# Adobe Acrobat DC Help Guide EN

User Manual: adobe Acrobat - DC - Help Guide Free User Guide for Adobe Acrobat Reader Software, Manual

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Last updated 4/7/2015
Contents
Chapter 1: Workspace
Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Mobile Link: open once, read anywhere . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Viewing PDFs and viewing preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Navigating PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Adjusting PDF views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Flash Player needed | Acrobat DC, Acrobat Reader DC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Asian, Cyrillic, and right-to-left text in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Opening PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Updating Acrobat DC and using Adobe Digital Editions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Working with online accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Acrobat in Mac OS | Acrobat Pro DC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Grids, guides, and measurements in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Chapter 2: Creating PDFs
Create PDFs with Acrobat DC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Create PDFs with PDFMaker (Windows) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Print to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Scan documents to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Overview of PDF creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Using the Adobe PDF printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Converting web pages to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Creating PDFs with Acrobat Distiller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
PDF fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Adobe PDF conversion settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Chapter 3: Editing PDFs
Edit text in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Edit images or objects in a PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Edit scanned PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Rotate, move, delete, and renumber PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Optimizing PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Setting up PDFs for a presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Action wizard (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
PDF articles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Page thumbnails and bookmarks inPDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
PDF properties and metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Links and attachments in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
PDF layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
PDFs converted to web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Geospatial PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Applying actions and scripts to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
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Chapter 4: Forms
PDF forms basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Creating and distributing PDF forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Filling in PDF forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Fill and sign PDF forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
About Forms Tracker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Collecting and managing PDF form data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Setting action buttons in PDF forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Publishing interactive PDF web forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
PDF barcode form fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
PDF form field properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
PDF form field basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Chapter 5: Combining files
Combine or merge files into single PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Rotate, move, delete, and renumber PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Add headers, footers, and Bates numbering to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Crop PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Add watermarks to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Add backgrounds to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
Publish and share PDF Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Working with component files in a PDF Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Create and customize PDF Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Overview of PDF Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Chapter 6: Reviews and commenting
Mark up text with edits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Preparing for a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Starting a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Commenting in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Sharing PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251
Participating in a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
Approval workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Managing comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257
Tracking and managing PDF reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Send and track large files online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267
Importing and exporting comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Adding a stamp to a PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Chapter 7: Saving and exporting PDFs
Saving PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Convert or export PDFs to other file formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277
File format options for PDF export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
Reusing PDF content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Chapter 8: Security
Enhanced security setting for PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Securing PDFs with passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
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Digital IDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Securing PDFs with certificates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Opening secured PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Removing sensitive content from PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Protected View feature for PDFs (Windows only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310
Security warnings when a PDF opens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
Setting up security policies for PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Securing PDFs with Adobe LiveCycle Rights Management ES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320
Overview of security in Acrobat DC and PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320
JavaScripts in PDFs as a security risk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
Choosing a security method for PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Attachments as security risks in Acrobat Reader DC and Acrobat DC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Allow or block links to the Internet in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
Chapter 9: Electronic signatures
Sign PDF documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
Send PDF documents for signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
Certificate-based signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
Validating digital signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335
Validating certificate-based signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
Manage trusted identities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Chapter 10: Printing
Basic PDF printing tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352
Print Booklets and PDF Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Printing color PDFs (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363
Printing PDFs in custom sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367
Advanced PDF print settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368
Chapter 11: Accessibility, tags, and reflow
Create and verify PDF accessibility (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
Accessibility features in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Touch Up Reading Order tool for PDFs (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394
Reading PDFs with reflow and accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401
Edit document structure with the Content and Tags panels (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408
Creating accessible PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
Chapter 12: Searching and indexing
Searching PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422
Creating PDF indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
Chapter 13: Multimedia and 3D models
Add audio, video, and interactive objects to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434
Adding 3D models to PDFs (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437
Displaying 3D models in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439
Interacting with 3D models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 443
Measuring 3D objects in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450
Setting 3D views in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 453
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Adding multimedia to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Add comments to videos (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459
Playing video, audio, and multimedia formats in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 460
Commenting on 3D designs in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462
Chapter 14: Print production tools (Acrobat Pro DC)
Print production tools overview (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466
Printer marks and hairlines (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 467
Previewing output (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469
Transparency flattening (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
Color conversion and ink management (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
Trapping color (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
Chapter 15: Preflight (Acrobat Pro DC)
Advanced preflight inspections (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 491
Preflight reports (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 493
Viewing preflight results, objects, and resources (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495
Preflight profiles (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498
Output intents in PDFs (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 503
Correcting problem areas with the Preflight tool (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 505
Automating document analysis with droplets or preflight actions (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 508
Analyzing documents with the Preflight tool (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510
PDF/X-, PDF/A-, and PDF/E-compliant files (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 513
Additional checks in the Preflighttool (Acrobat Pro DC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515
Chapter 16: Color management
Keeping colors consistent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 521
Working with color profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 524
Understanding color management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 527
Color settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 529
Color-managing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 531
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Chapter 1: Workspace
Workspace basics
Workspace overview
Adobe Acrobat DC user interface has three views - Home, Tools, and Document.
Home This is the gateway or the landing page when you dont have a PDF opened in Acrobat DC.
Tools This is the go to place to discover the tools thats available in Acrobat DC. All Acrobat DC tools are shown in this
view.
Document This is the default view whenever a document is opened in Acrobat DC.
Home view
This is the gateway or the landing page when you dont have a PDF opened in Acrobat. When you launch Acrobat, you
see a welcome message with the Learn More button pointing to a quick introduction document.
The Home view displays two file lists - Recent and Sent. All your recently accessed files are displayed in the Recent file
list, and all the files that you sent using Adobe Send & Track and Send for Signature are displayed in the Sent file list.
The Storage option lists various places from which you can open and work on files from within Acrobat - My Computer,
Document Cloud, and Add Account(a SharePoint account).
In the Home > Recent files list, you can:
See your recently used files, and also sync them across devices using the Mobile Link option at the bottom of the
righ pane.
Access your files stored securely in Adobe Document Cloud uisng the Document Cloud link in the left pane.
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In the Home > Sent file list, you can:
Track and manage your sent files online. The available options are displayed when you choose a file in the right pane.
Manage your files sent for signature using the Manage Document Sent for Signature link at the bottom in the right
pane.
Tools center
This is the go to place to discover the tools thats available in Acrobat. All the tools are shown in this view. When you
choose a tool, the tool-specific commands or toolbar appears in the document view if a file is opened.
Note: You can also open some tools even without opening a document. If the tool requires a document to be open,
choosing a tool prompts you to select a document.
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Add or remove shortcuts of tools in the right pane
To add a shortcut of a tool in the right pane, click the Add button below the tool name.
To remove the shortcut of a tool from the right pane, click the Down Arrow button next to Open below the tool name,
and then choose Remove Shortcut.
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Alternatively, to remove the shortcut, click the cross button for the shortcut in the right pane.
Document view
This is the default view whenever a document is opened in Acrobat.
The menu bar and the toolbar are visible at the top of the work area. The work area for the stand-alone application
includes a document pane in the middle, a navigation pane on the left, and tools or task pane on the right side. The
document pane displays Adobe® PDFs. The navigation pane on the left side helps you browse through the PDF and
perform other options on PDF files. Toolbars near the top of the window provide other controls that you can use to
work with PDFs.
Note: When a tool is opened, you see the tool-specific commands in the toolbar and the right pane.
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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, using the View > Show/Hide > Menu Bar command. However, the only way to display and use them again is by
pressing F9 (Windows) or Shift+Command+M (Mac OS).
Unlike the menus that appear at the top of your screen, context-sensitive menus display commands related to the active
tool or selection. You can use context menus as a quick way to choose commonly used commands. For example, when
you right-click the toolbar area, that context menu displays the same commands as the View > Show/Hide > Toolbar
1Position the pointer over the document, object, or panel.
2Click the right mouse button.
Note: (Mac OS) If you don’t have a two-button mouse, you can display a context menu by pressing the Control key as you
click with the mouse.
Toolbars
Initially, you may not see various tools in the toolbar. You can add tools to the toolbar for easy access.
To add tools in the toolbar, right-click an empty space in the toolbar and choose the tools that you want to appear in
the toolbar.
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Quick tools
You can add tools you use frequently from the Tools to the Quick Tools toolbar.
1Right-click an empty space in the toolbar and choose Customize Quick Tools.
2In the Customize Quick Tools dialog box, do any of the following:
To add a tool, select it in the left pane and click the Up Arrow icon.
To remove a tool, select its icon and click the Delete icon.
To change a tool’s position in the toolbar, select its icon and click either or .
To add a vertical line to separate groups of tools in the toolbar, click .
Common Tools
You can add tools to the Common Tools toolbar.
1Right-click an empty space in the toolbar.
2Select a tool from the menu.
3To remove a tool from the toolbar, right-click the tool and deselect it from the menu.
Hide and show toolbars
When your work does not involve using the tools in a toolbar, you can close the toolbar to tidy up the work area. If
several PDFs are open, you can customize the toolbars for each PDF independently. The different customized states
persist as you switch between PDFs.
To hide all toolbars, choose View > Show/Hide > Toolbar Items > Hide Toolbars.
To return toolbars to their default configuration, choose View > Show/Hide > Toolbar Items > Reset Toolbars.
If you have hidden all the toolbars, you can show them again by pressing F8.
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Select a tool
By default, the Select tool is active when Acrobat opens, because it is the most versatile tool.
Do one of the following:
Select a tool in a toolbar.
Choose View > Show/Hide > Toolbar Items > [toolbar name] > [tool].
Create custom tools
You can assemble your own customized collection of Acrobat features, then save it and share with others. It allows you
to quickly access the tools and commands you use the most.
1Choose Tools > Create Custom Tool.
2To customize the Toolbar, do any of the following:
To add a tool to the toolbar, click the panel on the left, select the tool, and click the Add To Toolbar icon.
To remove a tool from the toolbar set, select its icon, and click the Delete icon.
To change a tool’s position in the toolbar, select its icon, and click either the move left or move right
icon.
To add a vertical line to separate groups of tools in the toolbar, click the Add Vertical Line icon.
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A Arrange or delete tools in the Tool's Toolbar B Add custom panels, instructions, or divider line between tools C Rename, arrange, or delete
tools D Add to Tool's Toolbar above or Custom Tools set on the right
3To customize tools in the Custom set, do any of the following:
To add a tool in the Custom set, click the panel on the left, and then click the Add To Custom set icon.
To create your own panel, click the Add Section icon on the right. Give the panel a name, and click Save.
To add a tool to a panel, select the panel on the right, select the tool on the left, and click the Add To Custom set
icon.
To remove a tool from the set, select its icon and click the Delete icon.
To change the position of a tool, select it on the right, and click the Up or Down Arrow icons.
To add a horizontal line to separate groups of tools, click the Add Divider icon.
To edit instructions or section name, select it, and click the Edit icon.
4When your tool set is complete, click Save, type its name, and click Save again.
The created custom tool is added to the Tools center. To open the tool, choose To ols > [custom tool name].
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Edit, delete, rename, or share a custom tool
You can edit, rename, copy, delete, rearrange, or share tool sets. You can specify the order the tool sets appear in the
Customize menu by moving them up or down in the list. You can share tool sets with your workgroup using the Import
and Export options.
Choose Tools > [custom tool name] > click the Down Arrow button and then choose an appropriate option.
The navigation pane is an area of the workspace that can display different navigation panels. Various functional tools
can appear in the navigation pane. For example, the Page Thumbnails 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. Buttons along the left side of the work area provide easy
access to various panels, such as the Page Thumbnails button and the Bookmarks panel button . When
Acrobat is open but empty (no PDF is open), the navigation pane is unavailable.
Show or hide the navigation pane
1To 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.
2To close the navigation pane, do one of the following:
Click the button for the currently open panel in the navigation pane.
