsequent objects of the same type, right-click/Control-click the object and
choose Make Current Properties Default or Use Current Properties As New Defaults.
See also
“Review properties for tools and objects” on page 22
Change viewing mode
To give you more space for reading a document, you can change the viewing mode.
Choose View > Reading Mode or Full Screen Mode.
In Reading mode, toolbars and the navigation pane are hidden but the menu bar is present. In Full Screen mode,
everything but the document is hidden. To exit from Full Screen mode, press Esc.
See also
“View PDFs in Full Screen mode” on page 30
View PDFs in a package
An Adobe PDF package opens with a list of the PDFs it contains and a PDF package navigation bar.
Open the package and do any of the following:
To view a PDF, select it from the PDF list or click Open Next or Open Previous .
To change the position of the PDF list, click one of the list position icons.
To access package-related commands, click Options and choose the desired command.
See also
“View, sort, and search components in a PDF package” on page 27
View attachments
A PDF may have other PDFs attached to it, either as single files or a PDF package. When you open a PDF containing
attachments, the Attachment panel opens automatically.
Double-click the desired PDF. The attachment opens in a new window.
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If the attachment is a PDF package, the first PDF in the package opens along with a list of all PDFs in the package.
Click a PDF to view it.
See also
“PDFs with file attachments” on page 30
Reduce PDF file size
Reducing the size of PDFs improves their performance—particularly when they’re being accessed on the web.
1 Choose Document > Reduce File Size.
2 Select the version compatibility you need, and click OK.
3 Specify a filename and location, and click Save.
If youre certain that all your users use Acrobat 8 or Adobe Reader 8, limiting compatibility to the latest version can
further reduce file size.
See also
“Reduce file size by saving” on page 47
Locate PDFs in the Organizer
TheOrganizer helpsyou quicklylocatePDFsyouvepreviouslyopenedandPDFsyouveorganizedintocollections
or favorites.
1 Choose File > Organizer > Open Organizer.
2 Click in the categories pane on the left to locate PDFs.
All PDFs found are listed in the files pane. After you locate a PDF, you can use the buttons at the top of the Organizer
to work with the file.
See also
Organizer window overview” on page 47
Work area basics
View the work area
Acrobat 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 Acrobat work area includes a document pane that displays PDFs and a navigation pane ontheleftsidethathelps
you browse through the current PDF. Toolbars near the top of the window provide other controls that you can use
to work with PDFs.
Note: Openingcertaintypesof PDFscauses specializedpartsoftheworkareatoappear: thedocumentmessagebarand
PDF package navigation features. For other types of PDFs, these areas are not seen and not available.
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See also
“Document message bar” on page 18
“Navigation areas for PDF packages” on page 18
View the work area for PDFs open in the application
1 Click the Acrobat icon on the desktop, or use the Start menu (Windows) or Finder (Mac OS) to start the Acrobat
application.
2 Choose File > Open, navigate to and select any PDF on your computer, and click Open.
A
B
D
Acrobat window
A. Menu bar B. Toolbars C. Navigation pane (Bookmarks panel displayed) D. Document pane
View the work area for PDFs open in a web browser
1 Open a web browser application.
2 Do one of the following:
Select a PDF anywhere on the Internet and open it.
Choose File > Open (or Open File). If necessary, choose PDF or All Files in the pop-up menu for the type of file.
Then navigate to and select any PDF on your computer or local network, and click Open.
3 Identify items in the work area.
C
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A
B
CD
PDF open within a web browser
A. Web browser application menu bar and buttons B. Acrobat toolbars C. Navigation pane (Bookmarks panel displayed) D. Document
pane
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 cant use certain features, contact its author or owner.
If adocumentissettoopeninFullScreenmode,the toolbar,commandbar,menubar,andwindowcontrolsarenot
visible. You can quit Full Screen mode by pressing the Esc key if your preferences are set this way, or by pressing
Ctrl+L/Command+L.
See also
“Defining initial view as Full Screen mode” on page 353
“Navigation areas for PDF packages” on page 18
Open secured PDFs” on page 247
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.
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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/Command+spacebar.
When you release the keys, Acrobat reverts to the previously active tool.
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, or a PDF with special rights or security restrictions. The document
message bar appears immediately below the toolbar area, and can be hidden or shown by clicking its button on
the left side of the work area.
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, and blue for certified or secure PDFs.
Document message bar for a form
See also
“Filling in PDF forms” on page 201
Commenting” on page 168
Navigation areas for PDF packages
When you open a PDF package, two unique areas appear:
PDF package navigation bar Located immediately below the toolbars area. Look here for the Cover Sheet
button , buttons that hide or set the orientation of the list of component documents, buttons for moving to the
next or previous component document, and an Options menu with commands for viewing, editing, and using the
PDF package.
List of component documents Bydefault, locatedbetweenthePDF packagenavigationbarandthedocumentpane,
but can be hidden or displayed vertically, to the left of the navigation pane. Selecting a component file in the list
opens it in the document pane.
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D
E
A cB
Navigation areas for PDF packages
A. Cover Sheet button B. PDF list display options C. Open Previous button, currently displayed PDF filename, Open Next button D. PDF
package navigation bar E. List of component PDFs (shown vertically)
See also
About PDF packages” on page 119
“View, sort, and search components in a PDF package” on page 27
Start in the Getting Started window
The Getting Started window opens by default when you start Acrobat. The home page in this window contains links
that open additional pages. All Getting Started pages include buttons and links that start specific tasks or display
topics in the full Acrobat Help system (which you are reading now).
You can open or close the Getting Started window, or simply let it remain open behind or beside the Acrobat work area.
Start a task from the Getting Started window
1 On the Getting Started home page, select a task group, such as Create PDF or Review & Comment.
2 Start a task or view a Help topic:
Click an action text link or button to initiate a task.
Click an information text link or button to open full Acrobat Help to the related Help topic.
Ifyoudecidetotryadifferenttaskgroup,clickHomeintheupper-left cornertoreturn totheGetting Startedhomepage.
Reopen and reset the Getting Started window
1 Choose Help > Getting Started With Adobe Acrobat®.
2 Deselect the Do Not Show At Startup option in the upper-right corner.
Customizing the work area
Displaying menus
Ordinarily, its a good idea to keep the Acrobat menus visible so that they are available as you work. It is possible to
hide them,usingtheView>MenuBarcommand.However,theonlywaytodisplayandusethem againisbypressing
F9/Shift+Command+M.
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Acrobat also has numerous context-sensitive menus. These menus appear when you right-click/Control-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/Control-click the toolbar area, that
context menu displays the same commands as the View > Toolbars menu.
Note: The Acrobat 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
toolbarincludesbuttonsforchanginghowmanypagesyoucansee at atimeinthe documentwindow.TheComment
& 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.
B
A
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
Buttons in the Tasks toolbar behave somewhat differently from other toolbar buttons. Each of these buttons is
associated with a menu of commands. Click the arrow to t
on t
he right of the button name to open the menu. For
example, click the arrow next to the Start Meeting butt o display a menu of commands related to Adobe
Acrobat Connect meetings.
Po
ed
Toolba
sition the pointer over a tool to see a description of the tool. Position the pointer over the grabber bar on the left
ge of a toolbar to see its name. All tools are identified by name in the More Tools dialog box (Tools > Customize
rs).
See also
Customizing the work area” on page 19
“Displaying menus” on page 19
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,ifyouarenotaddingreviewcommentstoaPDF,theresnoneedtohavetheComment&Markuptoolbaropen.
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Whenyouneedeasyaccesstoatoolbar thatishiddenbydefault,youcanopenit.This toolbarappearsas afloating
panel, which you can move or dock in the toolbar area.
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.
Show or hide toolbars
To o pen a to ol bar, ch oos e Vi ew > To olb ar s > [ 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/Control-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.
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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.
About the Properties toolbar
The Properties toolbar looks like any other toolbar and can be moved, docked, or floated in the same way. It also
contains buttons and can be hidden or displayed by choosing it by name from the View > Toolbars menu.
The buttons in the Properties toolbar display properties of the currently selected tool or object. Unlike buttons in
most toolbars, the buttons in the Properties toolbar cant be hidden. Also, many of the buttons merely display infor-
mation, so you cannot use them to make changes to the PDF.
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/Control-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/Control-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
Thedefaultviewshowslabelsforsometoolbarbuttons.Youcanshowlabelsforallbuttonstohelpyouasyoulearn
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.
YoucanusetheProperties toolbartochangemanyofthesettingsthatappearthere.Afewitemsonlyprovideinfor-
mation and cannot be edited.
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Likealltoolbars, thePropertiestoolbarcanfloator bedockedin thetoolbararea.ThePropertiestoolbarisdifferent
in that it doesn’t contain tools and cant be customized to hide options.
1 Do one of the following:
Choose View > Toolbars > Properties Bar.
Right-click/Control-click the toolbar area, and choose Properties Bar from the context menu.
2 Select the object or tool that you want to review.
3 Change properties for the selected item, as desired.
If
obj
you want to change object properties other than those listed in the Properties toolbar, right-click/Control-click the
ect, and choose Properties.
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
provideeasyaccesstovariouspanels,suchasthePagespanelbutton an
unava
dtheBookmarkspanelbutton .When
Acrobat is open but empty (no PDF is open), the navigation pane is ilable.
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
canhideorclosepanelsyoudontneed andopenthe ones youdo.Youcan alsoadjustthewidth ofthenavigationpane.
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
anypanel toeithervertical orhorizontalby dragging thebuttonforthatpanel,whichappearsontheleftsideofthe
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.
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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 aselectedsetofpanelbuttonsappearsontheleftside of theworkarea.Otherpanelsareincludedin
theViewmenuandmayopenasfloatingpanelsratherthaninthe navigation pane.However,youcandockthe 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.
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-right corner. The commands available in these menu 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.
Click Options to open the menu.
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Viewing PDF pages
Open a PDF
You can open a PDF from within the Acrobat application, from the desktop, or from within certain other applica-
tions.
Open a PDF in the application
Start Acrobat and do one of the following:
Choose File > Open, or click the Open button i
sually
n the toolbar. In the Open dialog box, select one or more
filenames, and click Open. PDF documents u have the extension .pdf.
(Windows) Choose File > [a previously opened PDF].
(Mac OS) Choose File > Open Recent File > [a previously opened PDF].
FromeithertheFile>Organizersubmenu or theOrganizerbuttonmenuontheFiletoolbar,chooseCollections
> [collection name] > [PDF filename].
From the File menu or the Organizer button menu on the File toolbar, choose 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, the application places a button for each open document on the Windows taskbar. You
can click this button to move between open documents.
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, either by double-clicking the PDF icon or right-
clicking/Control-clicking and choosing Open.