Note: The creator of the PDF can control the contents of some navigation panels and may make them empty.
Change the display area for navigation panels
All navigation panels, such as Bookmarks, appear in a column on the left side of the work area.
To change the width of the navigation pane, drag its right border.
To view a different panel, on the left side of the navigation pane, select the button for the panel
All navigation panels have an options menu in the upper-left corner. The commands available in these menus vary.
Some panels also contain other buttons that affect the items in the panel. Again, these buttons vary among the different
panels, and some panels have none.
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Set preferences
Many program settings are specified in the Preferences dialog box, including settings for display, tools, conversion,
signatures, and performance. Once you set preferences, they remain in effect until you change them.
1Choose Edit > Preferences (Windows) or Acrobat DC/Adobe Acrobat Reader DC > Preferences (Mac OS).
2Under Categories, select the type of preference you want to change.
Restore (re-create) preferences
Restore the Acrobat Preferences folder (Windows)
Restore the Acrobat Preferences folder to eliminate problems that damaged preferences cause. Most preference
problems are caused by these file-based preferences, although most Acrobat preferences are stored within the registry.
Note: This solution removes custom settings for Collaboration, JavaScripts, Security, Stamps, Color Management, Auto Fill,
Web Capture, and Updater.
1Quit Acrobat.
2In Windows Explorer, go to the Preferences folder:
3Move the Preferences folder to another location (for example, C:\Temp).
4Restart Acrobat.
If the problem recurs after you restore the Acrobat Preferences folder, then the problem isnt related to the Preferences
folder. To restore custom settings, drag the folder you moved in step 2 back to its original location. Then click Yes To
All to replace the new Preferences folder.
Restore the Acrobat preferences files (Mac OS)
Restore the Acrobat preferences files to eliminate problems caused by a damaged preferences file.
Note: Re-creating the Acrobat preferences files restores settings to their defaults.
1Quit Acrobat.
2Drag the following files from the Users/[Username]/Library/Preferences folder to the Desktop:
Acrobat Distiller Prefs and com.adobe.Acrobat.Pro.plist (if you are troubleshooting an issue with Distiller)
The Acrobat folder, which contains preferences for forms (MRUFormsList), collaboration (OfflineDocs), and
color settings (AcrobatColor Settings.csf)
3Restart Acrobat
If the problem recurs after you restore the Acrobat preferences files, then the problem isn’t related to preferences files.
To restore custom settings, drag the files you moved in step 2 back to their original location. Then click OK to the alert
A newer item named ‘[filename]’ already exists in this location. Do you want to replace it with the older one you're
moving?”
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More Help topics
PDF Portfolio window overview
Keys for selecting tools
Security warnings
Enhanced security
Filling in forms
Commenting
With the new Mobile Link feature, the files you opened recently on any of your computers or mobile devices are always
with you. You can also access your recent files by signing in to your Adobe Document Cloud account using a web
browser.
When you enable the feature on any one of your devices, the PDF files that you opened recently are available in your
time if its not available locally, and then displays the file.
Note: The Mobile Link feature is not available in Reader and Acrobat on Windows XP.
https://cloud.acrobat.com in a web browser and your recently opened PDF files are available for you.
On the desktop
1Launch Acrobat DC or Acrobat Reader DC. Choose Home > Recent file list.
2The Mobile Link status is displayed at the botton of the right pane on the left.
Click the slider button on the left. You see a confirmation message that the feature is ON now.
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On mobile devices
2Do one of the following:
Tap Recents> Turn on.
You see the Mobile Link ON/OFF status page. Tap the ON/OFF button.
complete the procedure.
What to do on your second or other devices once the feature is turned ON?
Note: For a seamless experience, remain signed in on all your devices.
View a recent file
The Recent file list displays recently opened files on all your devices. You can also sign in to the web at
https://cloud.acrobat.com, and see your recent files.
Viewing PDFs and viewing preferences
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.
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Note: The Organizer and Organizer-related commands are not available in Acrobat X and later.
When you’re reading a document, you can hide all the toolbars and task panes to maximize the viewing area on your
screen.
The basic reading controls, such as page navigation and zoom, appear in a semi-transparent floating toolbar near the
bottom of the window.
To open Read mode, choose View > Read Mode, or click the Read Mode button in the upper-right corner of the
toolbar.
To restore the work area to its previous view, choose View > Read Mode again. You can also click the close button
in the floating toolbar.
Note: Read mode is the default viewing mode when you open a PDF in a web browser.
View PDFs in Full Screen mode
In Full Screen mode, only the document appears; the menu bar, toolbars, task panes, and window controls are hidden.
A PDF creator can set a PDF to open in Full Screen mode, or you can set the view yourself. Full Screen mode is often
used for presentations, sometimes with automatic page advancement and transitions.
The pointer remains active in Full Screen mode so that you can click links and open notes. There are two ways to
advance through a PDF in Full Screen mode. You can use keyboard shortcuts for navigational and magnification
commands, and you can set a Full Screen preference to display Full Screen navigation buttons that you click to change
pages or exit Full Screen mode.
Set the Full Screen navigation bar preference
1In the Preferences dialog box under Categories, select Full Screen.
2Select Show Navigation Bar, then click OK.
3Select View > Full Screen Mode.
The Full Screen navigation bar contains Previous Page , Next Page , and Close Full Screen View buttons. These
buttons appear in the lower-left corner of the work area.
Read a document in Full Screen mode
If the Full Screen navigation bar is not shown, you can use keyboard shortcuts to navigate through a PDF.
Note: If you have two monitors installed, the Full Screen mode of a page sometimes appears on only one of the monitors.
To page through the document, click the screen displaying the page in Full Screen mode.
Choose View > Full Screen Mode.
1Do 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.
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2To close Full Screen mode, press Ctrl+L or Esc. (Escape Key Exits must be selected in the Full Screen preferences.)
To show a Full Screen tool in the Common Tools toolbar, right-click the toolbar area and choose Page Display > Full
Screen Mode. Then click the Full Screen tool to switch to Full Screen mode.
Touch mode for tablet and mobile devices
Touch mode makes it easier to use Acrobat DC and Acrobat Reader DC on touch devices. Toolbar buttons, panels, and
menus shift apart slightly to accommodate selecting with your fingers. The Touch reading mode optimizes viewing and
supports most common gestures. Acrobat DC and Acrobat Reader DC automatically switch to Touch mode when on
a touch-enabled device. You can add a Touch mode toggle button to the toolbar or change the default preference setting
for Touch mode.
Display Touch mode button on toolbar
You can display a toolbar button to toggle Touch mode on and off.
Choose View > Show/Hide > Toolbar Items > Touch Mode.
Set Touch Mode preference
You can set how Acrobat DC enters Touch mode, if at all, for touch enabled-devices.
1Choose Edit > Preferences (Windows) or Acrobat DC/Adobe Acrobat Reader DC > Preferences (Mac OS).
2Under Categories, select General.
3In Basic Tools, choose the desired default setting from the Touch Mode menu.
Change the PDF/A viewing mode
PDF/A is an ISO standard for long-term archiving and preservation of electronic documents. Documents you scan to
PDF are PDF/A-compliant. You can specify whether you want to view documents in this viewing mode.
When you open a PDF/A compliant document in PDF/A viewing mode, the document is opened in Read mode to
prevent modification. A message is displayed in the document message bar. You will be unable to make changes and
add annotations to the document. If you turn off PDF/A mode, you can edit the document.
1In the Preferences dialog box under Categories, select Documents.
2Choose an option for View Documents In PDF/A Mode: Never, or Only For PDF/A Documents.
You can switch in or out of PDF/A viewing mode by changing this preference setting.
For a video on working with PDF/A files, see www.adobe.com/go/learn_acr_pdfa_en.
Display PDFs in Line Weights view
The Line Weights view displays lines with the weights defined in the PDF. When Line Weights view is off, it applies a
constant stroke width (1 pixel) to lines, regardless of zoom. When you print the document, the stroke prints at the true
width.
Choose View > Show/Hide > Rulers & Grids > Line Weights. To turn off Line Weights view, choose View > Show/Hide
> Rulers & Grids > Line Weights again.
Note: You cannot turn off Line Weights view when viewing PDFs within a web browser.
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Compare a revised PDF to an earlier version (Acrobat Pro DC)
Use the Compare Documents feature to show the differences between two versions of a PDF. You can customize many
options for displaying the compare results. For a video on comparing PDFs, see
www.adobe.com/go/lrvid_011_acrx_en. (Video applies to both Acrobat X and Acrobat XI.)
1Choose View > Compare Documents.
2Specify the two documents to compare. If one or both of the documents is in a PDF Portfolio, select the PDF
Portfolio. Under Package Item, select the component PDF.
3As needed, specify the page ranges in the documents to compare in the First Page and Last Page boxes.
4Select the Document Description that best describes the documents you are comparing, and click OK.
Once the two documents are analyzed, a results document appears with the Compare panel open. The new
document is shown with annotations indicating the changes. The first page shows a summary of the comparison
results.
5From the Compare panel, do any of the following:
To hide the annotations that display changes, click Hide Results.
To specify the display options for compare results, click Show Options. You can specify the type of changes to
display, and the color scheme and opacity of the annotations. To return to the page thumbnails, click Hide
Options.
To show each of the documents in its own window, from the options menu , choose Show Documents Tiled
or Show Documents Side By Side. To synchronize the relevant pages while showing the documents in their own
windows, from the options menu, choose Synchronize Pages.
Click a page thumbnail to go directly to that page. To change the size of the page thumbnails, from the options
menu, choose Thumbnail Size > [option].
Drag the splitter bar at the bottom of the Compare panel up to show thumbnails of the old document. Click a
thumbnail from the old document to open it in a new window.
Document Description options
Reports, Spreadsheets, Magazine Layouts Compares the content as one continuous text body, from end to end.
Presentation Decks, Drawings Or Illustrations Looks at each slide or page as a mini-document, and matches ones that
are similar. Then compares the content of each matching document. Identifies documents that have moved, such as
slides in presentation.
Scanned Documents Creates an image capture of each scanned page and compares pixels. Looks at each scanned page
and matches ones that are similar. Also identifies pages that are in a different order. This option is useful for comparing
images or architectural drawings.
Compare Text Only Use this option with any document type. This option is designed for comparing text in large
documents (250 pages or more). This option also compares text between documents that have background artwork on
each page, which slows processing.
With either the reports or presentation options selected, the Compare Text Only option identifies only the text
differences between two documents.
With Scanned Documents selected, the text is compared separately from the graphics, and then the results are
combined. In documents containing magazine advertisements that have text on top of background image art, a
reflowed passage is compared in text-only mode. The artwork is compared separately in the background. The
differences (both text and line art and images) are combined into a single results document.
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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. For
viewing PDFs, examine the preferences options for Documents, General, Page Display, and 3D & Multimedia.
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.
Documents preferences
Open Settings
Restore Last View Settings When Reopening Documents Determines whether documents open automatically to the
last viewed page within a work session.
Open Cross-document Links In Same Window Closes the current document and opens the document being linked to
in the same window, minimizing the number of windows open. If the document being linked to is already open in
another window, the current document is not closed when you click a link to the open document. If you do not select
this option, a new window opens each time you click a link to a different document.
Allow Layer State To Be Set By User Information Allows the author of a layered PDF document to specify layer visibility
based on user information.
Allow Documents To Hide The Menu Bar, Toolbars, And Window Controls Allows the PDF to determine whether the
menu bar, toolbar, and window controls are hidden when the PDF is opened.
Documents In Recently Used List Sets the maximum number of documents listed in the File menu.
Save Settings
Automatically Save Document Changes To Temporary File Every _ Minutes Determines how often Acrobat
automatically saves changes to an open document.
servers.
PDF/A View Mode
View Documents In PDF/A Mode Specifies when to use this viewing mode: Never, or Only For PDF/A Documents.
Hidden Information
Searches the PDF for items that may not be apparent, such as metadata, file attachments, comments, and hidden text
and layers. The search results appear in a dialog box, and you can remove any type of item that appears there.
Remove Hidden Information When Closing Document (Not selected by default.)
Remove Hidden Information When Sending Document By Email (Not selected by default.)
Redaction
Adjust Filename When Saving Applied Redaction Marks Specifies a prefix or suffix to use when saving a file to which
redaction marks have been applied.
Choose Localization For Search and Redact Patterns Specifies which installed language version of Acrobat to use for
the patterns. For example, if you installed both the English and German versions, then you can choose either language
for the patterns. The Patterns option appears in the Search and Redaction dialog boxes.
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Full Screen preferences
Full Screen Setup
Current Document Only Specifies whether 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).
Escape Key Exits Lets you exit Full Screen mode by pressing the Esc key. If this option is not selected, you can exit by
pressing Ctrl+L.
Show Navigation Bar Shows a minimal navigation toolbar regardless of the document settings.
Left Click To Go Forward One Page; Right Click To Go Back One Page Lets you page through an Adobe PDF document
by clicking the mouse. You can also page through a document by pressing Return, Shift-Return (to go backward), or
the arrow keys.
Loop After Last Page Lets you page through a PDF document continuously, returning to the first page after the last.
This option is typically used for setting up kiosk displays.
Advance Every _ Seconds Specifies whether to advance automatically from page to page every set number of seconds.
You can page through a document using mouse or keyboard commands even if automatic paging is selected.
Full Screen Appearance
Background Color Specifies the window’s background color in Full Screen mode. You can select a color from the color
palette to customize the background color.
Mouse Cursor Specifies whether to show or hide the pointer when Full Screen mode is in operation.
Full Screen Transitions
Ignore All Transitions Removes transition effects from presentations that you view in Full Screen mode.
Default Transition Specifies the transition effect to display when you switch pages in Full Screen mode and no
transition effect has been set for the document.
Direction Determines the flow of the selected default transition on the screen, such as Down, Left, Horizontal, and so
on. The available options vary according to the transition. If no directional options affect the selected default transition,
this option is not available.
Navigation Controls Direction Mimics the user’s progress through the presentation, such as transitioning from top to
bottom when the user proceeds to the next page and from bottom to top when the user backtracks to the previous page.
Available only for transitions with directional options.
General preferences
Basic Tools
Use Single Key Accelerators To Access Tools Enables you to select tools with a single keystroke. This option is
deselected by default.
Create Links From URLs Specifies whether links that weren’t created with Acrobat are automatically identified in the
PDF document and become clickable links.
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Make Hand Tool Select Text & Images Enables the Hand tool to function as the Select tool when it hovers over text in
Make Hand Tool Read Articles Changes the appearance of the Hand tool pointer when over an article thread. Upon the
first click, the article zooms to fill the document pane horizontally; subsequent clicks follow the thread of the article.
Make Hand Tool Use Mouse-wheel Zooming Changes the action of the mouse wheel from scrolling to zooming.
Make Select Tool Select Images Before Text Changes the order in which the Select tool selects.
Use Fixed Resolution For Snapshot Tool Images Sets the resolution used to copy an image captured with the Snapshot
tool.
Touch Mode Sets how Acrobat enters the Touch mode, if at all, for touch enabled-devices. In Touch mode, Toolbar
buttons, panels, and menus shift apart slightly to accommodate selecting with your fingers. The Touch reading mode
optimizes viewing and supports most common gestures.
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.
Show Me Messages When I Launch Acrobat Allows in-product marketing messages from Adobe to appear in the
Welcome Screen when you launch the application without a document open. Click a message to get information about
features, updates, or online services, or to open an element in the application, such as a task pane. Deselect the option
to prevent in-product marketing messages from appearing.
Note: Transactional messages, which facilitate the Adobe Online Service, cannot be turned off.
Application Startup
Show Splash Screen (Mac OS) Determines whether the application startup screen appears each time the application
starts.
Use Only Certified Plug-Ins Ensures that only Adobe-certified third-party plug-ins are loaded. The notation Currently
in Certified Mode indicates either Yes or No depending on its status.
Check 2D Graphics Accelerator (Windows only) (Appears only if your computer hardware supports 2D graphics
acceleration.) When selected, allows hardware acceleration usage when the first document is opened. When deselected,
hardware acceleration usage starts after the first document is opened. This option can slow startup time, so it is
deselected by default.
Note: This option is available only when the option Use 2D Graphics Acceleration in the Page Display preferences is
selected.
Select Default PDF Handler (Windows only) Specifies which application, Reader or Acrobat, is used to open PDFs. This
setting applies if you have both Acrobat and Reader installed on your computer. In Windows 7 or earlier, a browser uses
this setting only if it is using the Adobe plug-in or add-on for viewing PDF files. In Windows 8, this setting controls
which application is the default PDF application for your system, including in your browser. Windows 8 prompts you
to allow this change before applying it to your system. Once set, Windows 8 also uses the selected PDF application for
tasks related to PDF files, such as previewing, displaying thumbnails, and providing file information.
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Page Display preferences
Default Layout And Zoom
Page Layout Sets the page layout used for scrolling when you first open a document. The default setting is Automatic.
The Page Layout setting in File > Properties > Initial View overrides this value.
Zoom Sets the magnification level for PDF documents when they are first opened. The default setting is Automatic.
The Magnification setting in File > Properties > Initial View overrides this value.
Note: Two conditions can affect page layout and zoom. 1) Someone has already set an individual PDF to a different initial
view in File > Properties. 2) You have the option Restore Last View Settings When Reopening Documents selected in Edit
> Preferences > Document category.
Resolution
Use System Setting Uses the system settings for monitor resolution.
Custom Resolution Sets the monitor resolution.
Rendering
Smooth Text Specifies the type of text-smoothing to apply.
Smooth Line Art Applies smoothing to remove abrupt angles in lines.
Smooth Images Applies smoothing to minimize abrupt changes in images.
Use Local Fonts Specifies whether the application uses or ignores local fonts installed on your system. When
deselected, substitute fonts are used for any font not embedded in the PDF. If a font cannot be substituted, the text
appears as bullets and an error message appears.
Enhance Thin Lines When selected, clarifies thin lines in the display to make them more visible.
Use Page Cache Places the next page in a buffer before the current page is viewed to reduce the time required to page
through a document.
Use 2D Graphics Acceleration (Windows only) (Appears only if your computer hardware supports 2D graphics
acceleration.) Speeds up zooming, scrolling, and redrawing of page content, and speeds the rendering and
manipulation of 2D PDF content. This option is selected by default.
Note: If this option is not available in the Page Display preferences, you may need to update your GPU card driver to enable
this hardware feature. Contact your card vendor or computer manufacturer for an updated driver.
Page Content And Information
Show Large Images Displays large images. If your system is slow to display image-intensive pages, deselect this option.
Use Smooth Zooming (Windows only) When deselected, turns off animation effects, which improves performance.
Show Art, Trim, & Bleed Boxes Displays any art, trim, or bleed boxes defined for a document.
Show Transparency Grid Displays the grid behind transparent objects.
Use Logical Page Numbers Enables the Number Pages command for matching the position of the page in the PDF to
the number printed on the page. A page number, followed by the page position in parentheses, appears in the Page
Navigation toolbar and in the Go To Page and Print dialog boxes. For example, i (1 of 1) if the printed number of the
first page is i. If this option is not selected, pages are numbered with arabic numbers starting at 1. Selecting this option
Always Show Document Page Size Displays the page measurements beside the horizontal scroll bar.
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Use Overprint Preview Specifies whether Overprint Preview mode is on only for PDF/X files, never on, always on, or
set automatically. When set to Automatic, if a document contains overprints, then Overprint Preview mode is activated.
The Overprint Preview mode lets you see (onscreen) the effects of ink aliasing in the printed output. For example, a
printer or service provider could create an ink alias if a document contains two similar spot colors and only one is
required.
Default Transparency Blending Color Space Sets the default color space, Working RGB or Working CMYK, for
transparency blending.
Reference XObjects View Mode
Show Reference XObject Targets Specifies the type of documents in which reference XObjects can be viewed.
Location Of Referenced Files (Optional) Specifies a location for the referenced documents.
More Help topics
Open a PDF in a web browser
Setting up a presentation
About PDF/X, PDF/E, and PDF/A standards
3D preferences
Multimedia preferences
Setting accessibility preferences
Change updating preferences
Keyboard shortcuts
For common keyboard shortcuts you can use with Windows, see http://support.microsoft.com/kb/126449.
Keys for selecting tools
To enable single-key shortcuts, open the Preferences dialog box, and under General, select the Use Single-Key
Tool Windows/UNIX action Mac OS action
Hand tool H H
Temporarily select Hand tool Spacebar Spacebar
Select tool V V
Marquee Zoom tool Z Z
Cycle through zoom tools: Marquee
Zoom,Dynamic Zoom, Loupe
Shift+Z Shift+Z
Temporarily select Dynamic Zoom tool (when
Marquee Zoom tool is selected)
Shift Shift
Temporarily zoom out (when Marquee Zoom
tool is selected)
Ctrl Option
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To enable single-key shortcuts, select the Use Single-Key Accelerators To Access Tools option in General preferences.
Temporarily select Zoom In tool Ctrl+spacebar Spacebar+Command
Select Object tool R R
Edit Object tool O O
Enter/Exit Forms editing A A
Crop tool C C
Text Field tool F F
Cycle through tools in forms authoring mode:
Text Field, Check Box, Radio Button, List Box,
Dropdown Box, Button, Digital Signature,
Barcode
Shift+F Shift+F
3D tool M M
Cycle through Multimedia tools: Flash, Video Shift+M Shift+M
Edit Document Text tool T T
Redaction Y Y
Cycle through Touch Up tools: Touch Up Text,
Touch Up Reading Order, Touch Up Object
Shift+T Shift+T
JavaScript Debugger Ctrl+J Command+J
Insert Blank Pages tool Shift+Ctrl+T Shift+Command+T
Insert Files Ctrl+Shift+I
Delete pages Ctrl+Shift+D
Open Output Preview ~ ~
selected, return focus to dialog box)
Shift+Ctrl+U Shift+Command+U
Result Windows/UNIX Action Mac OS Action
Sticky Note tool S S
Text Edits tool E E
Stamp tool K K
Current highlighting tool U U
Cycle through highlighting tools:
Highlighter,Underline Text, Cross Out Text
Shift+U (Windows only) Shift+U
Current drawing markup tool D D
Cycle through drawing markup tools: Cloud,
Arrow, Line, Rectangle, Oval, Polygon Line,
Polygon, Pencil Tool, Eraser Tool
Shift+D (Windows only) Shift+D
Tool Windows/UNIX action Mac OS action
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Keys for navigating a PDF
Keys for working with PDF Portfolios
These keys are available in the files list of the Details pane.
Cloud tool Q (Windows only) Q
Text Box tool X X
Current Stamp or Attach tool J J
Cycle through Stamp, Attach File, Record
Audio Comment
Shift+J Shift+J
Move focus to next comment or form field Tab Tab
Move focus to previous comment or form field Shift+Tab Shift+Tab
Open pop-up note (or text field in Comments
List) for comment that has focus
Enter Return
Closes pop-up (or text field in Comments List)
for comment that has focus
Esc Esc
Result Windows/UNIX Action Mac OS Action
Previous screen Page Up or Shift+Enter Page Up or Shift+Return
Next screen Page Down or Enter Page Down or Return
First page Home or Shift+Ctrl+Page Up or Shift+Ctrl+Up
Arrow
Home or Shift+Command+Up Arrow
Last page End or Shift+Ctrl+Page Down or
Shift+Ctrl+Down Arrow
End or Shift+Command+Down Arrow
Previous page Left Arrow or Ctrl+Page Up Left Arrow or Command+Page Up
Next page Right Arrow or Ctrl+Page Down Right Arrow or Command+Page Down
Previous open document Ctrl+F6 (UNIX) Command+F6
Next open document Shift+Ctrl+F6 (UNIX) Shift+Command+F6
Scroll up Up Arrow Up Arrow
Scroll down Down Arrow Down Arrow
Scroll (when Hand tool is selected) Spacebar Spacebar
Zoom in Ctrl+equal sign Command+equal sign
Zoom out Ctrl+hyphen Command+hyphen
Result Windows/UNIX Action Mac OS Action
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Result Windows Action Mac OS Action
Move forward or backward among the current
column header selected for sorting, the
current row with focus, and the Go Back
button if in a folder
Tab or Shift+Tab Tab or Shift+Tab
Move focus to the next or previous row when
in the body of the file list on the left
Up Arrow or Down Arrow Up Arrow or Down Arrow
Selects the next or previous column header
for sorting
Left Arrow or Right Arrow Left Arrow or Right Arrow
If pressed in the body of the file list, navigate
one level up from within a folder
Backspace Delete
Press the Go Back button in a folder if focus is
on the button.