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
ive, so you
Previous Page b
ge nu
uttons appear on the Page Navigation toolbar. The text
box next to them is also interact can type a pa mber 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.
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See also
“Retrace your viewing path” on page 29
Adjust page magnification” on page 37
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.
ThePageNavigationtoolbar opensbydefault.The defaulttoolbar containsfrequentlyusedtools: theNextPage ,
by
PreviousPage ,a
the T
ndPage Number.Likealltoolbars,the Page Navigationtoolbarcanbehidden andreopened
choosing it on oolbars menu under the View menu. You can display additional tools on the Page Navigation
toolbar by right-clicking/Control-clicking the toolbar and choosing an individual tool, Show All Tools, or More
Tools and then selecting and deselecting tools in the dialog box.
See also
About bookmarks” on page 327
About page thumbnails” on page 324
Set the page layout and orientation” on page 40
Move through a PDF
Do one of the following:
Click the Previous Page or Next Page button on the toolbar.
Choose View > Go To > [location].
Choose View > Go To > Page, and then type the page number in the Go To Page dialog box.
Press the Page Up and Page Down keys.
Jump to a specific page
Do one of the following:
Drag the vertical scroll bar until the page appears in the small pop-up display.
Type the page number to replace the one currently displayed in the Page Navigation toolbar, and press Enter or
Return.
Note: If thedocumentpagenumbersaredifferentfrom theactualpagepositioninthe PDFfile,thepagespositionwithin
thefileappearsinparenthesesafter theassignedpagenumberinthePageNavigationtoolbar.Forexample,ifyouassign
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 138 and “Preferences for viewing PDFs” on page 33.
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.
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A
C
B
Bookmarks panel
A. Bookmarks button B. Expanded bookmark C. Click to display bookmark Options menu.
1 Click the Bookmarks button, or choose View > Navigation Panels > Bookmarks.
2 To jump to a topic, click the bookmark. Click the plus (+) or minus (-) sign to expand or collapse the bookmark
contents.
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 on the Options menu.
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.
View, sort, and search components in a PDF package
Both Adobe Reader users and Acrobat users can view, sort, and search component files in a PDF package.
Note: You can dramatically increase the speed of searches by creating an embedded index when you create a PDF
package.
See also
Searching PDFs” on page 369
Creating PDF indexes” on page 375
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View component PDFs in a PDF package
ThePDF packagenavigationbarcontainsbuttonsthatcontrolthevisibilityand placementofthelistofcomponent
files. If the list is hidden, the View Top button or View Left button will make the list visible either horizontally or
vertically adjacent to the document pane.
1 Open the PDF package in Acrobat.
2 In the PDF package navigation bar, select the View Left o
t a
r View Top button , as
bu
needed, so that you can
see the list of component PDFs.
3 Select the PDF you want to read. Or, use the Open Nex nd Open Previous ttons to review the
component PDFs one by one.
Sort the components of a PDF package
Because the data categories are shown in columns in View Top mode, use that view to complete this procedure.
1 In the PDF package navigation bar, select the View Top button , if necessary, so that you can see the list of
component PDFs and the categories bar across the top of the list.
2 Do any of the following:
Click a category name. Click it a second time to reverse the order between Ascending and Descending.
In the PDF package navigation bar, choose Options > Sort By > [category name].
Right-click/Control-click a PDF in the list or anywhere in the categories bar and choose Sort By > [category name].
Right-click/Control-click a PDF in the list or anywhere in the categories bar and choose Package Properties. Then
choose options in the Sort By and Sort Order menus. (This sets the default sorting for the PDF package.)
Note: Unless you change the default sorting for the PDF package, the sorting remains in place for only the current session
or until you change the sorting again. The next time you open the PDF package, it will appear in the default sorting order.
Search component PDFs in a PDF package
1 Choose Edit > Search, or choose Open Full Acrobat Search on the Find toolbar pop-up menu.
2 Select which PDFs to search. You can search only the currently open document, several documents that you select,
or all the PDFs in the package.
3 Enter the search text and select other options for searching, as usual.
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.
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Retrace your viewing path
You can find PDF pages that you viewed earlier by retracing your viewing path. Its 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.
Retrace your path in a PDF
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 a
tion to
nd Go To Next View button
the
available in the toolbar area by
right-clicking/Control-clicking the Page Naviga olbar and choosing them on context menu, or choosing Show
All Tools.
Retrace your path through multiple PDFs
Choose View > Go To > Previous Document or Next Document. These commands open the other PDF
documents if the documents are closed.
Note: If Acrobatisopeninawebbrowser,youcanusethewebbrowsersBackandForwardoptions as usualtoretrace
your steps.
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 when and
whether you want to view documents in this viewing mode.
1 Choose Edit > Preferences (Windows) or Acrobat> Preferences (Mac OS).
2 Select Documents under Categories.
3 Choose an option for View Documents In PDF/A: Never, Always, 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.
Note: Unless a link was created in Acrobat using the Link tool, you must have the Automatically Detect URLs From Text
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.
.
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See also
“Links and attachments” on page 331
“Multimedia preferences” on page 381
PDFs with file attachments
IfyouopenaPDFthathas oneormoreattachedfiles,the Attachmentspanelautomaticallyopens,listing theattached
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.
See also
Open, save, or delete an attachment” on page 335
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.