Enter or Spacebar Enter or Spacebar
If pressed when focus is on a row in the file list
representing a subfolder, navigate to a
subfolder, or open an attachment in Preview
mode.
Enter Enter
If in the body of the file list, move to the first or
last row
Home or End Home or End
If in the body of the file list, move to the next
or last set of rows to fit the screen
Page Down or Page Up Page Down or Page Up
Select or deselect all files Ctrl+A or Shift+Ctrl+A Command+A or Shift+Command+A
If in the body of the file list, extend the
selection by adding the next row above or
below the selected row
Shift+Up Arrow or Shift+Down Arrow Shift+Up Arrow or Shift+Down Arrow
Change whether the row with focus is in the
selection
Ctrl+Spacebar Command+Spacebar
Move focus up or down one row without
changing the selection
Ctrl+Up Arrow or Ctrl+Down Arrow Command+Up Arrow or Command+Down
Arrow
Reverse the sort order when focus is on a
Spacebar Spacebar
Result Windows Action Mac OS Action
Move focus to the next item among
Document pane, Task panes, Message bar,
F6 F6
Move focus to the previous item among
Document pane, Task panes, message bar,
Shift+F6 Shift+F6
Move focus to the next panel in the Task pane Ctrl+Tab Command+Tab
Move focus to the previous panel in the Task
pane
Ctrl+Shift+Tab Command+ Shift+Tab
Navigate to the next panel and panel control
Tab Tab
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Keys for general navigating
Navigate to the previous panel and panel
control within an open Task pane
Shift+Tab Shift+Tab
Navigate to the next command button within
a panel
Down Arrow Down Arrow
Navigate to the previous command button
within a panel
Up Arrow Up Arrow
Expand or collapse panel in focus (press F6 to
move focus to Tools pane, then tab to desired
panel)
Spacebar or Enter
Left Arrow or Right Arrow
Spacebar or Enter
Left Arrow or Right Arrow
Open or close the Task pane Shift+F4 Shift+F4
Close the pane that lists the tasks of an Action Ctrl+Shift+F4 Ctrl+Shift+F4
Open the menu and move the focus to the
first menu option when focus is on a
element with a flyout
Spacebar or Enter Spacebar or Enter
Move the focus back to the parent command
with a flyout
Esc Esc
Run the command in focus Spacebar or Enter Spacebar or Enter
Navigate to the next item in the active panel
in the Create New Action, Edit Action, Create
New Tool Set, or the Edit Tool Set dialog boxes
Tab Tab
Navigate to the previous item in the active
panel in the Create New Action, Edit Action,
Create New Tool Set, and the Edit Tool Set
dialog boxes
Shift+Tab Shift+Tab
Result Windows/UNIX Action Mac OS Action
Move focus to menus (Windows, UNIX);
F10 Control+F2
Move focus to toolbar in browser and
application
Shift+F8 Shift+F8
Move to next open document (when focus is
on document pane)
Ctrl+F6 Command+F6
Move to previous open document (when
focus is on document pane)
Ctrl+Shift+F6 Command+Shift+F6
Close current document Ctrl+F4 Command+F4
Close all open documents Not available Command+Option+W
Move focus to next comment, link, or form
field in the document pane
Tab Tab
Move focus to document pane F5 F5
Move focus to previous comment, link, or
form field in the document pane
Shift+Tab Shift+Tab
Result Windows Action Mac OS Action
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Keys for working with navigation panels
Activate selected tool, item (such as a movie
clip or bookmark), or command
Spacebar or Enter Spacebar or Return
Move focus to next tab in a tabbed dialog box Ctrl+Tab Not available
Move to previous search result and highlight it
in the document
Shift + F3 Not available
Move to next search result and highlight it in
the document
F3 F3
Search previous document (with Search
results displaying multiple files)
Alt+Shift+Left Arrow (Windows only) Command+Shift+Left Arrow
Search next document (with Search results
displaying multiple files)
Alt+Shift+Right Arrow (Windows only) Command+Shift+Right Arrow
Select text (with Select tool selected) Shift+arrow keys Shift+arrow keys
Select next word or deselect previous word
(with Select tool selected)
Shift+Ctrl+Right Arrow or Left Arrow Not available
Result Windows/UNIX Action Mac OS Action
Open and move focus to navigation pane Ctrl+Shift+F5 Command+Shift+F5
Move focus among the document, message
F6 F6
Move focus to previous pane or panel Shift+F6 Shift+F6
Move among the elements of the active
Tab Tab
Move to previous or next navigation panel
and make it active (when focus is on the panel
button)
Up Arrow or Down Arrow Up Arrow or Down Arrow
Move to next navigation panel and make it
active (when focus is anywhere in the
Ctrl+Tab Not available
Expand the current bookmark (focus on
Bookmarks panel)
Right Arrow or Shift+plus sign Right Arrow or Shift+plus sign
Collapse the current bookmark (focus on
Bookmarks panel)
Left Arrow or minus sign Left Arrow or minus sign
Expand all bookmarks Shift+* Shift+*
Collapse selected bookmark Forward Slash (/) Forward Slash (/)
Move focus to next item in a navigation panel Down Arrow Down Arrow
Move focus to previous item in a navigation
panel
Up Arrow Up Arrow
Result Windows/UNIX Action Mac OS Action
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Keys for navigating the Help window
Keys for accessibility
Navigating PDF pages
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 > Show/Hide > Toolbar Items > Reset Toolbars.
Next and Previous The Next Page and Previous Page buttons appear in the Page Navigation toolbar. The text
box next to them is also interactive, so you can type a page number and press Enter to go directly to that page.
Result Windows/UNIX Action Mac OS Action
Open Help window F1 F1 or Command+?
Close Help window Ctrl+W (Windows only) or Alt+F4 Command+W
Move back to previously opened topic Alt+Left Arrow Command+Left Arrow
Move forward to next topic Alt+Right Arrow Command+Right Arrow
Move to next pane Ctrl+Tab See Help for your default browser
Move to previous pane Shift+Ctrl+Tab See Help for your default browser
Move focus to the next link within a pane Tab Not available
Move focus to the previous link within a pane Shift+Tab Not available
Activate highlighted link Enter Not available
Print Help topic Ctrl+P Command+P
Result Windows Action Mac OS Action
Change reading settings for the current
document
Shift+Ctrl+5 Shift+Command+5
unreflowed view
Ctrl+4 Command+4
Activate and deactivate Read Out Loud Shift+Ctrl+Y Shift+Command+Y
Read only the current page out loud Shift+Ctrl+V Shift+Command+V
Read out loud from the current page to the
end of the document
Shift+Ctrl+B Shift+Command+B
Pause reading out loud Shift+Ctrl+C Shift+Command+C
Stop reading out loud Shift+Ctrl+E Shift+Command+E
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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.
Page Thumbnails panel The Page Thumbnails button on the left side of the work area opens the navigation pane to
the Page Thumbnails panel, which displays thumbnail images of each page. Click a page thumbnail to open that page
in the document pane.
Page through a document
There are many ways to turn pages in a PDF. Many people use the buttons on the Page Navigation toolbar, but you can
also use arrow keys, scroll bars, and other features to move forward and backward through a multipage PDF.
The Page Navigation toolbar opens by default. The default toolbar contains frequently used tools: the Show Next Page
, Show Previous Page , and Page Number. Like all toolbars, the Page Navigation toolbar can be hidden and
reopened by choosing it in the Toolbars menu under the View menu. You can display additional tools on the Page
Navigation toolbar by right-clicking the toolbar and choosing an individual tool, Show All Tools, or More Tools and
then selecting and deselecting tools in the dialog box.
Move through a PDF
Do one of the following:
Click the Previous Page or Next Page button in the toolbar.
Choose View > Page Navigation > [location].
Choose View > Page Navigation > Page, type the page number in the Go To Page dialog box and then click OK.
Press the Page Up and Page Down keys on the keyboard.
Do one of the following:
From Single Page or Two-Up page display view, drag the vertical scroll bar until the page appears in the small
pop-up display.
Type the page number to replace the one currently displayed in the Page Navigation toolbar, and press Enter.
Note: If the document page numbers are different from the actual page position in the PDF file, the page’s position within
the file appears in parentheses after the assigned page number in the Page Navigation toolbar. For example, if you assign
numbering for a file that is an 18-page chapter to begin with page 223, the number shown when the first page is active
is 223 (1 of 18). You can turn off logical page numbers in the Page Display preferences. See Renumber pages and
Preferences for viewing PDFs.
Bookmarks provide a table of contents and usually represent the chapters and sections in a document. Bookmarks
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A Bookmarks button B Click to display bookmark options menu. C Expanded bookmark
1Click the Bookmarks button, or choose View > Show/Hide >Navigation Panes > Bookmarks.
2To jump to a topic, click the bookmark. Expand or collapse bookmark contents, as needed.
Note: Depending on how the bookmark was defined, clicking it may not take you to that location but perform some
If the list of bookmarks disappears when you click a bookmark, click the Bookmarks button to display the list again.
If you want to hide the Bookmarks button after you click a bookmark, select Hide After Use from the options menu.
Page thumbnails provide miniature previews of document pages. You can use thumbnails in the Page Thumbnails 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.
1Click the Page Thumbnails button or choose View > Show/Hide > Navigation Panes > Page Thumbnails to display
the Page Thumbnails panel.
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.
1Choose View > Page Display > Automatically Scroll.
2Press Esc to stop scrolling.
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You can find PDF pages that you viewed earlier by retracing your viewing path. It’s helpful to understand the difference
between previous and next pages and previous and next views. In the case of pages, previous and next refer to the two
adjacent pages, before and after the currently active page. In the case of views, previous and next refer to your viewing
history. For example, if you jump forward and backward in a document, your viewing history retraces those steps,
showing you the pages you viewed in the reverse order that you viewed them.
Choose View > Page Navigation > Previous View.
1To continue seeing another part of your path, do either of the following:
Repeat step 1.
Choose View > Page Navigation > Next View.
Note: You can make the Previous View button and Next View button available in the toolbar area by right-
clicking the Page Navigation toolbar and choosing them on the context menu, or choosing Show All Tools.
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 Create Links From URLs option selected
in the General preferences for a link to work correctly.
1Choose the Select tool.
2Position 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.
PDFs with file attachments
If you open a PDF that has one or more attached files, the Attachments panel automatically opens, listing the attached
files. You can open these files for viewing, edit the attachments, and save your changes, as permitted by the document
authors.
If you move the PDF to a new location, the attachments automatically move with it.
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.
Open and navigate an article thread
1Click the Hand tool on the Common Tools toolbar.
Choose View > Show/Hide > Navigation Panes > Articles to open the Articles panel.
Note: You cannot open the Articles panel if you are viewing the PDF inside a web browser. You must open the PDF in
Acrobat.
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2Double-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.
3With the article thread open, do any of the following:
To scroll through the article one pane at a time, press Enter or click in the article.
To scroll backward through the article one pane at a time, Shift-click in the article, or press Shift+Enter.
To go to the beginning of the article, Ctrl-click within the article.
4At 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
1Make sure that the Hand tool is selected.
2Shift+Ctrl-click the page.
The previous page view is restored.
More Help topics
Set the page layout and orientation
Multimedia preferences
Open, save, or delete an attachment
Attachments
Articles
Tools on the Select & Zoom toolbar can change the magnification of PDF documents. Only some of these tools appear
on the default view of the toolbar. You can see all the tools by right-clicking the Select & Zoom toolbar and choosing
either individual tools, Show All Select & Zoom Tools.
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A Marquee Zoom tool B Continuous Zoom tool C Zoom Out button D Zoom In button E Zoom Value menu button F Actual Size button G Fit
Width button H Zoom To Page Level button I Pan & Zoom tool J Loupe tool
The Marquee Zoom tool works in a few different ways. You can use it to drag a rectangle around a portion of the
page that you want to fill the viewing area. Or, simply clicking the Marquee Zoom tool increases the magnification
by one preset level, centering on the point where you clicked. To decrease the magnification by one preset level, Ctrl-
click the Marquee Zoom tool.
The Continuous Zoom or Dynamic 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.
Zoom To Page Level adjusts the magnification so that one page fills the document pane vertically.
The Pan & Zoom tool adjusts the magnification and position of the view area to match the area in an adjustable
rectangle in the Pan & Zoom window’s thumbnail view of the page.
The Loupe Tool window displays a magnified portion of the PDF that matches the area in an adjustable rectangle
on the document pane.
Resize a page to fit the window
To resize the page to fit entirely in the document pane, choose View > Zoom > Zoom To Page Level.
To resize the page to fit the width of the window, choose View > Zoom > Fit Width. Part of the page may be out of
view.
To resize the page to fit the height of the window, choose View > Zoom > Fit Height. Part of the page may be out of
view.
To resize the page so that its text and images fit the width of the window, choose View > Zoom >Fit Visible. Part of
the page may be out of view.
To see keyboard shortcuts for resizing the document, open the View > Zoom menu.
Show a page at actual size
Choose View > Zoom > Actual Size.
The actual size for a PDF page is typically 100%, but the document may have been set to another magnification level
when it was created.
Change the magnification with zoom tools
Do one of the following:
Click the Zoom In button or the Zoom Out button in the toolbar.
Enter a magnification percentage in the Common Tools toolbar, either by typing or choosing from the pop-up
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Drag the Marquee Zoom tool to define the area of the page that you want to fill the document pane. (View >
Zoom > Marquee Zoom)
Drag the Continuous Zoom tool (also called Dynamic Zoom) up to increase the magnification and down to
decrease magnification. (View > Show/Hide > Toolbar Items > Select & Zoom > Dynamic Zoom)
When the Marquee Zoom tool is selected, you can Ctrl-click or Ctrl-drag to zoom out. Holding down Shift switches
temporarily from the Marquee Zoom tool to the Dynamic Zoom tool.
Change the magnification with the Pan & Zoom Window tool
1Choose View > Zoom > Pan & Zoom, or click the Pan & Zoom tool in the Common Tools toolbar.
2Do 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
magnification by preset levels.
Change the magnification with the Loupe tool
Choose View > Zoom> Loupe Tool.
1Click 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.
2To change the magnification of the Loupe tool, do any of the following:
Drag the slider.
Click the plus or minus buttons.
Enter a value in the zoom text box.
You can change the color of the Loupe tool rectangle. Click the Line Color pop-up menu in the lower-right corner of
the Loupe Tool window, and select a new color.
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Change the magnification by using a page thumbnail
1Click the Page Thumbnails button in the navigation pane on the left side of the window.
2Locate the thumbnail for the page. Then position the pointer over the lower-right corner of the page-view box until
the pointer changes into a double-headed arrow.
3Drag the corner of the box to reduce or expand the view of the page.
4As needed, move the pointer over the zoom box frame within the thumbnail until it changes into a Hand icon. Then
drag the frame to see a different area of the page in the document pane.
Change the default magnification
1In the Preferences dialog box under Categories, select Page Display.
2Open the Zoom pop-up menu and choose a default magnification level.
Display off-screen areas of a magnified page
When you zoom in to a high magnification, you may be able to see only part of a page. You can shift the view to show
other areas of the page without changing the magnification level.
Do either of the following:
Use the vertical scroll bars to move up and down the pages or the horizontal scroll bars to move across the page.
Select the Hand tool in the Common Tools toolbar and drag to move the page, as if moving a piece of paper on
a table.
Set the page layout and orientation
Changing the page layout is especially useful when you want to zoom out to get an overview of the document layout.
Choose View > Page Display, and select any of the following page layouts:
Single Page View Displays one page at a time, with no portion on other pages visible.
Enable Scrolling Displays pages in a continuous vertical column that is one page wide.
Two Page View Displays each two-page spread with no portion of other pages visible.
Two Page Scrolling Displays facing pages side by side in a continuous vertical column.
If a document has more than two pages, you can ensure that the first page appears alone on the right side of the
document pane. Select either Two Page View or Two Page Scrolling. Also select View > Page Display > Show Cover Page
In Two Page View.
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You can also display buttons for each of these options in the Quick Tools toolbar by choosing View > > Show/Hide >
Toolbar Items > Page Display, and selecting them in the menu.
Note: In Single Page View, choosing Edit >Select All selects all text on the current page. In other layouts,Select All selects all
text in the PDF.
Rotate the page view
You can change the view of a page in 90-degree increments. This changes the view of the page, not its actual orientation.
To temporarily rotate the page view, choose View > Rotate View > Clockwise or Counterclockwise. You cant save
this change.
To save the rotation with the document, click the Rotate Page button in the Quick Tools toolbar, or choose Tools
> Pages > Rotate.
Change the default page layout (initial view)
You specify the default initial view settings in the Preferences dialog box. (See Set preferences.)
1In the Preferences dialog box under Categories, select Page Display.
2Open the Page Layout menu and choose Automatic, Single Page, Single Page Continuous, Two-Up, or Two-Up
Continuous.
Note: The PDF opens with the page layout specified in Preferences unless a different page layout is specified in Document
Properties (File > Properties > Initial View). The Document Properties setting overrides the Preferences setting. If using
Document Properties, be sure to save and close the document for the change to take effect. Acrobat users can change the
initial view, unless security settings prevent changes. Reader users cannot change the initial view.
Use split-window view
You can view a PDF with the document pane divided into two panes (Split command) or four panes (Spreadsheet Split
command).
With Split view, you can scroll, change the magnification level, or turn to a different page in the active pane without
affecting the other pane.
The Spreadsheet Split view is useful if you want to keep column headings and row labels visible while scrolling through
a large spreadsheet or table. In this mode, changing the magnification in one pane changes the magnification in all
panes. Also, scrolling is coordinated between the panes. Scrolling a pane horizontally also scrolls the pane above or
below it. Scrolling vertically also scrolls the pane to the left or right of that pane.
1Start 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.
2Drag the splitter bars up, down, left, or right to resize the panes, as needed.
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3Adjust 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.
4Scroll, 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.
5To restore single-pane view, choose Window > Remove Split.
View a document in multiple windows
You can create multiple windows for the same document using the New Window command. New windows have the
same size, magnification, and layout as the original window and open at the same page and on top of the original
window. When you open a new window, Acrobat adds the suffix 1 to the original filename and assigns the suffix 2 to
the new window. You can open multiple windows with the suffix incrementing with each new window. Closing a
window causes the remaining open windows to be renumbered sequentially; that is, if you have five windows open and
you close the third window that you opened, the windows are renumbered with the suffixes 1 to 4.
Note: This feature is not available when PDFs are viewed in a browser.
Open a new window
Select Window > New Window.
Close a window
Click the close box in the window. You are prompted to save any changes. Closing a window does not close a
document if more than one window is open.
Close all windows for a document
Choose File > Close. You are prompted to save any changes before each window is closed.
More Help topics
Viewing PDFs and viewing preferences
View document properties
Flash Player needed | Acrobat DC, Acrobat Reader DC
You need Flash Player to view Flash content in PDFs, PDF Portfolios, and other features. Adobe Reader and Acrobat
no longer include Flash Player and features that require Flash now leverage the machine’s local copy of Flash. This new
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Note that the Flash Active X component is not enough to display this content. A full Flash player must be installed.
Flash Player installs for end users
1Right-click and download the Flash Player Installer for Windows (Active X and Plugin) or the Flash Player Installer
for Mac OS.
3Specify a location for the installer (such as your desktop), and click Save.
4Browse to the installer
5Double-click it to begin the installation.
Flash Player installs for IT
System requirements for Flash Player
Windows
2.33 GHz or faster x86-compatible processor, or Intel® Atom™ 1.6 GHz or faster processor for Netbooks
Microsoft® Windows® XP (32 bit), Windows Server® 2003 (32 bit), Windows Server 2008 (32 bit), Windows Vista®
(32 bit), Windows 7 (32 bit and 64 bit)
128 MB of RAM (1 GB of RAM recommended for Netbooks); 128 MB of graphics memory
Mac OS
Intel Core™ Duo 1.33 GHz or faster processor
Mac OS X 10.6, 10.7, or 10.8
256 MB of RAM; 128 MB of graphics memory
Asian, Cyrillic, and right-to-left text in PDFs
Asian language PDFs
You can use Acrobat to view, search, and print PDF documents that contain Asian text (Traditional and Simplified
digital signatures.
Almost all of the Acrobat features are supported for Traditional and Simplified Chinese, Japanese, and Korean text if
you install the respective Asian language font packs.
In Acrobat in Windows, you must install the Asian language support files by using the custom installation and selecting
the Asian Language Support options under Create Adobe PDF and View Adobe PDF.
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PDFMaker and the Adobe PDF printer automatically embed most Asian fonts in your file when creating PDF files. You
can control whether Asian fonts are embedded.
In Windows, you may be able to view and print files that contain Asian languages without having the necessary Asian
language support installed on your system. If you try to open a PDF file for which language support is required, you are
automatically prompted to install the required fonts.
Cyrillic, Central European, and Eastern European language PDFs
You can work with Adobe PDF files that contain Cyrillic text (including Bulgarian and Russian), Central European text,
and Eastern European text (including Czech, Hungarian, and Polish) if the fonts are embedded in the PDF files. If the
fonts are embedded, you can view and print the files on any system. Fonts do not need to be embedded to use the Search
feature.
Note: If you open a PDF file in which form fields or text boxes contain these languages but the fonts are not embedded and
install the necessary fonts.
Hebrew, Arabic, Thai, and Vietnamese language PDFs
Acrobat supports the entry and display of Thai and Vietnamese text. In Windows only, Arabic and Hebrew are also
supported. By default, Right-To-Left Language Options is enabled under Arabic and Hebrew regional settings (in
Windows).
Enable right-to-left languages
Enabling right-to-left language options displays the user interface elements for controlling paragraph direction, digit
style, and ligature. When this option is selected, you can specify the writing direction (left-to-right or right-to-left) and
type of digits (Western or Arabic-Indic) used for creating and filling out certain form fields, adding digital signatures,
and creating text box markups.
Enable Right-To-Left Language Options is enabled by default under Arabic and Hebrew regional settings.
1In the Preferences dialog box under Categories, select Language.
2Select Enable Right-To-Left Language Options.
Opening PDFs
You can open a PDF in many ways: from within the Acrobat DC application, from your email application, from your
file system, or on a network from within a web browser.
Note: The Organizer and Organizer-related commands are not available in Acrobat X and later.
Open a PDF in the application
Start Acrobat DC and do one of the following:
Open a file from the Home > Recent view.
Choose File > Open. In the Open dialog box, select one or more filenames, and click Open. PDF documents
usually have the extension .pdf.
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If more than one document is open, you can switch between documents by choosing the document name from the
Open a PDF from the desktop or within another application
Do one of the following:
To open a PDF attached to an email message, open the message and double-click the PDF icon.