See also
“Preferences for viewing PDFs” on page 33
Setting up a presentation” on page 353
Set the Full Screen navigation bar preference
1 Choose Edit > Preferences.
2 Under Categories, select Full Screen.
3 Select Show Navigation Bar.
4 Select View > Full Screen Mode.
The Full Screen navigation bar contains Previous Page , Ne
.
xt Page , and Close Full Screen View buttons,
which appear in the lower left corner of the work area
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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 may appear 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.
To change the magnification, press Ctrl+0/Command+0 for Fit Page view, Ctrl+1/Command+1 for actual size,
Ctrl+2/Command+2 for Fit Width view, or Ctrl+3/Command+3 for Fit Visible view.
Y
to
ou can show a Full Screen tool on
n Mode
the Page Display toolbar by right-clicking/Control-clicking the Page Display
olbar and choosing Full Scree . Then, you can click the Full Screen tool to switch to Full Screen mode.
Close Full Screen mode
Do one of the following:
Press Ctrl+L/Command+L.
Press Esc. (Escape Key Exits must be selected in the Full Screen preferences. This is the default setting.)
Viewing PDFs in a web browser
You can view PDFs in a supported web browser, or you can set your Acrobat 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.)
Important: (Mac OS) If you have Adobe Reader installed on your system and subsequently install Acrobat, Safari
continues to use Adobe Reader to open PDFs in your browser. To reconfigure Safari to use Acrobat, you must quit Safari
and all versions of Acrobat or Adobe Reader, start Acrobat, and then start Safari while Acrobat is running.
Internet preferences
To open the Internet preferences, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and
select Internet under Categories.
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 versions of Adobe Reader and Acrobat,
you can select which application and which version to use.
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.
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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.
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.
See also
Articles” on page 340
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/Return or click in the article.
To scroll backward through the article one pane at a time, Shift-click in the article, or press Shift+Return.
To go to the beginning of the article, Ctrl-click/Option-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/Shift+Option-click the page or press Enter/Return.
The previous page view is restored.
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Preferences for viewing PDFs
The Preferences dialog box defines a default page layout and customizes your application in many other ways. To
modify preferences, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and select the panel
you want under Categories. For viewing PDFs, examine the preferences options for Documents, General, Multi-
media, 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.
See also
“3D preferences” on page 399
“Multimedia preferences” on page 381
Setting accessibility preferences” on page 293
Documents preferences
Open Settings
Show Each Document In Its Own Window Creates multiple Acrobat windows rather than opening multiple PDFs in
one instance of Acrobat.
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 AllowsthePDFtodeterminewhetherthe
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 (Windows) or
when you choose File > Open Recent File (Mac OS). The default is five for Windows and nine for Mac OS.
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 automat-
ically 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: Always, Never, or Only For PDF/A
Documents.
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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.)
Adobe Version Cue CS3
Enable Version Cue File-Version Manager Turns on Adobe Version Cue® CS3 (a feature of Adobe Creative Suite 3)
and adds the Save A Version command and the Versions command to the File menu.
Note: To use Version Cue in Acrobat, you must be able to access a Version Cue Workspace in Creative Suite.
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/Command+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.
Full Screen Appearance
Background Color Specifies the windows background color in Full Screen mode. You can select a color from the
color palettet 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.
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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, Horizontally, 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
tobottom whentheuserproceedstothenext pageandfrombottomtotop whentheuserbacktrackstothe 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 is off by default.
Create Links From URLs Specifies whether links that werent created with Acrobat are automatically identified in the
PDF document and become clickable links.
Make The Hand Tool Select Text Enables the Hand tool to function as the Select tool when it hovers over text in an
Adobe PDF.
Make The Hand Tool Read Articles Changes the appearance of the Hand tool pointer when over an article thread.
Uponthefirstclick,thearticlezoomstofillthedocumentpanehorizontally;subsequentclicksfollowthethreadof
the article.
Make The Hand Tool Use Mouse-wheel Zooming Changes the action of the mouse wheel from scrolling to zooming.
Make The 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 EnablesAdobePostScript®XObjectsinthePDFfiletobeemitted when
that PDF file is printed to a PostScript printer.
Application Startup
Show Splash Screen Determines whether the application splash screen appears each time the application starts.
Use Only Certified Plug-Ins Ensures that only Adobe-certified third-party plug-ins are loaded.
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Page Display preferences
Default Layout And Zoom
Resolution
Use System Setting Uses the system settings for monitor resolution.
Custom Resolution Sets the monitor resolution.
Rendering
Smooth Text Specifies the kind of text-smoothing to apply: None, For Monitor, or For Laptop/LCD.
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.
Use 2D GPU Acceleration (Appears only if your computer hardware supports 2D GPU acceleration.) Speeds up
zooming, scrolling, and redrawing of page content, and speeds the rendering and manipulation of 2D PDF content.
This option is deselected by default.
Note: If the 2D GPU Acceleration option appears on the Page Display preferences but is not available, you may need to
updateyourGPUcarddrivertoenablethis hardware feature. Contactyourcardvendororcomputermanufacturerfor
an updated driver.
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.
Page Content And Information
Show Large Images Displays large images. If your system is slow to display image-intensive pages, you can deselect
this option.
Overprint Preview Turns overprint preview on or off. The Overprint Preview mode lets you see (on-screen) the
effects of ink aliasing in the printed output. A printer or service provider may create an ink alias if a document
contains two similar spot colors and only one is required, for example.
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 Smooth Zooming When deselected, turns off animation effects, which improves performance.
Use Smooth Scrolling When deselected, turns off animation effects, which improves performance.
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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/Control-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. DynamicZoomtool 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/Option-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.