To open a PDF linked to an open web page, click the PDF file link. The PDF usually opens in the web browser.
Double-click the PDF file icon in your file system.
Note: In Mac OS, you sometimes cannot open a PDF created in Windows by double-clicking the icon. Instead, choose
File > Open With > Acrobat > DC.
Open a PDF in a web browser
When PDFs open in a web page, they open in Read mode. Read mode displays the PDF without the menus, panes, or
toolbars visible. Near the bottom of the window, a floating toolbar appears with basic functionality for viewing
document.
To show the toolbar, roll your cursor near the bottom of the window.
To page through the PDF, use the navigation buttons in the toolbar.
To close Read mode and display the work area, click the Acrobat icon in the toolbar.
To disable Read mode within the browser, open the Acrobat or Reader Preferences (in Windows, choose Edit >
Preferences, in Mac OS, choose Acrobat DC/ Acrobat Reader DC > Preferences). Select Internet from the left pane.
Deselect Display In Read Mode By Default.
Note: If you have more than one Adobe PDF application on your computer, you can specify which one is used to open PDFs.
See the Select Default PDF Handler in General preferences.
About viewing PDFs in a web browser
Options in the web browser control how you view a PDF, either within the browser or directly in Acrobat or Reader. To
change the current display behavior, see the browser documentation on managing add-ons or plug-ins. If you open
PDFs in Acrobat outside the browser, you cannot use the preference Allow Fast Web View in a browser.
Because keyboard commands can be mapped to the web browser, some Acrobat shortcuts cannot 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 This Page
on the Internet Explorer toolbar.)
Note: Having multiple versions of Acrobat or Adobe Reader installed on the same computer is not recommended. Mixed
versions on your system can prevent you from viewing PDFs in a web browser. Examples include Acrobat XI with Adobe
Internet preferences
Display In Read Mode By Default Select to display PDFs in the browser without the menus, panes, or toolbars visible.
Allow Fast Web View Select to allow page-at-a-time downloading for PDFs that have been saved with Fast Web View
enabled. With Fast Web View turned on, a web server can send just the requested page, rather than the entire PDF.
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from the web, even after the first page displays.
Connection Speed Choose a connection speed from the menu. The connection speed helps Acrobat or other media
provide a smooth display when content is read on the Internet.
Internet Settings [or Network Settings] Click to open the Internet or network connection dialog box or panel for your
Updating Acrobat DC and using Adobe Digital Editions
Updating Acrobat DC
Acrobat DC 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
and must be installed manually. Some updates are available both automatically and manually.
Manually update the software
Change updating preferences
1Choose Edit > Preferences (Windows) or Acrobat DC/Adobe Acrobat Reader DC > Preferences (Mac OS).
2From the Categories on the left, select Updater.
3In the Check For Updates section, select one of the following options for installing updates:
downloads them, and installs them automatically. When finished, you are alerted via a small message in the system
tray that your software has been updated. This method is the best way to keep Acrobat up-to-date and more secure.
Notify me, but let me choose when to download and install updates Acrobat regularly checks for important
(Help > Check For Updates). This option is the least secure and recommended only for organizations that deploy
Manage security settings
If your organization uses server-based security policies, you can set up Acrobat to regularly check for updates to these
policies. Server-based security is set up by an administrator who provides the URL from which to get security updates.
1In the Preferences dialog box under Categories, select Security.
2In the Security Settings, select Load Security Settings From A Server.
3Type the server address in the URL field.
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4Select how often you want to check for security updates.
Editions is a separate web-based rich Internet application (RIA) that replaces the eBooks features in previous versions
of Acrobat.
When you install Adobe Digital Editions, your existing bookshelf items are automatically imported and available
within the new Adobe Digital Editions bookshelf experience. You can also manually import individual PDFs into your
Note: When you open an eBook for the first time, the Adobe Digital Editions software is automatically installed on your
computer.
Working with online accounts
Acrobat DC and Acrobat Reader DC let you open and save files to online file management services such as Adobe
Document Cloud and Microsoft SharePoint. You can access PDF files hosted on these online services either through
Note: Your SharePoint administrator must configure the SharePoint server to enable editing of PDF documents. See this
TechNote for details.
Access PDF files in an online account
The Home > Document Cloud view lets you choose files that are available in your account.
To access or save to SharePoint resources, choose Home > Add Account. You can specify the URL using the following
options:
(Windows) URL of the repository; for example, http://mysharepointserver/mysite/mydoclib
(Windows) Complete UNC path; for example, \\mysharepointserver\mysite\mydoclib
Mapped network drives
Check out a file from SharePoint
The safest way to work on a PDF file that resides on a SharePoint Server is to check out the file. Other users cannot edit
the file while you're working on it.
1To check out a PDF file, do one of the following:
(Windows) Using Internet Explorer, navigate to the PDF file on the SharePoint portal. Click the document or
choose Edit Document from the file pop-up menu.
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In Acrobat DC or Acrobat Reader DC, choose Home > Add Account. Then specify the URL or complete UNC
path of the PDF file.
2A dialog box displays the filename and location. Click one of the following:
Check Out and Open
Open, to open the file without checking it out
Cancel checkout
You can discard the checked-out version of a PDF file if you dont want to save your changes.
1Choose File > SharePoint Server > Discard Check Out.
2A confirmation message appears. Click OK.
Note: You cannot edit a document offline.
Prepare document properties
You can specify the document’s SharePoint properties from within Acrobat DC or Acrobat Reader DC.
1Choose File > SharePoint Server > Prepare Document Properties.
2Double-click the property to edit. The Edit dialog box appears. Enter a value and click OK.
Check in
When you complete your edits, you can check the file into the SharePoint server. Other users can see the changes. If
versioning is enabled, SharePoint also manages version history for the file.
1Choose File > SharePoint Server > Check In. The Check In dialog box appears.
2If version numbering is enabled, the version information appears. Choose major version, minor version, or
overwrite current version.
4Optionally, enable Keep the Document Checked Out After Checking In This Version and click OK.
Acrobat in Mac OS | Acrobat Pro DC
Generally, Acrobat works the same for Windows and Mac OS. Some exceptions are noted throughout Help. In addition,
be aware of the following differences:
Common keyboard actions and functions
Windows Mac OS
Right-click Control-click
Alt Option
Ctrl+[character]Command+[character]
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Open the Preferences dialog box
To open the Preferences dialog box in Mac OS, choose Acrobat Pro DC > Preferences.
Expand a nested list
Items such as bookmarks sometimes appear in nested lists that can be expanded or collapsed. To expand a list in Mac
OS, click the right-pointing triangle to the left of the icon. Click the down-pointing triangle to collapse the list. To
expand or collapse all items in a multilevel list, Option-click the triangle.
More Help topics
Keyboard shortcuts
Grids, guides, and measurements in PDFs
View grids
Use grids to accurately line up text and objects in a document. When turned on, the grid is visible over the document.
The Snap To Grid option aligns an object with the nearest grid line when you move the object.
View or hide the grid
Choose View > Show/Hide > Rulers & Grids > Grid. A check mark appears next to the command name when the
grid is displayed.
Turn the Snap To Grid option on or off
Choose View > Show/Hide > Rulers & Grids > Snap To Grid. A check mark appears next to the command name
when the option is turned on.
Change the grid appearance
1In the Preferences dialog box under Categories, select Units & Guides.
2To change grid settings, do any of the following:
To change the spacing between grid lines, enter a value for Width B etween L ines and Height Between Lines.
To change the origin of the grid, enter a value for Grid Offset From Left Edge and Grid Offset From Top Edge.
To change the number of subdivisions within each grid square, enter a value for Subdivisions. Subdivision lines
are lighter than grid lines.
To change the color of the grid lines, click theGrid Line Color square and choose a new color from the Color pop-
Ctrl-click Option-click
Ctrl-drag Option-drag
My Computer [disk name]
Windows Explorer Finder
Windows Mac OS
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Create ruler guides
Horizontal and vertical rulers let you check the size of objects in your document. 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
1Choose View > Show/Hide > Rulers & Grids > Rulers.
2Do one of the following:
Drag down from the horizontal ruler to create a horizontal guide, or drag right from 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 > Show/Hide > Rulers & Grids > Guides.
Move or delete ruler guides
1To move a guide, click the guide to select it and then drag it to a new location.
2To delete a guide, click the guide to select it and press the Delete key.
3To delete all guides, right-click in the ruler area and choose Clear All Guides or Clear Guides On Page.
Change guide colors
1In the Preferences dialog box under Categories, select Units & Guides.
2Click the Guide Color square and choose a new color from the Color pop-up menu.
Measure the height, width, or area of objects
Use the measuring tools to measure distances and areas of objects in PDF documents. The measuring tools are useful
for showing the distances and areas associated with objects in a form or computer-aided design (CAD) drawing. You
can also use these tools to measure certain areas of a document before sending it to a professional printer. The
measuring tools are available to Acrobat Reader DC users only if the PDF creator enables measuring functionality.
When you use a measuring tool, the Measurement Info panel shows information about the measurement, such as
current measurement, delta values, and scale ratio. Acrobat DC inserts comments with the values calculated for
distance, perimeter, or area.
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A Measuring toolbar B Object being measured C Measurement Info panel
1Choose Tools > Measure.
The measurement toolset is displayed in the secondary toolbar.
2In the secondary toolbar, click Measuring Tool.
The Measuring toolbar and the Measurement Info panel are displayed.
3To measure areas of your PDF document, select any of the following measurement types:
Select the Distance tool to measure the distance between two points. Click the first point, move the pointer
to the second point, and click again.
Select the Perimeter tool to measure a set of distances between multiple points. Click each point you want
to measure. Then, double-click the last point.
Select the Area tool to measure the area within the line segments that you draw. Click each point you want
to measure. After you have clicked at least two points, click the first point to complete the area measurement.
4While measuring objects, do any of the following:
To snap the measurement to the end of a line, select Snap To Paths .
To snap the measurement to the endpoint of a line, select Snap To Endpoints .
To snap the measurement to the midpoint of a line, select Snap To Midpoints .
To snap the measurement to the intersection of multiple lines, select Snap To Intersections
To constrain the measurement lines to increments of 45º, hold down the Shift key.
To discontinue a measurement, right-click and chooseCancel Measurement.
To delete a measurement markup, click it with theMeasurement Tool and press the Delete key.
Measuring tool options
To set measuring tool options, select the tool, then right-click anywhere in the PDF to view the options.
Change Scale Ratio Change the scaling ratio (such as 3:2) and unit of measurement on the drawing areas.
Change Markup Label Add or change text that appears with the measurement.
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Disable/Enable Measurement Markup When enabled, the measurement lines you draw are added to the PDF. When
disabled, the measurement lines disappear when you measure another object or select another tool.
Turn Ortho On/Off When enabled, measurement lines are orthographic only.
Show/Hide Rulers Show or hide vertical and horizontal rulers on the page. (Has the same effect as choosing View >
Show/Hide > Rulers & Grids > Rulers.)
Snap To Page Content/Don’t Snap To Page Content Turn all Snap Enables on or off.
Export Measurement Markup To Excel Save the information for all the measurements in your PDF to a CSV file.
Preferences Open the Measurement (2D) preferences.
Measuring preferences
Change the 2D Measuring preferences to determine how 2D data is measured.
Note: In Acrobat Reader DC, Measuring preferences apply to PDFs that have commenting enabled.
Use Scales And Units From Document (When Present) When enabled, measurements based on the units generated
from the original document, if present, are used. Deselect this option to specify the units of measurements manually.
Use Orthographic Lines When enabled, measurement lines are orthographic only.
Measuring Line Color Specifies the color or the line that appears while drawing.
Enable Measurement Markup When enabled, the measurement lines you draw are added to the PDF. When disabled,
the measurement lines disappear when you measure another object or select another tool. You can use the default
measurement labels or specify your own label.
Use Default Leader Length (Distance Tool only) When deselected, each time you draw a distance measurement, you
move the mouse to determine the leader length.