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.
TheLoupe Toolwindow displaysamagnified portionofthe PDFthatmatchestheareainanadjustablerectangle
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.
Toresizethepagetofittheheightofthewindow,chooseView > Zoom >Fit Height.Partofthepage maybeout
of view.
Toresize thepagesothatits textandimagesfitthewidthofthewindow,chooseView > Zoom>FitVisible.Part
of the page may be out of view.
To see keyboard shortcuts for resizing the document, open the View menu.
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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
l u
define the area of the page that you want to fill the document pane.
Drag the Dynamic Zoom too p to increase the magnification and down to decrease magnification.
When the Marquee Zoom tool is selected, you can Ctrl-click/Option-click or Ctrl-drag/Option-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 buttons to increase or decrease the magnifi-
cation by preset levels.
Change the magnification with the Loupe tool
1 ChooseTools>Select&Zoom>Loupe,orselecttheLoupetool ontheSelect&Zoomtoolbar,ifitisdisplayed.
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.
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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 Locatethethumbnailforthecurrentpage,andthenpositionthepointeroverthe lowerrightcornerofthepage-
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 to a Hand icon, and
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.
Change the default magnification
1 Choose Edit > Preferences.
2 Under Categories, select Page Display.
3 Open the Zoom pop-up menu and choose a default magnification level.
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Set the page layout and orientation
Changing thepagelayoutisespeciallyusefulwhenyou wanttozoomouttoget anoverviewofthedocumentlayout.
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.
Note: If a document has more than two pages, the Two-Up and Two-Up Continuous views display the first page alone
on the right side of the document pane, to ensure proper display of two-page spreads.
Single Page, Single Page Continuous, Two-Up, Two-Up Continuous page layouts
Set page layout
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.
You can also display buttons for each of these options in the Display Pages toolbar by choosing Tools > 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 cant save this change.
Choose View > Rotate View > Clockwise or Counterclockwise, or click the Rotate Clockwise button or the
Rotate Counterclockwise button in the toolbar.
Note: If you want the rotation to be saved with the document, choose Document > Rotate Pages.
Change the default page layout
1 Choose Edit > Preferences.
2 Under Categories, select Page Display.
3 Open the Page Layout menu and choose Automatic, Continuous, Single Page, Two-Up, or Two-Up Continuous.
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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).
WithSplitview,youcanscroll,changethemagnification level, orturntoadifferent pageintheactivepanewithout
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 magnifi-
cation 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.
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
tothenew window.Youcanopenmultiplewindowswiththesuffixincrementingwitheachnewwindow.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.
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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.
See also
About PDF layers” on page 360
Display PDFs in Line Weights view
The Line Weights view 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. Line Weights view is off by default.
Choose View > Line Weights. To turn off Line Weights view, choose View > Line Weights again.
Note: Line Weights view is not available for viewing PDFs within a web browser.
Grids, guides, and measurements
About grids, rulers, and measurement tools
Acrobat includes a set of tools that helps you fine-tune the layout of your Adobe PDF documents. Tools such as grids,
rulers, guides, measurement tools, and the Info panel are especially useful when youre designing forms, inspecting
CAD (computer-aided design) drawings, and preparing for professional printing.
View grids
You can 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.
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 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and then select Units & Guides under
Categories.
2 To change grid settings, do any of the following:
To change the spacing between grid lines, use the arrow keys or the text box to enter a value for Width Between
Lines and Height Between Lines.
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Tochange theoriginofthe grid,use thearrowkeys orthetextboxtoenteravalueforGridOffsetFrom Left Edge
and Grid Offset From Top Edge.
Tochangethenumberofsubdivisionswithineachgridsquare,usethearrowkeysorthe text boxtoenteravalue
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. Then click OK.
3 Click OK to close the Preferences dialog box.
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/Control-click in the ruler area and choose Clear All Guides or Clear Guides On Page.
Change guide colors
1 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and then select Units & Guides under
Categories.
2 Click the Guide Color square and choose a new color from the Color pop-up menu, and then click OK.
Measure the height, width, or area of objects
The Measuring toolbar contains tools you can use to measure distances and areas of objects in PDF documents. The
measuring tools are especially useful when you need to know the distances or areas associated with objects in a form
or computer-aided design (CAD) drawing, or when you want 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.
When you use a measuring tool, the tool dialog box displays the measurements of the line segments you draw.
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A
B
C
Measuring tools
A. Measuring toolbar B. Object being measured C. Tool display
1 Choose Tools > Measuring, and select a measuring tool. Or, right-click/Control-click the toolbar area, and then
choose Measuring.
2 To measure areas of your PDF document, do any of the following:
SelecttheDistancetool tomeasure thedistancebetweentwopoints.Clickthefirstpoint,movethepointer
to the second point, and then click again. The measurements appear in the tool dialog box.
Select the Perimeter tool to
lick th
measure a set of distances between multiple points. Click each point you want to
measure. Then, double-c e last point, or hold the pointer over the last point and click.
SelecttheAreatool to
ave clic
measuretheareawithinthelinesegmentsthatyou draw. Clickeachpointyouwantto
measure. After you h ked at least two points, click the first point to complete the area measurement.
Note: You can also finish a measurement by right-clicking/Control-clicking and choosing Complete Measurement from
the context menu.
3 While measuring objects, do any of the following:
To change the scaling ratio (such as 3:2) on the drawing areas, specify the appropriate numbers in the tool dialog
box. If desired, change the unit of measurement next to this ratio.