Default Line Ending (Distance Tool only) Specifies the appearance of the line endings in distance measurements.
Caption Style (Distance Tool only) Specifies whether the distance measurement caption is Inside or on Top of the
measurement line.
Default Leader Length (Distance Tool only) Specifies the length of the line leader that appears on one side of the
measurement points.
Default Leader Extension Above Line (Distance Tool only) Specifies the length of the leader extension that appears
above the measurement line.
Default Leader Offset From Line Points (Distance Tool only) Specifies the amount of blank space that appears between
the measurement points and the leader.
2D Snap Settings Specify snap behavior. Sensitivity indicates how close the pointer must be to the item being snapped
to. Snap Hint Color specifies the color of the snap line that appears when you hold the pointer over the object.
View cursor coordinates
The Cursor Coordinates show the coordinate position of the pointer within the document pane. The position
numbering begins in the upper-left corner of the document. Cursor Coordinates also shows the width and height of a
selected object as you resize it.
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View x and y coordinates
1Choose View > Show/Hide > Cursor Coordinates.
2Move the pointer to view x and y coordinates.
Change the Cursor Coordinates measurement units
1In the Preferences dialog box under Categories, select Units & Guides.
2Choose a different unit of measurement from the Page & Ruler Units drop-down list.
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Chapter 2: Creating PDFs
Create PDFs with Acrobat DC
There are various ways to create a PDF file using Acrobat DC. Generate a PDF quickly by using menu commands,
dragging-and-dropping files onto the Acrobat DC application icon, or converting clipboard data.
This document provides instructions for Acrobat DC. If you're using Acrobat Reader DC, see What can I do with
Acrobat Reader DC. if you're using Acrobat XI, see Acrobat XI Help . And, if you're using Adobe Acrobat 7, 8, or 9, see
previous versions of Acrobat Help.
Convert a file to PDF using Acrobat DC menu commands
1On the Acrobat DC File menu, choose Create > PDF From File.
2In the Open dialog box, select the file that you want to convert. You can browse all file types or select a specific type
from the Files Of Type drop-down menu.
3Optionally, click Settings to change the conversion options if you're converting an image file to PDF. The options
available vary depending on the file type.
Note: The Settings button is unavailable if you choose All Files as the file type or if no conversion settings are available
for the selected file type. (For example, the Settings button is unavailable for Microsoft Word and Microsoft Excel files.)
4Click Open to convert the file to a PDF.
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Depending on the type of file being converted, the authoring application opens automatically, or a progress dialog
box appears. If the file is in an unsupported format, a message appears, telling you that the file cannot be converted
to PDF.
5When the new PDF opens, choose File > Save or File > Save As; then select a name and location for the PDF.
When naming a PDF that’s intended for electronic distribution, limit the filename to eight characters (with no spaces)
and include the .pdf extension. This action ensures that email programs or network servers don’t truncate the filename
and that the PDF opens as expected.
Drag-and-drop to create PDFs
This method is best reserved for small, simple files, such as small image files and plain text files, when the balance
between file size and output quality is not important. You can use this technique with many other types of files, but you
cannot adjust any conversion settings during the process.
1Select the icons of one or more files in the Windows Explorer or Mac OS Finder.
2Drag the file icons onto the Acrobat DC application icon. Or (Windows only) drag the files into the open Acrobat
DC window.
If a message appears saying that the file could not be opened in Acrobat DC, then that file type cannot be converted
to PDF by the drag-and-drop method. Use one of the other conversion methods for that file.
Note: You can also convert PostScript and EPS files to PDF by dragging them onto the Acrobat DC window or the
Acrobat DC application icon.
3Save the PDF.
(Windows only) You can also right-click a file in Windows Explorer and choose Convert to Adobe PDF.
Convert clipboard content to PDF
You can create PDFs from text and images that you copy from applications on Mac OS or Windows.
1Capture content in the Clipboard:
Use the copy command in the applications.
Press the PrintScreen key (Windows).
Use the Grab utility (Applications > Utilities > Grab), and choose Edit > Copy to place the content on the
clipboard. (Mac OS)
In a PDF file, you can select objects using the Edit Object tool (Tools > Print Production > Edit Object), and
then copy the selected objects.
2In Acrobat DC, choose File > Create > PDF from Clipboard. Or Choose Too l s > Create PDF > Clipboard >
Create.
Note: The PDF from Clipboard command appears only when content is copied to the Clipboard. If the Clipboard is
empty, the command is disabled.
Create a blank PDF
You can create a blank PDF, rather than beginning with a file, a clipboard image, or scanning.
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This process can be useful for creating a one-page PDF. For longer, more complex, or heavily formatted documents, it’s
better to create the source document in an application that offers more layout and formatting options, such as Adobe
InDesign or Microsoft Word.
1In Adobe Acrobat DC, close all open documents.
2Choose Tools > Create PDF > Blank Page > Create.
A blank single-page PDF is created.
To add a blank page to an existing PDF, open the PDF and then choose Tools > Organize Pages > Insert > Blank Page.
Create multiple PDFs from multiple files (Acrobat Pro DC)
You can create multiple PDFs from multiple native files, including files of different supported formats, in one operation.
This method is useful when you must convert a large number of files to PDF.
Note: When you use this method, Acrobat DC applies the most recently used conversion settings without offering you access
to those settings. If you want to adjust the conversion settings, do so before using this method.
1Choose File > Create > Create Multiple PDF Files.
3Click OK. The Output options dialog box appears.
4In the Output Options dialog box, specify your target folder and filename preferences, and then click OK.
More Help topics
Scan documents to PDF
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Converting web pages to PDF
Creating PDFs with PDFMaker
Create PDFs with PDFMaker (Windows)
PDFMaker is an Acrobat feature that operates within many business applications, such as Microsoft Office applications,
AutoCAD, and Lotus Notes. When you install Acrobat, PDFMaker controls appear in the work area of the authoring
application.
Note: Some PDFMaker features are not available in certain versions of the authoring applications. For a comparison chart,
see Compatible web browsers and PDFMaker applications | Acrobat, Reader.
Using PDFMaker within an authoring application is a simple, one-click procedure. It involves clicking an Acrobat
PDFMaker toolbar button or choosing a command on the Adobe PDF menu. It is not necessary to open Acrobat.
Convert a file to PDF using PDFMaker
In Windows, Acrobat installs both an Acrobat PDFMaker toolbar and an Adobe PDF menu in many popular authoring
applications. You can use either the toolbar buttons or the Adobe PDF menu (the Action menu in Lotus Notes) to create
PDFs, but the menu also provides access to conversion settings. Although many of the conversion options are common
to all authoring applications, a few are application-specific.
For Microsoft Office 2007 and later applications such as Word, Excel, and PowerPoint, the options for creating PDFs
are available from the Acrobat ribbon.
Note: If you don’t see the PDF toolbar buttons in an application, you must show or activate the PDF toolbar. For other
troubleshooting issues, see Troubleshoot Acrobat PDFMaker Problems.
Show or activate PDFMaker in Microsoft Office and Lotus Notes
If the PDF toolbar buttons don’t appear in your Microsoft Office or Lotus Notes application, use one of the following
methods to show or activate PDFMaker.
For Lotus Notes 8 or later, choose File > Preferences. In the dialog box that appears, choose Toolbar > Toolbars, and
select the Visible option for Acrobat PDFMaker.
For Office 2003 or earlier, choose View > Toolbars > Acrobat PDFMaker.
For Office 2007 or Office 2010, follow these steps:
1Do one of the following:
(Outlook 2007) Choose Tools > Trust Center.
(Other Office 2007 applications) Click the Office button, and then click the [Application] Options button, where
[Application] is the Office application name. For example, in Word, the button name is Word Options.
(Office 2010 applications) Click the File tab, and then click Option.
2Click Add-Ins on the left side of the dialog box.
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3Do one of the following:
If PDFMOutlook or Acrobat PDFMaker Office COM Add-in is not listed, choose COM Add-Ins from the
Manage pop-up menu and click Go.
If PDFMOutlook or Acrobat PDFMaker Office COM Add-in is listed under Disabled Application Add-ins, select
Disabled Items from the Manage pop-up menu and click Go.
4Select PDFMOutlook or Acrobat PDFMaker Office COM Add-in and click OK.
5Restart the Office application.
Convert a file to PDF
1Open the file in the application used to create it.
2Click the Convert To Adobe PDF button on the Acrobat PDFMaker toolbar.
For Microsoft Office 2007 or 2010 applications, such as Word, Excel, and PowerPoint, click the Create PDF button
on the Acrobat ribbon.
3Enter a filename and location for the PDF, and click Save.
4(Optional) Check View Result to open the PDF or enable Protect PDF to specify the Security settings for the PDF.
Create a PDF as an email attachment
1Open the file in the application used to create it.
For Microsoft Office 2007 or 2010 applications, such as Word, Excel, and PowerPoint, click the Create And Attach
To Email button on the Acrobat ribbon.
When the conversion has finished, a blank message with the new PDF included as an attachment automatically
opens in your default email application. You can then address and complete the message and either send it or save
it as a draft.
Attach a file as PDF (Outlook)
1In the Outlook email Message window, click the Attach As Adobe PDF button.
Note: If the Attach As Adobe PDF button isn’t visible, choose Adobe PDF > Change Conversion Settings, and then select
Show Attach As Adobe PDF button. This option is not available in Outlook 2007 or later.
2Select a file to attach, and click Open.
Convert files to a secured PDF and attach it to an email message (Outlook)
1In the Outlook email Message window, click the Attach As Secured Adobe PDF button .
Note: The Attach As Secured Adobe PDF button appears only after youve configured an Adobe LiveCycle® Rights
Management Server using the Tools > Protection > More Protection > Security Settings dialog box.
2Click Browse, select a file to convert, and click Open.
3Specify the users that can open the PDF, and then click OK:
To specify only users that receive the PDF, select Restrict Access Only To People In This Messages To:, Cc:, And
Bcc: List. In this case, the PDF isn’t secured until you send the email message.
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To specify only users that are specified by a security policy, select Restrict Access By Applying The Following
Security Policy, and then select a security policy in the list. In this case, the PDF is secured before it is attached
to the email message.
Create a PDF and send it for review
1Open the file in the application used to create it.
2Click the Convert To Adobe PDF And Send For Review button on the Acrobat PDFMaker toolbar, or (if
available) choose Adobe PDF > Convert To Adobe PDF And Send For Review.
For Microsoft Office 2007 or 2010 applications such as Word, Excel, and PowerPoint, click the Create And Send For
Review button on the Acrobat ribbon.
3When the Identity Setup dialog box appears, enter the appropriate information about yourself, and click Complete.
4Follow the directions in the wizard that appears, as described in Start an email-based review.
Create a PDF and run an action
1Open the file in the application used to create it.
2Click the Convert To Adobe PDF And Run Action button on the Acrobat PDFMaker toolbar, or (if available) choose
For Microsoft Office 2007 or 2010 applications such as Word, Excel, and PowerPoint, click the Create PDF And Run
Action button on the Acrobat ribbon.
3Click an action to from the button menu, and follow the onscreen prompts to save the files.
4The PDF opens in Acrobat. Click Start in the right-hand pane to process the file.
View PDFMaker conversion settings
PDFMaker conversion settings vary according to file types. For example, the options available for PowerPoint files
arent the same as the options available for Outlook files. Once you’ve selected conversion settings, those choices apply
to all subsequent PDFs you create from that file type. Its a good idea to review the settings occasionally.
1Open a PDFMaker-enabled application (such as Word or Excel).
2Do one of the following:
(Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings.
(Office 2007 or 2010 applications) In the Acrobat or Adobe PDF ribbon, click Preferences.
(All other applications) Choose Adobe PDF > Change Conversion Settings.
3(Optional) To revert to the original default settings, click Restore Defaults on the Settings tab.
Settings tab of the Adobe PDFMaker preferences
The settings available for PDFMaker depend on the application in which youre using PDFMaker.