Select Measurement Markup in the tool dialog box if you want the lines you draw to appear as a comment. You
canthenusetheHandtooltodouble-clickthecommentandviewthemeasurementforthelinesegmentsthatyou
draw.UnlessAnnotateisselected,theobjectyoudrawwilldisappearwhenyoumeasureanotherobjectorselect
another tool.
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View the Info panel
The Info panel lets you see the coordinate position of the pointer within the document pane. The position
numbering begins at the upper left corner of the document. The Info panel also shows the width and height of a
selected object as you resize it.
View x and y coordinates
1 Choose View > Navigation Panels > Info.
2 Move the mouse pointer to view x and y coordinates.
Change the panel’s measurement units
In the Options menu in the Info panel, choose a different unit of measurement. The currently selected option has
a check mark next to its name.
Saving PDFs
About saving PDFs
You can save a copy of a PDF with any comments, entries in form fields, or digital signatures that you have added to
the PDF. If the PDF restricts your usage rights, the document message bar under the toolbar area describes these
restrictions when you open the document.
You can also save the contents of a PDF in text format. This allows you to easily reuse the text from a PDF and to use
the content with a screen reader, screen magnifier, or other assistive technology.
Save a copy of a PDF
1 Choose File > Save As (or Save A Copy, if Save As is not shown).
2 In the Save As dialog box, enter the filename and location, and click Save.
Save comments, form field entries, and digital signatures
Do one of the following:
Choose File > Save to save changes to the current file.
Choose File > Save As to save changes to a new file.
If yo
Cop
u are viewing a PDF in a web browser, the Acrobat File menu is not available. However, you can use the Save A
y button in the Acrobat toolbar to save the PDF.
See also
“Filling in PDF forms” on page 201
“Participating in a PDF review” on page 161
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Save document changes
If you modify a PDF—such as by adding new pages from another file or deleting pages—you can save your changes
by saving the PDF or by saving a copy of the PDF. You can also save changes to your work incrementally and then
recover those changes if a problem occurs.
Note: Saving a digitally signed PDF invalidates the signature.
Save changes
To save the changes to the current document, choose File > Save.
To save the modified document to a new file, choose File > Save As. For Save As Type (Windows) or Format (Mac
OS), choose Adobe PDF Files (*.pdf). Type a name and location, and click Save.
Recover the last saved version
Choose File > Revert, and then click Revert.
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 wont 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 WebCapture 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 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS).
2 Select Documents in the Categories list.
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3 If Automatically Save Document Changes To Temporary File Every xx Minutes (1-99) is not selected, select it now.
4 In the Minutes box, specify how often you want Acrobat to save files.
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 accessed on the web—without altering their
appearance.
The Reduce File Size command resamples and recompresses images, removes embedded fonts, 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.
Note: Reducing the file size of a digitally signed document removes the signature.
1 Choose Document > Reduce File Size.
2 Select the version compatibility that you need, and click OK.
If youre certain that all your users use Acrobat 8 or Adobe Reader 8, limiting compatibility to the latest version can
further reduce file size.
If you want to control changes and quality trade-offs, use PDF Optimizer, which makes more options available.
Note: If you select Acrobat 4.0 And Later, and the document contains transparency, the transparency is flattened.
See also
“PDF Optimizer” on page 343
Organizer
Organizer window overview
Organizer helps you find PDFs that youve 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. You can also use
Organizer to organize related PDFs without changing their location in your file structure, and quickly browse, find,
and sort PDFs that you recently viewed.
You access the Organizer and Organizer-related commands 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.
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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 automatically updated each time you
open a PDF and as time passes, but you can clear the entire history by using the Clear History button in the files pane.
You can also control the maximum length of the file history or turn it off with the Remember Files In Organizer
History For option in Edit > Preferences > Documents.
My Computer (Windows) or [disk name] (Mac OS) 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 destina-
tions. This category functions like bookmarks or favorite destinations that you create for quick access in a web
browser, except that the destinations are folders or disk drives that contain PDFs. You can add or remove destinations
from the Favorite Places list, but you cant 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 actually located in different folders on your computer, on a network, and also
on the web. You can change each collection folders name, add new collection folders, and add PDFs to each
collection folder.
Note: Collections and PDF packages both involve multiple PDFs, but in very different ways. A PDF package is itself a
PDF file that can be composed of multiple PDFs and that exists in a folder on your computer. For example, you can
attach a PDF package to an email message. Collections are more like reminders that help you find related files that may
be stored in different locations on your computer.
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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, or upload it for a browser-based review.
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.
See also
Combining files into PDFs” on page 119
Starting and managing a review” on page 157
Display the Organizer window
Choose File > Organizer > Open Organizer.
It i
ad
sn’t necessary to open the Organizer window if you want to open a PDF in a collection, create a new collection,
d 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.
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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 o
t
r the Descending Sort Order button
o the right of the Sort By menu.
To view the location of the selected PDFs, right-click/Control-click, and choose Show In Windows Explorer
(Windows) or Show In Finder (Mac OS).
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/Control-click the collection, choose Add Files, select one or more PDFs, and click Add.
Right-click/Control-click the PDF in the files pane, and choose Add To A Collection > [collection name].
Drag a PDF from Windows Explorer or Mac OS Finder 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.