Conversion Settings Specifies the standard by which the PDF will be optimized. When you choose an item in the
menu, a description of that preset appears immediately below it.
View Adobe PDF Result Opens the converted document directly into Acrobat. (Exception: when you choose Convert
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Prompt For Adobe PDF File Name Lets you enter a custom filename for the resulting PDF. Deselect this option to save
the file in the same folder as the source file, using the same name but with a .pdf extension.
Convert Document Information Adds document information from the Properties dialog box of the source file. This
setting overrides the printer preferences and settings in the Advanced panel of the Adobe PDF Settings dialog box.
Note: The Advanced Settings button opens the Adobe PDF Settings dialog box, which contains many additional conversion
options. These conversion settings apply to all Acrobat features that create PDFs, such as Acrobat Distiller, PDFMaker, and
the Acrobat application itself.
PDF/A Compliance Creates the PDF so that it conforms to the selected ISO standard for long-term preservation of
electronic documents.
Security tab of the Adobe PDFMaker preferences
The settings available for PDFMaker depend on the application in which youre using PDFMaker.
Require A Password To Open The Document When selected, makes the Document Open Password option available,
where you enter a password that users must use to open the document.
Restrict Editing And Printing Of The Document When selected, makes the other Permissions options available.
Change Permissions Password Specifies a password you set that users must use in order to do any allowable printing
or editing.
Printing Allowed Specifies whether users who use the Permissions Password can print the document and at what
resolution.
Changes Allowed Specifies what changes users who use the Permissions Password can make.
Enable Copying Of Text, Images, And Other Contents Prevents or allows users from copying from the PDF.
Enable Text Access For Screen Reader Devices For The Visually Impaired Prevents or allows screen reader devices to
the PDF-compatibility is set to Acrobat 6.0 (PDF 1.5) or later.
Convert Microsoft Word, PowerPoint, and Excel files to PDF
When creating a PDF from Microsoft Word, PowerPoint, or Excel, you can set conversion options for the current file.
You can also select a range of content in the file to convert. The conversion options that you can set in the following
steps are some of the most commonly used settings from the Acrobat PDFMaker dialog box. Any changes you make to
the conversion options apply to the current conversion only.
In Acrobat Pro, PDFMaker includes an option to embed many types of multimedia files in Microsoft Word and
PowerPoint files. The files are converted to FLV format files. When you convert the document to PDF, the PDF includes
a playable FLV file.
Convert Excel files to PDF
1Open a file in Excel.
2Optionally, select the cells to convert.
3Do one of the following:
(Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options.
(Office 2007 or 2010) From the Acrobat ribbon, select one of the Create options.
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4In the Acrobat PDFMaker dialog box, select a Conversion Range, then click Convert To PDF.
5In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF.
6Optionally, click the Options button to change the conversion settings.
7Click Save to create the PDF.
Convert Word and PowerPoint files to PDF
1Open a file in Word or PowerPoint.
2Optionally, select objects and text (Word) or slides (PowerPoint), as needed.
3Do one of the following:
(Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options.
(Office 2007 or 2010) From the Acrobat ribbon, select Create PDF, Create And Attach to Email, or Create And
Send For Review.
4In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF.
5Optionally, click the Options button to change the conversion settings.
6Select a Page Range (Word) or Slide Range (PowerPoint). The Selection option is available only if you have selected
content in the file.
7Click OK, then click Save to create the PDF.
Embed multimedia files into Word and PowerPoint documents (Acrobat Pro)
1Do one of the following:
(Office 2003 or earlier) Choose Adobe PDF > Embed Video And Convert To Flash Format
(Office 2007 or 2010) In the Acrobat ribbon, click Embed Flash.
2In the Insert Flash dialog box, choose a multimedia file from the menu, or click Browse to locate and select the file.
3(Optional) To select a video frame to use as a poster, click Set Poster Image From Current Frame.
4Choose a media player skin from the menu.
5Click OK. Acrobat converts the file to FLV format and inserts it into the document.
6When you are ready to create a PDF, follow the steps to create a PDF as usual. (PowerPoint only) In the Save Adobe
PDF File As dialog box, click Options and make sure that the Convert Multimedia option is selected.
Convert email messages to PDFs
You can use PDFMaker to convert one or more Microsoft Outlook or Lotus Notes email messages or entire folders of
messages to a merged PDF or PDF Portfolio. Within a PDF Portfolio, each email message appears as a separate PDF file.
The Acrobat PDFMaker Conversion Settings dialog box contains the option that determines whether email messages
are merged into one continuous PDF or assembled into a PDF Portfolio.
The controls that activate an email conversion to PDF appear in two places within the email application: on the Acrobat
PDFMaker toolbar and on a menu. In Outlook, the menu is called Adobe PDF and appears to the right of the Outlook
Help menu. In Lotus Notes, PDF commands appear under the Actions menu.
You can convert one currently open email message to PDF (not to a PDF Portfolio) by choosing File > Print, and
selecting Adobe PDF as the printer in the Print dialog box. The PDFMaker conversion settings do not affect this process.
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Specify whether email messages become merged PDFs or PDF Portfolios
1Do one of the following:
(Outlook) Choose Adobe PDF > Change Conversion Settings.
(Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings.
2Do one of the following:
To convert and merge email messages into a PDF as sequential pages of one document, deselect Output Adobe
PDF Portfolio When Creating A New PDF File.
To assemble converted email messages as components of a PDF Portfolio, select Output Adobe PDF Portfolio
When Creating A New PDF File.
Convert an open email message to PDF (Outlook)
You can also convert a different file to PDF from within an open Outlook email message if the Attach As Adobe PDF
toolbar is shown. Clicking this button opens a series of dialog boxes for selecting and saving the new PDF and also starts
Acrobat, if it is not already running. The resulting PDF is attached to the open email message.
Convert email messages to a new PDF
1In Outlook or Lotus Notes, select the individual email messages.
2Do one of the following:
(Outlook) Choose Adobe PDF > Convert Selected Messages > Create New PDF.
(Lotus Notes) Choose Actions > Convert Selected Messages To Adobe PDF.
3In the Save Adobe PDF As dialog box, select a location, type a filename, and click Save.
Add email messages or folders to an existing PDF
1In Outlook or Lotus Notes, select the individual email messages or folders.
2Do one of the following:
(Outlook) Choose Adobe PDF > Convert Selected Messages > Append To Existing PDF, or Adobe PDF >
Convert Selected Folders > Append To Existing PDF.
Note: If you have already created one or more PDF Portfolios, you can choose from recently created PDF Portfolios in
addition to the Append To Existing PDF option.
(Lotus Notes) Choose Actions > Append Selected Message(s) To Existing Adobe PDF, or Actions > Append
Selected Folder(s) To Existing Adobe PDF.
3Locate and select the PDF or PDF Portfolio to which you want to add the converted emails, and click Open.
Note: Do not type a new name for the PDF. If you do, a warning message appears telling you that the PDF was not found.
Click OK, and select a PDF without changing its name.
4(Outlook only) If a message appears, alerting you that the existing PDF was created using an earlier version of
PDFMaker, do one of the following:
To create a PDF Portfolio from the original PDF archive, click Yes, and select a name and location for the new
archive. (The default name adds _Portfolio to the original PDF filename.) When the conversion is complete and
the Creating Adobe PDF dialog box closes, the new archive opens in Acrobat.
Click No to cancel the process.
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Note: For PDF Portfolios of email converted or migrated in Acrobat 8 or later, only new messages—that is, messages that
are not already part of the PDF Portfolio—are appended.
Convert email folders to a new PDF
PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select the folders at the
beginning of the process because you can select them in a dialog box that appears automatically.
1Do one of the following:
(Outlook) Choose Adobe PDF > Convert Selected Folders > Create New PDF.
(Lotus Notes) Choose Actions > Convert Selected Folder(s) To Adobe PDF.
2In the Convert Folder(s) To PDF dialog box, select the folders. Then select or deselect the Convert This Folder And
All Sub Folders option.
3In the Save Adobe PDF File As, select a location and name for the PDF Portfolio.
When the conversion is complete, the new PDF opens in Acrobat.
Set up automatic email archiving
1Do one of the following:
(Outlook) Choose Adobe PDF > Setup Automatic Archival.
(Lotus Notes) Choose Actions > Setup Automatic Archival.
2On the Automatic Archival tab of the Acrobat PDFMaker dialog box, select Enable Automatic Archival. Then select
options for Frequency and the time of day at which automatic archiving occurs.
3Select other options, according to your needs:
Maintain Log Of Archival Creates a record of each archiving session.
Choose File Specifies the name and location of the archiving log.
Embed Index For Faster Search Creates an index that you can search to find specific words or characters instead of
having to search each individual document.
4Click Add, and select the email folders and subfolders. Then select or deselect the Convert This Folder And All Sub
Folders option, as preferred, and click OK.
5In the Save PDF Archive File As dialog box, select a name and location for the archived email PDF. Then click Open.
6Review the settings and the archive folder names listed in the Acrobat PDFMaker dialog box, and do any of the
following:
To add other email folders to the list, click Add and select the folder.
To remove folders from the list, select the folders and click Delete.
To change an archive file, select any folder name from the list, click Change Archive File, and specify the name
and location.
To start archiving email immediately, click Run Archival Now.
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Create PDFs from Word mail merges
Mail merges from Word generate documents like form letters—for one common examplethat are personalized with
information like the names and addresses of the recipients. With Acrobat PDFMaker, you can save steps by using a
Word mail merge document and corresponding data file to output mail merges directly to PDF. You can even set up
PDFMaker to attach those PDFs to email messages that are generated during the PDF-creation process.
Note: For information on setting up files for the Word Mail Merge feature, see Microsoft Office Word Help.
1In Microsoft Word, open the template that you have created as the basis of your mail merge, or create the file using
the Word Mail Merge toolbar and Mail Merge wizard, as needed.
Note: Do not complete the mail merge in Word. Instead, set up and preview the mail merge as usual, so that you can
verify that the merge will work correctly.
2Do one of the following:
Click the Mail Merge To Adobe PDF button on the Mail Merge toolbar (View > Toolbars > Mail Merge).
(Word 2007) From the Acrobat ribbon, click Mail Merge.
3In the Acrobat PDFMaker - Mail Merge dialog box, select the options you want:
To specify which records in the data file will be imported into the merged files, select All or Current, or enter a
range of pages by typing in the From and To boxes.
To name the PDF that will be created, type in the Specify PDF File Name box.
Note: The PDF will be named using this text plus a series of numbers. For example, if you type JulyLetter in the Specify
PDF File Name box, the mail-merged PDFs might appear as JulyLetter_0000123, JulyLetter_0000124,
JulyLetter_0000125, and so forth.
4For Automatically Send Adobe PDF Files By Email, do one of the following:
To create and save merged PDFs for printing or sending later in email, leave the option deselected, and click OK.
To create merged PDFs and attach each one to an email message to the appropriate recipient, select this check
box, and fill in the other Email options.
5When the Browse For Folder dialog box appears, navigate to the location you want to use and click OK.
Status indicators appear as PDFMaker generates the individual PDFs,
6If you selected Automatically Send Adobe PDF Files By Email, a dialog box appears asking for your email profile.
Enter the appropriate information and click OK.
When the job has finished, a message appears, telling you that the process was successful.
Email options for PDF mail merges
To Use the pop-up menu to select the field or column in the associated data file that contains the email addresses in
each individuals record.
Subject Line Type the text that you want to appear in the subject line of each message.
Message Type to add or edit text that you want to appear in the body of the email messages.
PDFs from Microsoft Project (Acrobat Pro)
There are specific differences to be aware of when you create PDFs from files authored in Microsoft Project.
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You can create PDFs of only the current selected view. Views designated as non-printable in Project cannot be
converted to PDF.
Convert Visio files to PDF (Acrobat Pro)
PDFs created from Visio files preserve page sizes and support layers, searchable text, custom properties, links, </