Y
P
oucan openanyPDFfromacollectionbyusingtheOpenbutton intheOrganizerwindoworbychoosingthe
DFfilenamefromasubmenudirectlyinAcrobat.ToopenaPDFfromacollectioninAcrobat,chooseCollections
> [collection name] > [PDF filename] from either the File > Organizer submenu or the Organizer menu in the File
toolbar.
Edit the collection folders
To rename a collection, right-click/Control-click the collection name, choose Rename Collection, and then type
the new name.
To delete a collection, right-click/Control-click the collection name, choose Delete Collection, and then click Yes
in the confirmation dialog box. The PDF files within the collection arent 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/Control-
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, right-click/Control-click the PDF in the files pane, and
choose Remove From [collection name].
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Organize PDFs with the Favorite Places category
1 To add an existing folder or hard drive to the category, do one of the following:
Click the Add A Favorite Place button , select a folder or hard drive, and click OK.
Right-click/Control-click the folder in the My Computer (Windows) or [disk name] (Mac OS) category, and
choose Add [folder name] To Favorite Places.
Right-click/Control-click the subfolder in the Favorite Places category, and choose Add [favorite place name] To
Favorite Places.
2 To remove a folder or hard drive from the list of Favorite Places, right-click/Control-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 by clicking the plus sign [+] (Windows) or arrow
(Mac OS) 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 Toexpand or collapseacategoryorfolderinthe categories pane,click theicontothe leftofthecategoryiconor
folder icon.
2 Select a subcategory or folder under a main category. The pages pane lists all PDFs associated with that subcat-
egory or folder.
Expand the file structure
Select a folder in the My Computer (Windows) or [disk name] (Mac OS) 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 the file or files you want to work with:
To select a listed PDF file, click it.
To select all the PDF files listed, click Select All.
To add noncontiguous PDF files to or remove them from the selection, Ctrl-click/Command-click them.
To add contiguous PDF files to the selection, Shift-click them.
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.
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See also
Combining files into PDFs” on page 119
Starting and managing a review” on page 157
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
About the updating process
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, Acrobat asks whether you want to download the fonts. Other updates are available only from the
Help menu, and you must install them manually. Some updates are available both automatically and manually.
Depending on your preferences settings, Acrobat downloads updates in the background.
Update the software
Choose Help > Check For Updates, and follow any on-screen instructions.
Change updating preferences
1 Choose Help > Check For Updates.
2 In the Adobe Updater dialog box, click Preferences.
3 Select Automatically Check For Adobe Updates, and specify whether you want automatic checking on a weekly
or monthly basis and whether or not you want to be asked before updates are downloaded.
4 Makesurethattheapplicationyouarerunning(AdobeReaderorAdobeAcrobat)is selectedasthesoftwarethat
will be updated.
5 If appropriate, click Browse to navigate to the location in which you want the downloads to be placed.
About Speed Launcher (Windows)
When you install Acrobat, the Speed Launcher program is installed into your computer’s Common Startup group.
The Speed Launcher shortens the time needed to start Acrobat.
Although this is not recommended, you can disable Speed Launcher by dragging its icon out of the Startup folder.
Note: If you have both Acrobat and Reader installed on the same system, two Speed Launcher icons appear in the Startup
folder. If you want to disable Speed Launcher, remove both Speed Launcher icons from the Startup folder.
For more information about this topic, see the Adobe support website.
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Manage plug-ins
Plug-ins add more functionality, but they also increase the memory needed. To minimize memory requirements,
you may want to install only the plug-ins that you use. To load a plug-in correctly, you must place it in the plug-ins
folder. You can temporarily disable plug-ins when starting your software.
Disable a plug-in
1 Do one of the following:
(Windows) Open the plug_ins folder (Program Files/Adobe/ Acrobat 8.0/ Acrobat/plug_ins).
(Mac OS) Control-click the application icon, and choose Show Package Contents. Then double-click the Contents
folder and open the Plug-ins folder.
2 Select the plug-ins you do not want to load, and move them out of the folder. Some of the plug-ins may be in
folders nested inside the plug-ins folder.
Disable all plug-ins temporarily
Press the Shift key immediately after starting Acrobat.
Adobe Digital Editions
Acrobat 8 changes the way you open and manage eBooks. Now, you 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 double-click the icon for an eBook, Acrobat automatically opens the Digital Editions download website,
where you can start installing the software.
To learn more about how to make the transition to this new solution for eBooks and for a link to the secure download
website, go to the Adobe website.
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 allofthe Acrobatfeaturesare supportedforTraditionaland SimplifiedChinese,Japanese, andKoreantext.
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.
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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, Acrobat also supports Arabic
and Hebrew. 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 signa-
tures, and creating text box markups.
Enable Right-To-Left Language Options is enabled by default under Arabic and Hebrew regional settings.
1 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS).
2 Under Categories, select International.
3 Select Enable Right-To-Left Language Options.
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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, scanned paper documents, and clipboard images.
Quickstart
Following are quick steps for some common PDF creation tasks.
Create from a file
To create a PDF from within Acrobat, the application that created the original file must be installed on the system in
most cases.
1 Click the Create PDF button and choose From File.
2 Select the file you want to convert, and click Open.
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 a PDF.
See also
Convert a file to PDF” on page 61
Create from a paper document
You can create a PDF directly from a paper document using Acrobat and your scanner.
1 Click the Create PDF button and choose From Scanner.
2 Select the input, output, and document options in the Acrobat Scan dialog box, and then click Scan.
3 If creating a new PDF, specify a filename and location, and click Save.
4 Select Scan More Pages or Scanning Complete.
See also
Scan a paper document to PDF” on page 63
Create from a web page
You can download and convert web pages from the top level, or any number of subordinate levels, of a URL.
1 Click the Create PDF button an
ox. (Cl
d choose From Web Page.
2 Type the URL into the text b ick Browse to convert a web page you have already downloaded.)
3 Specify the number of levels to download and where to download files from, and then click Create.
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See also
Convert web pages to PDF in Acrobat” on page 91
Create from scratch
You can create small PDFs that can be edited in Acrobat.
1 Choose File > Create PDF > From Blank Page.
2 Click in the document and begin typing. Use options on the New Document toolbar to change text attributes.
3 Save the document.
4 To continue editing, choose Document > Resume Editing.
To convert the PDF so that it cannot be re-edited, choose Document > Prevent Further Edits.
See also
Create a PDF from a blank page” on page 62
Create from Word
After you install Acrobat, an Acrobat PDFMaker toolbar is added to Microsoft® Word. In Word 2007 for Windows,
you access the PDFMaker options from the Acrobat ribbon instead of the toolbar.
1 In Word, open the file you want to convert.
2 Do one of the following:
(Word 2007 for Windows) Click Acrobat and then click the Create PDF button
(Other versions of Word) Click the Convert To Adobe PDF button .
3 Specify a filename and location, and click Save.
4 (Mac OS only) Click View File or Done.
You can also convert a file to PDF and then email it for review by clicking Create And Send For Review (Office
2007) or Send For Review (other versions of Office).
See also
Creating PDFs with PDFMaker” on page 73
Create from Outlook (Windows)
After you install Acrobat, an Acrobat PDFMaker toolbar is added to Outlook.
1 Select the desired email messages and click Create Adobe PDF From Selected Messages .
2 Specify a filename and location, and click Save.
The selected messages are converted to a PDF package or a merged PDF, depending upon conversion settings. To
convert email folders, select the desired folders and click Create Adobe PDF From Folders . You can also automat-
ically archive email messages and folders.
See also
Convert email messages to PDFs (Windows)” on page 77
.
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Automatically archive email (Windows)
You can automatically archive your Outlook email messages as PDFs.
1 In Outlook, choose Adobe PDF > Setup Automatic Archival.
2 Click the Automatic Archival tab, and select Enable Automatic Archival.
3 Specify frequency and run time. If desired, set up a log file and embedded index.
4 Click Add, select the desired folders, and specify a filename and location for the archive.
To create an archive immediately, click Run Archival Now.
See also
Set up automatic email archiving (Windows)” on page 79
Create from Lotus Notes (Windows)
After you install Acrobat, an Acrobat PDFMaker toolbar is added to IBM Lotus Notes and commands are added to
the Actions menu.
1 Select the desired email messages and click Convert Selected Messages To Adobe PDF .
2 Specify a filename and location, and click Save.
The messages are converted to a merged PDF or a PDF package, depending upon conversion settings. You can
F . convert an entire folder to PDF by clicking Convert Selected Folder To Adobe PD
See also
Convert email messages to PDFs (Windows)” on page 77
Create from Internet Explorer (Windows)
You can convert an entire web page or a selected portion of it to PDF.
1 In Microsoft Internet Explorer, open the web page you want to convert.
2 (Optional) Drag to select the text and images you want to convert.
3 Click Convert Web Page To PDF .
4 Specify a filename and location, and click Save.
You can also convert one or more web pages, and even entire websites, from within Acrobat.
See also
Convert web pages to PDF in Internet Explorer (Windows)” on page 89
Create using Adobe PDF printer
In many applications, you can use the Print command with the Adobe PDF printer to convert a file to PDF.
1 Open the file you want to convert, and choose File > Print.
2 Choose Adobe PDF from the list of printers, and print the file.
3 If prompted, specify a filename and location, and click Save.
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You can also choose a different default Adobe PDF printer setting or create a customized setting.
See also
Create PDFs by printing to file” on page 69
Overview of creating PDFs
What’s the best way to create a PDF?
There are many correct answers to this question. You create a PDF by converting other documents and resources to
Portable Document Format.
Adobe Acrobat is a powerful tool with many uses, but it is not an authoring application—that is, not an application
in which you design page layouts, write text, or create and place images on a blank page. Instead, it works in harmony
with other applications and built-in operating system features to produce PDFs that you can then use for a variety of
purposes.
The best method for creating a PDF depends on several things:
What is the source document?
You can create PDFs from documents printed on paper, Word documents, InDesign files, images taken by a digital
camera, and spreadsheets, to name just a few examples. Different types of sources have different tools available for
PDF conversion.
What is already running on your computer?
You can save time by using the most readily available Acrobat conversion feature. If the document you want to
convert is already open in its authoring application (for example, a spreadsheet that is open in Excel), there are
severalwaystoconvert thefiletoPDFwithoutopening Acrobat.Similarly,ifAcrobatisalreadyopen,you donthave
to open the authoring application to convert a file to PDF.
How will you use the 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, youll want to use a method that includes access to various conversion options as a
part of the process.
For example, you can drag and drop files on the Acrobat icon on the desktop to create PDFs, but Acrobat simply
applies the most recently used conversion settings without offering you access to those settings. If you want more
control over the process, another method might be a better choice.
Note: In Acrobat 8, you can also create a new PDF from a blank page.
See also
Create a PDF from a blank page” on page 62
PDF creation methods by file type
Refer to the following lists to determine the methods available for the different types of files.
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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 P</